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Introduction
In this chapter below the Jira setup for Yamaha Motor Next Stage project (YNS) is explained.
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The issues synced between both instances are limited to EU Rollout Projects workstreams only.
In short it means that any change done in Jira PWC US or Jira YME is synchronized to each other for agreed issues types and workstream.
To trigger a issue to be synced with Jira YME YIS also the team field cannot be empty.
All YNS issues are connected and updated as soon as a change is done: e.g. CON0000585-54579 <-> EUYNS-1546 <-> YIS-11225
In Jira YME EUYNS project both Backbone Syncs are visible in the right panel under Backbone Issue Sync.
Example: EUYNS-1546
Visual overview Jira Backbone Sync PWC and YME
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Yamaha Next Stage (YNS) Jira Project Management Policy
The Yamaha-motor Next Stage Jira Project Management Policy includes information like purpose of Jira implementation, progress management and rules.
Note: This presentation explains full setup done for YNS in PWC US. Jira YME is limited to EU Rollout Projects information only.
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Hereunder, also naming convention is mentioned for PDD, epics etc.
Backbone sync YNS project between Jira PWC US (YMC) and Jira YME
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The Jira Project name and configuration in both instances is similar: Yamaha Motor Next Stage project (YNS)
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Issues for EU Rollout Projects workstreams are synced bidirectional, meaning the same data is existing in both instances.
Backbone detects each existing issue from Yamaha Motor Next Stage project (YNS) and creates a new issue with the same data in the other Jira instance. Afterwards, each change synchronizes between both issues.
Reporter
Reporter is a mandatory field in Jira and is automatically filled when an issue is created.
As issues will be created by Backbone Sync this will be displayed as reporter in the synced issues.
Only in the Jira project where the issue originally has been created the original reporter (user) will be visible.
See below overview of the reporter set when Backbone sync is triggered for issue creation:
- Issue created in Jira PWC CON0000585, reporter in Jira PWC CON0000585: Original reporter
- Issue created in Jira PWC CON0000585, reporter in synced issue Jira YME EUYNS: ServiceAccountBackBone
- Issue created in Jira PWC CON0000585, reporter in synced issue Jira YME YIS: ServiceAccountBackBoneYIS-EUYNS
- Issue created in Jira YME EUYNS, reporter in Jira YME EUYNS: Original reporter
- Issue created in Jira YME EUYNS, reporter in synced issue Jira PWC CON0000585: YNC Sync User
- Issue created in Jira YME EUYNS, reporter in synced issue Jira YME YIS: ServiceAccountBackBoneYIS-EUYNS
- Issue created in Jira YME YIS, reporter in synced issue Jira PWC CON0000585: YNC Sync User
- Issue created in Jira YME YIS, reporter in synced issue Jira YME EUYNS: ServiceAccountBackBoneYIS-EUYNS
Backbone Issue Sync panel
Via the Backbone issue Sync panel at the right side you can see to which issue it has been synced in the other instance.
Jira YME: EUYNS-1546 Jira PWC US: CON0000585-54579
Synced Field values Jira PWC and Jira YME
Issue sync between Jira PWC and Jira YME is triggered based on the values in the following fields:
- Issue type
- Workstream
Issue Types
Jira issue synchronization between Jira PWC and Jira YME only supports specific issue types:
- Action Items (stand alone tasks)
- Tasks (originating from PROJECT/EPIC)
- Sub-Task (originating from task)
- Issues (originating from EPIC)
- Risks (originating from EPIC)
- EPICS (Project)
- FEATURES (Project)
- Decision (Project)
- Story (originating from EPIC)
- Defect (originating from EPIC)
Workstream
The issues synced between both Jira instances are limited to EU Rollout Projects workstreams only.
The “Workstream” field in YNS Jira is used to distinguish which project the items are linked to and is mandatory to be filled for syncing an issue between Jira PWC and Jira YME.
All related EU Rollout Projects in YNS Jira can be found under the following workstreams:
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Field "Dependent Workstream" is also synced but is not mandatory for having an issue synced between Jira PWC and Jira YME.
Yamaha Motor Next Stage project (EUYNS)
Yamaha Motor Next Stage project (EUYNS) is setup as a Jira Software delivery project in Jira YME, with the same configuration as Yamaha Motor Next Stage project in Jira PWC US.
This project is used by YME Information Systems to plan and track the progress of YNS EU Rollout Projects.
YNS Issue Types
YNS Structure
In Jira, the main person in charge and sub-person in charge will be assigned to each task.
All assigned persons need to exist in both Jira instances to prevent errors in Backbone Sync.
Backbone sync between Jira YME EUYNS project and YIS project
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Software Development within YME is done in project Yamaha IS Projects (YIS). YIS Documentation can be found on the following page: Jira training for Yamaha IS Projects (YIS).
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Fields "Reporter" and "Assignee" are not synced between EUYNS and YIS.
Reason for this is that all YME users must also exist in Jira PWC and this will cost to many licenses.
Reporter
Reporter is a mandatory field in Jira and is automatically filled when an issue is created.
As issues will be created by Backbone Sync this will be displayed as reporter in the synced issues.
Only in the Jira project where the issue originally has been created the original reporter (user) will be visible.
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- Issue created in Jira PWC CON0000585, reporter in Jira PWC CON0000585: Original reporter
- Issue created in Jira PWC CON0000585, reporter in synced issue Jira YME EUYNS: ServiceAccountBackBone
- Issue created in Jira PWC CON0000585, reporter in synced issue Jira YME YIS: ServiceAccountBackBoneYIS-EUYNS
- Issue created in Jira YME EUYNS, reporter in Jira YME EUYNS: Original reporter
- Issue created in Jira YME EUYNS, reporter in synced issue Jira PWC CON0000585: YNC Sync User
- Issue created in Jira YME EUYNS, reporter in synced issue Jira YME YIS: ServiceAccountBackBoneYIS-EUYNS
- Issue created in Jira YME YIS, reporter in Jira YME YIS: Original reporter
- Issue created in Jira YME EUYNS or Jira PWC CON0000585, reporter in synced issue Jira YME YIS: ServiceAccountBackBoneYIS-EUYNS
Synced Field values Jira YME EUYNS and YIS
Below detailed field values are included in the sync:
Issue Types
| EUYNS | <-> | YIS |
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| EPIC | <-> | EPIC |
| STORY | <-> | STORY |
| TASK | <-> | TASK |
| SUB-TASK | <-> | SUB-TASK |
| DEFECT | <-> | BUG |
Workstreams
Team
Field in EUYNS called: Client Team
Field in YIS called: Yamaha Team
Backbone issue Sync panel
Via the Backbone issue Sync panel at the right side you can see to which issue it has been synced in the other instance or YME project.
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For newly synced issues also Issue links are added see below example:
EUYNS-13385
YIS-13385
Backbone sync errors
If any Sync error appears or if you have questions why an issue is not synced between any of the Jira instances or Jira YME EUYNS-YIS project please contact a Jira Administrator.
Sync errors will appear when an Issue type is moved to another issue type. This must always be done manually in both Jira instances and project as the (new) workflow needs to be mapped.
Common sync errors
- Issue type has been manually changed via move option in Jira PWC or Jira YME.
Please try to avoid moving issues to another issue type, instead cancel the wrongly created issue and create a new issue with the correct issue type!- Action: If the issue is already moved to another issue type , perform the same Issue type move action in Jira PWC and Jira YME for all synced issues in all related Jira projects.
If you do not have access to perform this action in Jira PWC and Jira YME please contact a Jira administrator.
- Action: If the issue is already moved to another issue type , perform the same Issue type move action in Jira PWC and Jira YME for all synced issues in all related Jira projects.
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- Field "Workstream" is not filled
- Action: Add a EU Workstream value to the "Workstream" field. See synced workstreams under Jira training Yamaha Motor Next Stage Project(EUYNS)
- Action: Add a EU Workstream value to the "Workstream" field. See synced workstreams under Jira training Yamaha Motor Next Stage Project(EUYNS)
- Field "Client team" in EUYNS or "Yamaha Team" is not filled
- Action: Add a value to the "Client Team or Yamaha Team" field. See synced team names under Jira training Yamaha Motor Next Stage Project(EUYNS)
- Action: Add a value to the "Client Team or Yamaha Team" field. See synced team names under Jira training Yamaha Motor Next Stage Project(EUYNS)
- Wrong epic link: EUYNS Issue type Story, Task or Defect need to be linked to an EUYNS Epic. YIS issue type Story, Task or Bug need to be linked to an YIS Epic.
- Action: Link Issue type to a Epic in the same Jira project.
Tip! Use Jira search and add the Summary in the text field to find the Epic Issue Key in the same project.
- Action: Link Issue type to a Epic in the same Jira project.
Big picture (project planning)
Big Picture addon is used for planning and managing Yamaha Portfolio Board (YPM) Programme's and Projects and YNS EU Rollout Projects (SAP, Informatica implemenation).
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By adding Yamaha team as column and using JQL search Yamaha Team on name issues can easily being filtered out.
Example below for team TRANSFORMERS (Informatica implementation team)
Big Picture Configuration for administrators
Overview
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