Jira Quick Reference Melbourne Airport Rail Stage 1

Quick Reference

MAR Stage 1
Keep this open while you work
Non-negotiable
1
Single source of truth
Approvals, decisions, and correspondence all live in Jira.
2
Every task has an owner
Ensure all tasks are assigned correctly. They can be reassigned as things change.
3
Stay current
Update your tasks as they progress.
4
Use the fields
This ensures consistency and all users can understand the progress.
5
Comments are the paper trail
Every decision and approval gets logged as a comment on the task.
6
Jira becomes the WIP
The boards can be used for 1:1, weekly check-ins, and monthly meetings.
Structure · Hierarchy
Epic
Groups all related tasks for one campaign or project stage.
→
Task
A single deliverable. One owner, one status.
→
Sub-task
A discrete step or review within a task.
Structure
Hierarchy
Epic
Groups all related tasks for one campaign or project stage.
Task
A single deliverable. One owner, one status.
Sub-task
A discrete step or review within a task.
Workflow
Task Statuses
To Do
Created, not yet started. Assign an owner before moving forward.
In Progress
Actively being worked on by the assignee.
Internal Review
Under review by anyone with Jira access. Sequential review → reassign the task. Parallel review → create sub-tasks.
External Review
Awaiting sign-off from a party without Jira access. Log all contact as comments. Task stays with the internal owner.
On Hold
Blocked. Add a comment explaining why and what is needed to unblock.
Complete
Work finished. Comments and approvals are preserved as the permanent record.
Cancelled
Task will not proceed. Add a comment explaining why before closing.
Process
How To
Create an Epic
1

Go to List view and click Create.

2

Select Epic as the item type and name it.

3

Link to the board using the Components field.

4

Add at least one child work item — required for the Epic to appear on the board.

Create a Task
1

Click Create and select Task.

2

Link to the parent Epic and fill in all required fields.

3

Set an Assignee. Do not move to In Progress without one.

Parallel review — create sub-tasks
1

Open the task and create a sub-task for each reviewer.

2

Assign each sub-task individually.

3

Move the parent task to Internal Review.

Sequential review — reassign
1

Open the task and update the Assignee to the next reviewer.

2

Add a comment noting the handover.

3

Move the task to Internal Review.

Log a comment
1

Open the task and scroll to Activity.

2

Click Add a comment and log the decision, approval, or correspondence.

Mark as On Hold
1

Move the task to On Hold.

2

Add a comment explaining the blocker and what is needed to resume.

Help
Support & Resources
Training
One Source
Self-guided training site. All workflows, screenshots, and knowledge checks. Updated as gaps are identified.
Short term support
PIIT
First point of contact during the pilot for platform setup, workflows and access questions.
Long term support
IT
Primary contact for platform access, accounts and technical issues.