Use case #3: Project portfolio management

A prerequisite for every solution partner out there, is to be able to run and manage multiple projects at once. In this use case, we’ll be showing you how to manage multiple projects for a solution partner company, using both issue and release roadmaps in Swanly!

Quarterly view on portfolio roadmap in Swanly
High level portfolio roadmap

Use releases for high-level overview

First of all, you’ll want a high-level overview of phases for each project in one roadmap; and for that, we use releases. Every release above represents a different phase of the project like Preparation, Initiation, Project phases and Closure.

Because projects in this case are usually over a year long, it’s best we use the quarterly zoom level.

Templates to track project phases in Swanly roadmap
Release templates in Swanly

Use templates to stay on schedule

There are various checkpoints or phases you’ll need to track to ensure you’re on schedule for each type of project phase; for that, we use templates.

This specific project is about implementing support systems for a big bank, which includes implementing content and documentation management systems with best practices, processes and training for the whole organization.

Last year, the team finished their implementation phase - which was Phase 1.5 - and transferred to one of their last phases - Phase 2.0 - where the whole training and system deployment are planned.

Time spent on each phase of release in Swanly
View time spent on work in Jira

Here, we can see how much time is planned for the delivery of this phase, how much time has already been spent on it, and if any time was spent beyond the original estimate.

List view and filter by 'failed' status
List view with filtering in Swanly

Use list view to filter through releases

In the list view, we can easily see a list of all project phases, then use filters and sorting to get the view we need. For example, if we want to quickly check if a phase is in trouble, we can filter by status ‘failed’ and access the report view.

Release description in Swanly report panel
Release description for detailed status update

In this case, you can use the release description to give a detailed status update on why the project phase failed and what the next steps are.

Share reports with stakeholders by copying link in Swanly
Easily share report with stakeholders

As you can see, it is very easy to share reports with colleagues and stakeholders by simply copying the link to the report and sending it; and of course act based on data.  

Release and issue roadmap timeline in Swanly
Switch from release to issue roadmap

Track on the epic level with issue view

To access the low-level plan, all you need to do is switch from release roadmap to issue roadmap timeline, so you can view all epics scheduled, with activities that you can now track on the epic level; so here we’ve gone more granular.

Our epics are ‘discovery and design’, ‘best practices library’ and so on, and each has tasks under it.

Dropdown to view planned phases of issue
A closer look at planned phases

Each of these epics has a template on its own, different from the ones we used for the release roadmap. When you open the epic on the timeline, you get a closer look at the planned phases, then when you need to see the epic’s progress, you can use the report view.

Use burndown chart to understand progress in Swanly report
Epic burndown chart in issue view

Here, you can track the epic’s scope progress, time spent on the activity, and the epic’s burndown chart.

Efficiency at both high and low levels

Swanly makes planning and tracking projects simple and efficient, at both, high and low levels. It also gives you the option to standardize your release process all together with templates, so you don’t waste time when planning future projects.

Moreover, Swanly configuration is as simple as it gets, which means that setting up is a piece of cake! :)


For more use cases, check out how Swanly can be used to manage your product development, or how to manage digital marketing campaigns.