Consolidating licensing & enhancing collaboration across multiple Atlassian applications

Our client is a leading provider of application-based control of Internet-of-Things (IoT) devices in North America. The company specializes in developing technology for remote monitoring, intelligent automation, and energy management solutions.

Client
Leading provider of application-based control of IoT devices in North America

Industry
Technology

Size
500+ employees

Atlassian products used
Jira Software
Confluence
Bitbucket
Fisheye
Crucible

Botron Software product used
Configuration Manager for Jira

Challenge

Consolidating Atlassian application instances

Solution

Atlassian suite consolidation & Server-to-Server migration

Result

Optimized licensing & enhanced team collaboration

“We were not organizationally prepared to handle the complexity of an end-to-end migration process, which is why we trusted Botron Software’s services for the job. The team was very experienced and knowledgable, and the entire migration initiative went very smoothly, despite our internal coordination challenges and the need to accommodate multiple time-zones.”

IT Director | client side

Challenges

After a recent acquisition, our client was faced with duplicated instances for Jira, Confluence, Bitbucket, Fisheye, and Crucible. Since the parent company was already paying for licenses that can accommodate the entire user base, the IT department decided that they needed to consolidate their Atlassian application instances. The two primary drivers behind this decision were:

  • Reduce licensing fees & cost of administration: after the acquisition, the IT department was faced with a doubled number of Atlassian products licenses, as well as rising costs for administration and maintenance.
  • Enhance team cooperation & productivity: the engineering teams on both sides needed to collaborate on each other’s application development, thus closing the gap and having them collaborate on a single platform was essential for enhancing cooperation and productivity.

The process of consolidating the Atlassian application instances and ensuring that the Target instance will meet the requirements of all teams on both sides, encountered two significant challenges:

  • Aligning add-on data: all applications came with their own set of third-party add-ons, particularly Jira Software. A comprehensive evaluation of the purpose, use, and value of the add-ons needed to be performed to decide which add-ons would be introduced to the Target system, and which will be left behind.
  • User permissions conflicts: the introduction of new users requires a reevaluation of the current permissions model – which user would have access to what projects, spaces, and information.

“Botron Software’s team were very understanding and professional during the entire project.”

IT Director  | client side

Solution

Consolidation and migration were needed to be performed to resolve the challenges mentioned above. The implications of which, namely the portability of add-on data and a new user permissions model, were addressed at the very beginning of the initiative.

Performance tuning
The acquired company had a lot of projects and spaces that weren’t needed, which led to a performance-tuning and clean-up of irrelevant projects, as well as Jira custom fields that were either removed, merged or reused.

A comprehensive analysis of third-party add-ons
The entire list of third-party add-ons for Jira, Confluence, and Bitbucket was carefully analyzed to decide which add-ons would exist on Target, while the rest would be left behind at Source. The analysis and clean-up process removed many add-ons that weren’t supported, were deemed unnecessary, or were substituted for a more viable, encompassing solution.

User mapping & permissions model 
All the active users from Source had to be transferred to the Target instance, and permissions needed to be reevaluated to ensure that the right people have access to the right projects and spaces across all applications. The calibration was performed across all application instances – Jira, Confluence, and Bitbucket – which ultimately ensured that the user permissions and notifications on Target would be aligned with the needs of the teams.

Result

This migration initiative brought about the immediate benefits of reduced costs for licensing and application administration. Additionally, the consolidation enabled distributed teams to streamline their collaboration and improve their overall productivity significantly.