Work description
Assignment: Take ownership of the Atlassian platform on data Center and define and implement strategies to make it secure, compliant and used responsibly. Consolidate 1300+ Atlassian products and apps across 500+ domains and organize the move from data center to Cloud with a green field approach. Act as expert towards the 400+ teams and help them move from old and obsolete setup towards a structured and modern way of working. Improve support for the 120.000 customers in the platform and ensure integrations are secure and handled maturely. Set up communication and governance with stakeholders globally. Support 3000 users globally and build a team of Atlassian experts from scratch.
Work directly with Atlassian and their partners on a weekly basis as a prioritized organization.
Ensured the data center platform was secure and compliant and implemented ways of working through a set of work group councils. Implemented a communication plan that included building up documentation in SharePoint and Confluence to ensure people had information of the many changes we implemented. Configured the Cloud platform from scratch and planned the initiative to move 3000 users to the cloud, which included 1400 workshops over a three-year span in three phases.
Method / Tools: Jira software DC, Confluence DC, Jira Service Management DC, Jira software cloud, Confluence cloud, Jira Service Management Cloud, Zephyr Scale, Assets, Plans, Atlassian Guard, Compass, Jira Product Discovery, Atlas, Slack, teams, GitLab, Scriptrunner, Refined
Customer Benefits: A secured and compliant data center platform where the users and customers could work structured according to standard configurations that promoted collaboration. A fully configured cloud platform with the latest security features implemented and a set of standards allowing rapid move to the cloud. Provided a project plan for cloud move and consolidated multiple organizations into the new Enterprise organization to save several millions in licensing costs. Removed consultants and hired a junior Atlassian Support Agent, leading a reduced cost for Sinch of several million SEK.
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- Industry: Communication
- Length: 19 months
- Start Date:
- End Date:
- Industry: Communication
- Length: 19 months
- Start Date:
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- Industry: Communication
- Length: 6 months
- Start Date:
- End Date:
- Industry: Communication
- Length: 13 months
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Sinch: Cleaning up Atlassian Data Center platform
Project Eunomia was a massive project to save one of the most messed up Atlassian platforms I have ever seen. With a background of having multiple Data Center products smashed together with little to no cleaning and with no strategy in any of the products it had created a tangled up mess that barely held together.
In order to save the platform I started by cleaning out hundreds of unused projects. I then moved over to the configurations where I aligned Priority schemas to two main schemas and a handful of extras. I removed hundreds of custom fields and a handful of apps that were not being used, but costed a lot of money. I reviewed 1700+ custom fields, close to a thousand workflows and more than a thousand screens.
I cleaned out hundreds of groups and set up a sync of organization groups from our AD to replace all existing groups. We removed dozens of automations using the old automation system and went over and removed several issue links and resolutions.
I changed dozens of statuses that were using the wrong status type and changed dozens if not hundreds of workflows that were failing to set resolutions on green statuses or worse. We introduced Forms using ProForma to remove hundreds of custom fields that were used just to get information and not for processing the report or otherwise be used beyond the request.
I conducted more than 1000 workshops, sometimes outside my regular working hours as Sinch is an international company. We aligned, improved and customized hundreds of projects to get rid of bad configurations and to optimize ways of working.
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Sinch: Securing Atlassian Data Center
Project Heimdall was a massive project where I went through a full security audit for the Atlassian Data Center products Confluence, Jira Software and Jira Service Management. During the audit I mapped out a number of activities such as securing the API's, revise the situation with how groups were being used as that was out of control, document integrations and ensuring that access was configured properly.
The first activity was to kick out everyone from system administration that was not a member of my team. After that I revised all access setting to ensure that the global permissions were set up properly and that the roles were properly defined and used within the permission schemas. I removed several roles and removed almost a hundred permission schemas to align access right to one common setup so that roles became the appropriate way to assign users to a project.
I removed groups from permissions and workflows and removed hundreds of groups that were unused or used the wrong way.
I removed a very poorly designed setup for legal compliancy and redesigned it using Assets and AD groups to ensure legal compliance was enforced without any possibility to override in the Atlassian platform. I also worked with legal and security to ensure that the setup was aligned throughout the organization in sales situation and contract signing processes.
I added Compass and forced all integrations to be listed there by securing the API's and turning off access to anyone that did not have a documented integration. The API's were only accessible through a special SAINT (System Account for INTegration) account that we controlled.
We also reviewed and corrected thousands of configurations in the products and the apps and made sure they were not in risk of a legal or security incident.
Sinch: Atlassian Organization Consolidation
I worked with Atlassian to get an overview of all Atlassian products related to Sinch based on the known domain names Sinch own. From the list of 1300+ products I conducted a project to consolidate the many organizations under one Enterprise license and to shut down old and unused Atlassian products.
I used Assets and Confluence for organization and documentation and once the main organizations had been identified I took ownership of the organizations as Org Admin. I worked with the owners of the organizations and with Atlassian to consolidate the organizations into the Sinch Enterprise organization.
This required technical changes to adjust the groups and access settings since all global security configurations on the Organization level was managed by me. The people owning the external organizations were given site admin access as they were responsible for support and daily configurations until the second phase could begin.
I planned the second phase where all sites coming from old organizations would move into the Enterprise platform. This would be the third phase of the Cloud Journey program.
Sinch: Cloud Migration
A massive project I single-handedly managed where 3000 users was moving from Data Center to Cloud using a greenfield approach. I configured the cloud platform from scratch by setting up standards for all configurations based on our Atlassian strategies.
I planned the entire project, defined the budget, scheduled the 1400 workshops, created the 300+ projects with standard configurations and set up each project in Confluence where each team managed their cloud journey. I also documented all configurations in assets and in Confluence.
I held 3 workshops every day to guide the users to the new standards and late in the project I added a consultant to help with the workshops. I aligned requirements from the teams to ensure they were built and I aligned the new platform with the many integrations to ensure the platform was secure, compliant and used responsibly.
I set up new processes for handling integration requests and collaboration regarding emails with infra. I set up the integration with our AD together with infra and ensured we had all the processes in place for security and legal compliance.
I planned the rollout activities, prepared for the transition of emails from the old platform to the new for our Jira Service Management teams and set the schedule for moving Confluence spaces to the Cloud.
I also held weekly and later bi-weekly meetings with Atlassian.
Notes are only accessible by logged in members.
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Albums
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Kalmar 2023 - November
My week-long visit to Kalmar in 2023 to go through support with Sinch customer support.
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By Jimi Wikman -
Gothenburg Eficode Event 2023
Pictures from the Eficode event in 2023.
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- 2 image comments
By Jimi Wikman -
- 30 images
By Jimi Wikman
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Sinch is a Swedish cloud-based CPaaS (Communications Platform as a Service) company founded in 2008, enabling businesses to engage customers through mobile messaging, voice, and email. Headquartered in Stockholm and publicly traded on Nasdaq Stockholm (SINCH), it powers over 900 billion annual interactions for 175,000+ customers, including major tech firms.