Understanding the Differences Between Global and Project-Specific Item Types in Jama Connect®

Kemi
Kemi
  • Updated

Published Date: July 24, 2024

Audience: Everyone

Products and Versions Covered: 

  • Self-hosted, Replicated - KOTS
  • Jama Connect® version(s):  9.17.x, 9.22.x, 9.28.x

Use Case

Understanding the Differences Between Global and Project-Specific Item Types in Jama Connect

Best Practice

It is recommended that all projects that use a similar product line or process utilize a global item type schema. This ensures consistency and standardization. However, if project-specific item types are necessary, it is crucial to understand the associated pros and cons.

Implementation

  • Global: A single set of item types and trace rules used across all projects in Jama Connect.
  • Project-Based: Custom item types created to meet specific project data needs.
    • Example: "Project A Sys Req" with 10 fields vs. "Project B Sys Req" with a smaller set of 5 fields.

Pros and Cons Analysis:

Function Global Item Types Project-Based Item Types
Process Standardization

Pros: Encourages standardization of System Engineering/Requirements Management process. 

Cons: Cannot create custom fields or pick lists per project. 

Workarounds: Use the "Item of Type" field, Relationships, or Tags.

Pros: Allows flexibility among individual teams/projects to configure custom fields and trace rules. 

Cons: Discourages process standardization.
Administration of Jama Connect

Pros: Easier administration of Jama Connect; fewer pick-lists, item types, and views to manage.

Cons: "Slower" configuration management. When one stakeholder wants a new or changed field, many stakeholders must approve since it's a global change.

Pros: Easier config management as fewer stakeholders need to approve config changes. 

Cons: Higher burden of Jama Connect administration (more pick-lists, item types, templates to manage).
Integrations to Other Tools

Pros: Simpler integration schema (e.g., same Jama Connect <> Jira sync template can be used for all projects). 

Cons: Requires a more "generic" integration template (minimal fields syncing).

Pros: Allows more project-specific integration of fields.

Cons: Need unique Jama Connect <> Jira scheme for each project. Higher setup time and costs for integration.
Custom Doc Exports

Pros: Reuse Custom Doc Exports across all projects.

Cons: N/A.

Pros: N/A.

Cons: Cannot reuse Custom Doc Exports across multiple projects.
Training

Pros: Because the schema and data fields are global, there is less cost associated with context switching as users move between projects.

Cons: N/A.

Pros: N/A. 

Cons: Higher training/context switching is required if users need to work across multiple projects, as data and schema may not match.
Metrics & Reporting

Pros: It enables rolling up metrics across multiple products/projects (e.g., Volatility or Missing Trace metrics across multiple projects). 

Cons: N/A.

Pros: N/A.

Cons: Challenging roll-up metrics across multiple projects/teams. We would need an ETL approach and BI tool.
Scale

Pros: Scales well in environments with a large number of Jama Connect projects.

Cons: N/A.

Pros: Works in environments with a few Jama Connect projects that add new projects infrequently. 

Cons: Does not scale well in environments with many projects.
Reuse & Branching

Pros: You can efficiently reuse requirements across multiple projects and compare differences (e.g., security requirements, regulatory requirements). 

Cons: N/A.

Pros: N/A. 

Cons: Cannot reuse and compare differences. You must use a workaround process to copy requirements and convert item types, which can lead to inadvertent data loss.

 

Example Use Cases

When to Use Global Item Types:

  1. Consistent Product Lines: If your organization produces a series of products with similar requirements and design elements, using global item types ensures consistency and facilitates standardization across projects.
    • Example: A company developing various models of a consumer electronics product line (e.g., smartphones) will benefit from a global item type schema to maintain uniformity in requirements and documentation.
  2. Streamlined Training and Onboarding: A global item-type schema simplifies training and reduces context-switching costs for organizations that frequently onboard new team members or rotate staff across different projects.
    • Example: A consulting firm working on multiple client projects can train its staff on a standardized set of item types, making it easier for employees to switch between projects without additional training.
  3. Unified Metrics and Reporting: Global item types enable easier data roll-up if your organization requires consolidated reporting and metrics across multiple projects.
    • Example: A defense contractor must report to government stakeholders on project progress and traceability of requirements across several concurrent projects.

When to Use Project-Specific Item Types:

  1. Unique Project Requirements: When projects have distinct requirements that significantly differ from others, project-specific item types allow customization to meet these needs.
    • Example: A project developing a custom avionics system for a new aircraft may have unique requirements that do not align with other ongoing projects in the organization.
  2. Isolated Integration Needs: Projects that require specific integrations with other tools (e.g., unique Jira schemes) benefit from project-specific item types.
    • Example: A software development project that integrates with a particular version of Jira for bug tracking and task management will need customized item types to align with its specific workflow.
  3. Focused Configuration Management: Projects with dedicated teams and fewer stakeholders can manage their configurations more easily without impacting other projects.
    • Example: A specialized R&D project with a small, focused team can implement its own item types and configuration rules without needing approval from a larger stakeholder group.

Summary: Utilizing a global item type schema ensures standardization and ease of administration, while project-specific item types offer flexibility but can lead to increased complexity and administrative burden. Evaluate your projects' needs and choose the best approach for your organizational goals and processes.

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