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Atlassian User Group NYC 101718 Event

  1. New York AUG 17th October 2018 Managing and sharing data on Confluence
  2. • Background in Information/Knowledge Management • Have used Confluence since 2006 • Have managed sites/rolled out systems using Confluence in several large/matrixed organisations • Have tended to specialise in projects that connect/integrate content, especially using Confluence • Now work in organisational capability, which focuses on learning programmes, process improvement, systems alignment and user engagement • Have helped design/develop an Add-on (DataView) to help manage data on Confluence Twitter: @SimplerWiki Blog: Email: About me
  3. • This discussion is relevant to anyone who might want to share data on Confluence, including admins, tech support, super users and even occasional users • I hope to give a clear explanation of which data management options are available within Confluence • We will look at the advantages/disadvantages of the different approaches • By the end, each of you should understand how to decide which of them are best for you Objectives
  4. • What kind of data and what do we want to do with it? • Questions that need to be asked (and answered) to help you decide how to manage and share data • Within each of these, outline pros/cons and useful add-ons to choose from • Use the Data Solution Guide for Confluence • Quick look at DataView and why I designed it Presentation Overview
  5. • Employee information • Sales & Marketing activity • Client information • Customer enquiries • Inventory • Collaborate on it? • Search it? • Present it? • Manage it? • Import/Export it? What kind of data do people want to share? And what do they want to do with it? • Schedule of Events • Training attendance • Financial performance • Project update • Progress towards targets
  6. Examples of managing data on the page
  7. Examples of pulling in data from an external database
  8. Examples of pulling in the data from an attached file
  9. 1. Ask a few simple questions about your data and your users: 1. Understand where the data lives and is managed, and use Confluence to connect to it as best you can. Most data is not held on databases, but in personal silos 2. What do your users actually want to do with the data? 3. Do you really want to collaborate on it, or do you just need to present and share it effectively? 4. Are you using a Server of Cloud? 5. How much effort, time , sponsorship and money do you have? 2. Keep the solution simple (easier said than done) -If it’s getting too complex, perhaps consider building a bespoke database 3. Play with the Add-ons (free for 1 month) and see what works, and what doesn’t. Recap
  10. Reference Material
  11. • Confluence Tables (native macro) • Advanced tables • Table Filter & Charts for Confluence • Excellentable • Spreadsheets for Confluence • SQL for Confluence • Play SQL • PocketQuery • Database Connector • iFrames for Confluence • iFrames/Content Formatting • Office Excel/Viewfile (native macro) • Excel for Confluence • DataView Data sharing solutions
  12. • Is the Data to be created on the Confluence page? • Does data live on an external database • Does/can the Data live on a file? • If so, how big is the dataset? Will it be greater than can be practically managed on a page? Can it be manually managed and updated • Does the data need to connect with other systems? • Is one data source better than others? Question 1: Data Source?
  13. Pros/Cons for managing data on the page • The most obvious starting point for this is the creation of a Confluence table. • There are also a number of (very popular) Add-ons that can hugely improve the functionality and usability of those tables • A couple will even give a Confluence table Excel-like functionality (or create an Excel-like table) • This is the most collaborative approach to sharing data and maintains the user- led experience, but with a great deal of functionality • The drawback is that much of the input is manual, which makes it difficult to keep pace with changing data • Also, when you manage data on the page, you are limited by the size of the page and by the fact that the functionality of the add-ons is unlikely to match that of Excel • Ultimately, you might not be looking to collaborate on the data, and so these options might be more complex than you need
  14. Examples of managing data on the page
  15. Pros/Cons for pulling in the data from an external database • If data is already managed on an external database, why not just use that? • The easiest way to do this is to cheat by using an iFrame to point users to the database (Add-ons: Iframed & Content Formatting for Confluence) • This does not allow you to connect the data to your Confluence content. They remain completely separate • The downside is that you have no control over/input into the data (it’s a 2D experience!) • The upside is that it’s simple and gives the user direct access to the data without leaving Confluence • You can also pull in the data using an SQL Add-on (PocketQuery, SQL for Confluence or Play SQL) • This enables you to set up a dynamic ‘query’ which pulls the data on to your page. It is, technically, a more complex arrangement, but does provide more flexibility and gives users direct, real-time access to the data • The downside is that the data must be maintained on the external platform, which might be beyond your control • In most cases, people do not keep their data on a database. It is mostly held in personal data silos across the organisation
  16. Examples of pulling in data from an external database
  17. Pros/Cons for pulling in the data from an attached file • If data is available on an attachable file, that makes it easy to manage and present • The native ‘Office Excel’ macro allows you to present the data • But there is no way to manage it on the page – it just appears as a flat sheet of data • There is an Add-on (Excel for Confluence) to improve the functionality and presentation of this macro, and improve the user experience • You can also create a searchable database from the attached spreadsheet (using DataView) • This allows you to pull in large amounts of data, but present it in a simple way • It accepts that the data processing will be done by Excel, not Confluence or anything else • It is collaborative to some extent, but the collaboration happens on a shared Excel file, not on the Confluence page
  18. Examples of pulling in the data from an attached file
  19. • Searching, filtering, importing, exporting, restricting, sorting, etc… • How much functionality do you need for this data? • How much complexity do you want to manage? • At what point do you need a bespoke database? • Gathering requirements from users • Challenge their assumptions Question 2: Data Requirements
  20. • Is the data there to be developed, or is it a source of reliable truth? • What if it’s both? • Does the data need to be restricted in some way? • What degree of collaboration can you work into your Confluence data approach? Question 3: Collaboration or not? Question 4: Server or Cloud? • This is simply to determine the options open to you • Some add-ons are only available for one or the other • Your user experience might be different for each
  21. 1. Questions to help you decide… 1. Is the data business critical? 2. How many people need access to this data? 3. What sponsorship do you have? 4. What is your budget? 5. How much time do you have to deliver your solution? Question 5: Effort/cost/time?
  22. Backup Material for DataView
  23. 1. I needed to find a way to manage large data sets 2. I wanted to manage the data myself, not rely on external databases, over which I had no control 3. I wanted to have all the data in a single master spreadsheet 4. I needed the flexibility and user experience of a database, 5. I mostly wanted to share, not collaborate on the data Nothing available could do these things… Why did I decide to create a new Add-on?
  24. Full data set that can be searched on the Confluence page
  25. Or a small subset of data that can be inserted into other content
  26. And another example of pulling in a subset of data
  27. Use the Data Solution guide to help you understand your options
  28. How to choose the best methods of estimation for planning Spartez
  29. Jacek Wizmur - Szymczak Product Marketing Manager LinkedIn: Jacek Wizmur - Szymczak Pawel Mazur Senior Support Manager LinkedIn: Pawel Mazur
  30. List of topics to think about: 1. What if team operates in different time zones? 2. What if I already have too many issues to estimate? 3. What if your team is guesstimating rather than estimating?
  31. “Estimation is hard. For software developers, it's among the most difficult–if not the most difficult–aspects of the job.” Dan Radigan, Atlassian
  32. Story points vs hours
  33. Issue: I’d like to use Planning Poker
  34. Planning Poker Consensus-based, gamified technique for estimating, mostly used to estimate effort in software development. The method was first defined and named by James Grenning in 2002
  35. Solution: Try cards
  36. Or: Use Jira apps
  37. Issue: Teams operates in different time zones
  38. Solution: Create a confluence page and discuss estimations in comments
  39. Or: Try tools that lets you estimate asynchronously.
  40. Issue: Too many issues to estimate
  41. Solution: Try Relative Sessions - based on – Team Estimation Game.
  42. Relative Sessions Source:
  43. Relative Sessions in Jira app
  44. Issue: Guesstimating rather than estimating
  45. Solution: “Retrospectives are a time for the team to incorporate insights from past iterations–including the accuracy of their estimates.” Dan Radigan, Atlassian
  46. Solution: Use tools that store history and show you better context with reference issues
  47. Reference and historical issues:
  48. Summary: 1. When team operates in different time zones - go for the tool that lets you estimate asynchronously 2. If you have many issues to estimate, don’t be scared to try relative sizing 3. To secure better estimations in time, use reference issues
  49. Read more here: 1. Atlassian blog - 67.1539486559-1941820762.1518439613 2. Mike Cohn blog - 3. Team Estimation Game - 4. Agile Rebels -
  50. Our other apps: 1. Chat for Jira Service Desk 2. Asset Tracker 3. TFS4JIRA 4. Canned Responses Pro
  51. Thank you!