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Non-Software Project Management for University Administration

This use case demonstrates how non-software teams, such as those in university administration, can use GitLab for structured project management, supported by ready-to-use templates, eliminating the need for separate, standalone tools.

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Overview

Value: This use case demonstrates how non-software teams, such as those in university administration, can use GitLab for structured project management, supported by ready-to-use templates, eliminating the need for separate, standalone tools.

Problem: Administrative and other non-software teams require a lightweight, collaborative tool for project management. They often rely on a mix of tools like Trello or basic project planners, but lack a central, integrated platform, leading to fragmented workflows.

Solution: Utilize GitLab as a comprehensive project management tool. By leveraging features like Issues, Epics, Milestones, and Boards, teams can plan, track, and document their projects. A standardized project template specifically for non-software projects is provided to ensure consistency and ease of adoption, even for users with limited Git knowledge.

Who Benefits

Primary

  • Project Team Members
    • Centralized platform for all project-related tasks and documentation.
    • Clear task assignment and tracking through Issues, Milestones, and Epics.
    • Improved collaboration and transparency within the team.

Secondary

  • External Partners
    • Streamlined collaboration through guest access.
    • Easy access to relevant project information and status updates.

When to Use

  • When administrative or non-software teams need a structured project management workflow.
  • For projects that require collaboration between internal teams and external partners.
  • When the goal is to consolidate tools and use a single platform for various project types.

When Not to Use

  • For highly complex software development projects that require specialized CI/CD features not relevant to the administrative tasks.

Process

  1. 1. The Project Owner creates a new project using the official non-software project template.
  2. 2. The project structure, including boards, labels, and issue templates, is automatically set up.
  3. 3. The Project Owner invites team members and external partners to the project.
  4. 4. The team plans the project using Epics for high-level goals and Milestones for time-based targets.
  5. 5. Daily work is managed by creating and assigning Issues, which are tracked on the project board.

Requirements

People

  • A Project Owner to set up and manage the project.
  • Project Team Members, who may have limited or no prior knowledge of Git.

Data Inputs

  • Project plans, task lists, and other documentation to be migrated into GitLab Issues and the repository Wiki.

Tools & Systems

  • Access to the git.nrw GitLab instance.
  • Integration with a team chat tool (e.g., Webex, Teams, Mattermost) for notifications is desired.

Policies & Compliance

  • Access is managed via git.nrw accounts, with team members invited by the Project Owner.
  • Authentication is handled through the organization's standard login (Shibboleth).

Risks & Mitigations

  • Team members have limited or no experience with Git or GitLab, which could slow adoption.

    • Provide a ready-to-use project template that abstracts away much of the complexity.
    • Offer standard support and basic documentation for core project management features.
    • Focus training on the web-based UI for issues and project boards, not on command-line Git.

Getting Started

To get started, you will need access to the git.nrw GitLab instance. No prior Git knowledge is required to use the project management features.

  1. Create a new project from the ZHV Project Template available at the link below.
  2. Configure project members and permissions under Project Information > Members.
  3. Start planning your project by creating Epics, Milestones, and Issues.

Resources

FAQ

Is this use case intended to replace existing tools like Trello, or to show how GitLab should be used?

The primary goal is to demonstrate how GitLab can serve as a powerful, centralized alternative to other tools like Trello for non-software project management, consolidating workflows into a single platform.

Glossary

Issue
The fundamental unit of work in GitLab, used to track tasks, bugs, or other items.
Epic
A tool for managing a group of related issues. Epics are typically used to plan and track high-level project goals or features.
Milestone
A way to track issues and merge requests created to achieve a broader goal in a certain period. Milestones are often used for sprints or release versions.
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