Atlassian Templates

# Template Governance Framework

## Overview

Operational framework for managing template lifecycle — creation, updates, deprecation, and quality enforcement with concrete thresholds and decision criteria.

## Ownership Model

### Roles

**Template Owner** (1 per template):
- Reviews usage dashboard on the 1st of each quarter
- Archives templates with <5 uses in the past 90 days
- Responds to change requests within 14 calendar days
- Runs quarterly accuracy check: open 3 random pages created from the template, verify content matches current process
- Escalates to committee if change affects >50 users

**Template Steward** (1 per team/domain):
- Runs monthly usage pull: `CQL: type = page AND label = "template-{name}" AND created >= "now-30d"`
- Flags templates where >30% of users delete or heavily modify a section (indicates friction)
- Collects and triages feedback — tags Jira tickets with `template-change` and links to template page

**Template Committee** (3-5 people, for orgs with 20+ templates):
- Meets quarterly (45 min max): reviews new proposals, resolves conflicts, flags duplicates
- Decision rule: approve if template serves >1 team and doesn't duplicate existing template by >60% content overlap
- Publishes quarterly "Template Health" Confluence page with adoption rates and actions taken

### Assignment Matrix

| Template Category | Owner Role | Steward Role |
|------------------|-----------|-------------|
| Engineering templates | Engineering Manager | Senior Engineer |
| Product templates | Head of Product | Senior PM |
| Meeting templates | Operations Lead | EA/Admin |
| Project templates | PMO Lead | Senior PM |
| HR/People templates | HR Director | HR Coordinator |
| Company-wide templates | Operations Lead | Template Committee |

## Approval Workflow

### New Template Proposal

1. **Request** - Submitter creates proposal with:
   - Template name and purpose
   - Target audience
   - Justification (why existing templates are insufficient)
   - Draft content
   - Proposed owner

2. **Review** - Template owner/committee evaluates:
   - Does this duplicate an existing template?
   - Is the scope appropriate (not too broad or narrow)?
   - Does it follow design standards?
   - Is it needed by more than one team?

3. **Pilot** - If approved:
   - Deploy to a small group for 2-4 weeks
   - Collect feedback on usability and completeness
   - Iterate based on feedback

4. **Launch** - After successful pilot:
   - Publish to template library
   - Announce to relevant teams
   - Add to Template Index page
   - Train users if needed

5. **Monitor** - Post-launch:
   - Track adoption rate (first 30 days)
   - Collect initial feedback
   - Make quick adjustments if needed

### Template Update Process

1. **Change Request** - Anyone can suggest changes via:
   - Comment on the template page
   - Jira ticket tagged `template-change`
   - Direct message to template owner

2. **Assessment** - Owner evaluates:
   - Impact on existing documents using this template
   - Alignment with organizational standards
   - Effort required for update

3. **Implementation** - Owner or steward:
   - Makes changes in a draft version
   - Reviews with 1-2 frequent users
   - Updates version number and changelog
   - Publishes updated template

4. **Communication** - Notify users:
   - Post update in relevant Slack/Teams channel
   - Update Template Index page
   - Send email for major changes

## Change Management

### Impact Categories

**Low Impact (Owner decides):**
- Typo fixes and formatting improvements
- Clarifying existing instructions
- Adding optional sections

**Medium Impact (Owner + 1 reviewer):**
- Adding new required sections
- Changing variable names or structure
- Updating macro usage

**High Impact (Committee review):**
- Removing sections from widely-used templates
- Merging or splitting templates
- Changing organizational template standards

### Communication Plan

| Change Type | Communication | Timeline |
|------------|------