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Meliá Hotels

How Meliá Hotels consolidated their Projects portfolio with Projectrak

How Meliá Hotels consolidated their Projects portfolio with Projectrak

This use case will explain how Meliá, one of the most prominent Spanish hotel companies worldwide, enhanced its Project Portfolio Management by using Projectrak for Jira.

"Projectrak is the key to finding solutions. Without Projectrak, I'm left without a path forward. PPM and Projectrak are synonymous; it embodies standardization."

Carles Meca Gutiérrez | Global IT PMO & Agile Methods
Meliá Hotels International


What you’ll find in this Use Case

Since 2016, Meliá, with its 2000-seat infrastructure, has strategically implemented Jira as its core system for task management, service logging, and project tracking. The adoption of Jira has significantly optimized operations for middle management by facilitating smoother workflows and enhancing productivity. Jira's capability to deliver comprehensive reports has provided the management committee with crucial insights for strategic decision-making.

Moreover, integrating Projectrak for Jira within Meliá's Project Portfolio Management (PPM) framework has allowed them to avoid costs associated with custom developments and streamlined Jira's configuration process. By consolidating all management levels into a unified system, Projectrak has simplified the organizational structure, improving efficiency and management oversight across the board.

Atlassian products and apps used by Meliá Hotels:

Atlassian products:

  • Jira Software
  • Jira Service Management
  • Confluence
  • Bitbucket
  • Automation for Jira

Atlassian Marketplace Apps:

  • Projectrak
  • Rich filters
  • Big Gantt
  • JExcel Pro
  • Jira Suite Utilities
  • Script Runner
  • Refined for Jira Service Management | Sites & Themes
  • Email handler
  • Metadata for Confluence
About the company

What’s Meliá Hotels?

Meliá Hotels

Meliá Hotels International is a Spanish multinational hotel company founded in 1956 by Gabriel Escarrer Juliá. With more than 10.000 employees and a presence in more than 40 countries, it is one of the largest hotel companies in the world, particularly well-known within the resort sector. The company operates hotels under various brands, catering to different market segments, from luxury to economy. These brands include Gran Meliá, Meliá, ME by Meliá, Paradisus, Innside by Meliá, TRYP by Wyndham, Sol by Meliá, and Circle by Meliá, among others.

Meliá Hotels International has a global footprint, with a significant presence in city and resort locations across Europe, the Americas, Africa, and Asia. The company's business model encompasses managing owned, leased, and franchised hotels. It is known for its emphasis on sustainable tourism practices and has received numerous awards for its commitment to environmental and social sustainability within the hospitality industry.

The company's mission often emphasizes providing exceptional guest experiences, focusing on innovation, customer service, and high-quality accommodations. Through its various brands, Meliá Hotels International caters to a wide range of travelers, including families, couples, business travelers, and luxury seekers.

The challenge

Unifying how the Project portfolio is managed

Once Jira was implemented as day-to-day tool management for teams (task management), using the Jira Service Management and Jira Software configurations for service and project tracking, respectively, the challenge was to create an additional configuration in Jira to unify the management of the project portfolio to serve the company's strategic control, allowing them to abandon Excel files and BI systems. That's when they found Projectrak.

How Meliá structured their data in Jira with Projectrak
How Meliá structured their data in Jira with Projectrak

In addition to serving as a tool to unify the project portfolio, Meliá also needed:

  • Unify the language for projects so everyone speaks the same language when referring to them.
  • Unify the functionality of projects by cataloging them with the vision to control what each project is and its objective.
  • Centralise processes. To define project configurations to unify how each project works.
The solution

Tracking and consolidating projects with Projectrak


In Meliá's quest to find a solution allowing them to use Jira projects at a higher level in their portfolio, they came across the Atlassian Marketplace, and more specifically, Projectrak for Jira. Once installed, they created different fields to track their projects. Some of the fields created are:

Projects categorization | Projectrak
Projectrak’s functionality allows for the categorization of projects in Jira as needed.
  1. Jira Project Name: The designated name given to a project within the Jira project management system.
  2. Product Owner: The individual responsible for defining and prioritizing the product backlog and representing the customer's interests throughout development.
  3. Jira Project Lead: The person who oversees the management and administration of the Jira project.
  4. Project Manager / Scrum Master: This individual is responsible for overall project management and ensures that tasks are completed on time and within budget. In Agile frameworks like Scrum, the Scrum Master facilitates the team's progress and adherence to Agile practices.
  5. Project Status: A brief summary indicating the current state or progress of the project.
  6. Jira Project Key: A unique identifier assigned to a project in Jira, often abbreviated for easy reference.
  7. Project Description: A concise overview outlining the project's goals, scope, and objectives.
  8. Area Sponsor: A stakeholder or entity providing support and resources for a specific aspect or domain of the project.
  9. Project Sponsors (People): Individuals or groups that provide financial backing, resources, or advocacy for the project.
  10. Customer: The entity or individual for whom the project is being undertaken, often the end-user or beneficiary of the project's deliverables.
  11. Project Motivation: The driving force or rationale behind initiating the project.
  12. Funding (E.g., Investment): Financial resources allocated for the project's execution, including investments made to achieve specific outcomes.
  13. URL in Jira: A web address or link associated with the project within the Jira platform, providing additional context or resources.
  14. Automatic Project Code: A system-generated code or identifier assigned to the project for tracking and organizational purposes.
  15. Initial Budget: The estimated financial resources allocated to initiate and execute the project at its outset.
  16. Real Budget: The actual financial resources expended or allocated for the project's execution, providing a snapshot of the project's financial status.
  17. Committed Budget: The portion of the budget that has been allocated or earmarked for specific project activities or expenditures.
  18. Available Budget: The remaining funds or financial resources that are accessible for project use after accounting for committed expenses.
  19. Forecast for the Next Few Years: Projected outcomes, milestones, or financial projections for the upcoming years based on current data and trends.
  20. Annual ROI (Return on Investment): The measure of profitability or value gained from the project relative to its costs, calculated annually.
  21. ROI Justification: The rationale or analysis supporting the project's expected return on investment, outlining the benefits and outcomes expected to be achieved relative to the costs incurred.

And this is what a gadget that shows a specific group of projects in the portfolio looks like:

Group of projects portfolio | Projectrak
The results

Achieving the pinnacle of reporting with Projectrack

100% of the teams work in the same way, and all projects work the same way.

Although there are different project typologies, this configuration allows the Project Management Office (PMO) to ensure that all projects are executed according to the PMO's premises.

Meliá was already using Jira to standardize processes, centralize and streamline demand, and generate productivity indicators to apply various work methods based on project needs. With the introduction of Projectrak, they have achieved the pinnacle of reporting by centralizing strategic and operational information within project fields throughout execution. This action has empowered them to map out the future state of their project portfolio with utmost accuracy.

Charts | Projectrak

On another level, each manager and stakeholder has a dashboard where they can overview the tracking of projects using BigGantt and the project information with Projectrak.

Dashboard | Projectrak

Finally, they have implemented Rich Filters to control the work, using parameters defined in the project.

Rich-filters | Projectrak
Final thoughts

Centralizing and unifying information to speak the same language

  • Centralizing all information in Jira has allowed Meliá to enhance communication and bring all stakeholders closer to the company's project reality.
  • Unify the language used around projects so everyone speaks the same when referring to projects.
  • Consolidate project functioning, being able to catalog them and control each project and its objective.
  • Centralize processes to define project configurations that would make it possible to unify how each project works.

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How Meliá Hotels consolidated their Projects portfolio with Projectrak