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Introduction
Never worked with Jira before? No problem. Please first read the Jira training Basics page.
In this chapter below the Jira setup for Information Systems project is explained.
Jira projects
Information Systems are using the following projects:
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The Change Advisory Board will be phased out completely as it will be covered by the Yamaha Portfolio Board and Software project(s).
J-sox compliance
YIS: DoD projects
When closing an item, it is mandatory to full the field "DoD projects":
A Definition of Done (DoD) is a term from the scrum framework, which describes the agreement of what it means when an item is set to "Done" status.
Within YME the intent it to validate these three organization-wide requirements for each ticket, because YME is being audited on these three points. For this reason, it is expected that this field will become mandatory across all YME projects in Jira.
N.B.: Jira COP wishes to limit the field to only being mandatory when a release is involved, this is a planned improvement.
Yamaha Applications Support Desk (SD)
In Yamaha Applications Support Desk all operational support (BAU- Business As Usual) requests are registered that related to IT Application Issues/errors for existing functionality, data correction and authorization requests.
Users can create a new issue via the Yamaha Motor Europe support portal, via this portal you can go to the YME Information Systems Support Portal to submit a IT request.
Instructions of the portal forms can be found here: YME Information Systems Support Portal Guide
Issuetypes
Audit: Used for J-sox change requests and IRY issues registered to deliver evidence for auditors.
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Service Request: Request for information, this issue type is currently not used anymore.
Workflow
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If a (bug) fix for a appliction is required the Bugfix transistion can be used to trigger a issue being created in a Development project.
Change Advisory Board (CAB)
Change advisory Board (CAB) workflow is used for approval of fixes and creation of a functional/technical conceptional design document
One of the two following conditions must be met to create a CAB issue.
- Bugfix to deliver a functional/technical solution for the original SD issue. SD issue remains open until the fix has been applied.
- Non-bugfix for internal improvement, prevent (recurring) issues for the future. SD issue can be closed, user will be informed that current issue is fixed but there will still be worked on in the background to prevent from happening again or improvements.
Under the SD issue the reporter and requested participants can be informed about the change applied/ to be applied but is also used to collect information from the requester.
Function design (FD) and Technical design (TD) documents can be found in Confluence under space Functional Conceptional Designs.
At the main page instructions can be found how a Functional/Technical Conceptional Design document can be created (via standardized template).
Software delivery projects
Yamaha IS Projects (YIS)
Project YIS is set up as a single space to allow Information Systems to align on an Agile way of working, as part of the Agile Transformation.
Together we strive to arrive at a Jira configuration that is usable for all teams, supporting all YME Information Systems processes in a comprehensive, simplified manner.
Issuetypes
Issuetypes have a hierarchy to them:
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A Test Set collects Tests that logically belong together, so they can easily be resused, for example for planning of UAT.
Workflows
This project contains three workflows, with the distinction being made whether an item contains a software release (development workflow) or not (four step workflow).
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- Epic created: work has not yet started (this specific status allows easy searching for open Epics);
- Define business case: the goal of the epic needs to be made clear - what is the current situation, and why do we need to change this?
- Define acceptance criteria: we can only celebrate the success of an initiative, if we make clear how we will measure success - what is the acceptance criteria?
- Assign team: only after the business case and acceptance criteria are clear, does it make sense to involve a development team.
Field configuration
Yamaha Teams
This is a drop-down fields of all teams that exist within YME Information Services. When a new team is founded, an entry is added to this field.
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N.B.: In the past a free text field "Team Yamaha" was used, in which typing errors caused for tickets to get lost. This old field is in the process of being phased out, so you may still see it on certain screens.
Fix/version
When closing an item, it is mandatory to fill the field Fix/Version.
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Additionally, on Kanban boards, closed items will disappear from the board once a fix/version is closed, not earlier.
J-sox compliance
YIS: DoD projects
When closing an item, it is mandatory to full the field "DoD projects":
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N.B.: Jira COP wishes to limit the field to only being mandatory when a release is involved, this is a planned improvement.
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Bonus features of YIS
DOR
Scrum teams generally use a Definition of Ready to clarify whether a Jira issue (Product Backlog Item, or PBI) can be taken into sprint. Within Jira, this process has been summarized in a field, "DoR", which allows tracking what an issue needs to become ready for development.
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N.B. This is an optional feature. Set the field manually in refinement sessions, in case that makes sense for your team.
Card colours
Based on the DoR field, PBI's receive a card colour on the standardised YIS scrum and kanban boards.
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This way it's easy to see whether PBI's are ready for sprint:
YIS Product Owner boards
For Product Owners (PO's) who want to collaborate across teams, we can set up a Product Owner Board.
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A PO board follows Epics across the board in a Kanban flow, using the YIS Epic statusses:
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statuses:
Yamaha Portfolio Board (YPM) (project)
Enhancements, improvements and new functionality requests are raised via the Yamaha Portfolio Board (YPM) and can only be raised by Portfolio managers.
Functional Design (FD) and Technical Design (TD) activities and approvals are done in the Yamaha Portfolioboard (so no longer CAB).
Planning activities for YPM is done in Jira via Big Picture, by the Project Owner.
All project related documentation can be found under Confluence space Yamaha Portfolio Board. In here you can find Procedures, Training material, report outs, processes etc.
Explanation off used issue types and YPM procedure can be found in the following Presentation: Jira Training material
Issue types:
Programme are multiple projects delivering functionality of value, e.g. the e-bike programme.
A Project is a set of activities to deliver one or more outputs in accordance with a specific business case. A particular project may or may not be part of a program.
Epics are large bodies of work that need to be completed over several sprints or over a longer period of time.
The High Level Design (HLD) and Functional Design (FD) are always linked to the Project YPM-Issue (not Programme!) The Technical Design (TD) can be done under the project (single application), but will be registered under the EPIC YPM-Issue.
Documentation for FD and TD is written in Confluence under Project and Programme documentation and needs to be linked to the YPM project and respective EPIC.A HLD should always be documented under the MAIN project , so highest level. Depending on the complexity of a project (as soon as 2 or more applications are affected) EPICs will be the key to record TDs under.Although recorded under the EPIC, all TDs should refer/link to the HLD or HFD.
It can be that a project belongs to a Programme (multiple projects delivering functionality of value, e.g. the e-bike programme). If that is the case (recognizable on project level by checking the TICKET GROUP),documentation of the project should be under the Programmes section in the project documentation section under of the portfolioboard. All non-programme projects are documented under YME Portfolio Projects.
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More complex Jira features
4.1 Jira SD-> B2C-Incident ticket creation
As discussed with Patrick a new functionality in Jira SD project has been created for B2C.
If a SD ticket is in progress a linked B2C-Incident ticket can now be created via Workflow-Create B2C-Incident button.
This means that CAB can now be skipped for Incidents/Bugs.
This option is only available for Consumer Applications team, not for Epam.
With this option many fields will be copied, like previously was done for CAB.
See below fields that will be copied/set:
Unfortunately it is not possible to copy all comments, but last comment and the comment entered in the comment screen that pops up if this transition is used will both be copied to the new B2C incident.
4.2 Manage versions
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Add-ons used by Information Systems
- Version manager Version manager for Jira plugin limits rights for all version managers
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- to this specific functionality without the need for administer Jira-project permission.
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Users with "Manage Versions" permission will now see an additional item in the project sidebar 
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This new item provides a user interface to create, edit, order, delete, release and archive versions for this project.
Versions set via Manage versions can be selected via drop-down fields 'Fix For Version' and 'Affects Version'.
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- Status Time Free Easy reporting on how long an issue has remained in a specific status.
Overview
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