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Yamaha Motor Next Stage Projects (YNS) has been setup as supporting platform to check the progress between YMC and PwC at the same time in the YNS project.
By managing the project in Jira the progress is visualized and can be used for managing the relationship of tasks across teams, the relationships between stakeholders can be strengthened and appropriate methods can be considered within the YNS project.Jira PWC US is selected as source project from where all action items, development activities are recorded and distributed (synced) to Jira YME .
YME will maintain all work done for all EU rollout Project in YME Jira, project YNSEU.
YME documentation related to YNS for SAP and Informatica and YNS Teams - Procedures Guidelines Onboarding WoW is stored under Confluence Space IF.To prevent double maintenance and to allow teams working in their own familiar Jira instance and project, addon Backbone Sync for Jira is used.
Backbone issue Sync for Jira is a addon that is used to connect Jira systems via HTTPS, email, and file transfer, and automatically sync issue data. This addons makes Cross-company collaboration simple.
Configuration of Backbone issue Sync for Jira and error handling is done by a Jira Administrator.
Documentation for this addon is supplied by the vendor: K15t-Backbone Server and Data Center.
For YNS the following two Backbone syncs are active:
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Yamaha
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Next Stage
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(
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The issues synced between both instances are limited to EU Rollout Projects workstreams only.
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YNS
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Visual overview Jira Backbone Sync PWC and YME
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Yamaha Next Stage (YNS) Jira Project Management Policy
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Hereunder, also naming convention is mentioned for PDD, epics etc.
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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
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Backbone Issue Sync panel
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WoW agreements
RISK management
- Changing the YNS project by adding EPICS that INCREASE the SCOPE, requires requires communication towards PMO, Rins and Vikas.
Planning
- Changing the YNS project by removing or downscaling scope requires communication towards PMO
Jira USAGE
- Any EPIC, story, task needs to be parent linked to the correct YNSEU FEATURE (PDD or project). This is the responsibility of the PO's and WS Leads. Do not link them via more, link, and any relation link option.
- Any change on EPIC, story or task, any communication on them, must be reflected in status, timing and comments on the respected issue types only. We do not e-mail as that will cause the risk of losing information.
- EPICS, stories and tasks must be created with a COMPONENT YNS if created in YIS. Any issuetype created in YNSEU will get this automatically. (reason: filters in Advanced roadmap use this to reflect the work for YNS)
- EPICS, stories and task must be created with the WORKSTREAM that corresponds the team working on it. (reason: filters in Advanced roadmap use this to reflect the work for YNS)
- EPICS, stories and task must be created with a TEAM. (reason: filters in Advanced roadmap use this to reflect the work for YNS per team)
- STORIES and TASKS must belong to EPICS via EPIC LINK alone (do not link them via more, link, and any relational link option). Meaning: stories and task cannot be created stand alone, else they will drop out of the project and therewith follow up.
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 (
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YNSEU)
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 all teams to plan and track the progress of the YNS EU Rollout Projectswork.
YNS Issue Types
| ISSUE TYPE |
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| USAGE |
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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.
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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).
Yamaha Motor Next Stage project (YNS) related issues between EUYNS and YIS are synced bidirectional, meaning the same data is existing in both YME Jira projects.
Backbone sync detects each existing issue from any of the two projects and creates a new issue with the same data in the other Jira Project. Afterwards, each change synchronizes between both issues.
As only work for Yamaha (scrum) teams should be visible in YIS the sync between EUYNS and YIS is limited on the following field values which are mandatory to be filled:
- Issue type
- Workstream
- Team (Client team/Yamaha Team)
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.
See below overview of the reporter set when Backbone sync is triggered for issue creation:
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| Capability | Highest level in YNSEU. Used to split the project in L1 processes |
| Milestone | Second level in YNSEU. Used to divide the project to the level of Process delivery document (PDD) (L2,3,4) |
| Feature | Third level in YNSEU. Used to group bigger activities (mini projects) under a PDD |
| EPIC | Fourth level in YNSEU, but not residing as issue type there. EPICS reside under YIS and are meant for the power teams to do the work in. It is used to break up the features in to manageable iterations. EPICS are open for the maximum period of a quarter, and are used to plan QRP (quarterly release planning). EPICS only have 1 responsible team. Multiple teams working on a feature, means multiple EPICS. |
| Task | Part of an EPIC, usually there to record non-development work. |
| Story | Part of an EPIC, usually there to record development work. |
| Sub-Task | Part of a story or task, usually there to break up work in smaller pieces. |
| Decision | Stand alone issue type in YNSEU, used to record any decision we need to record and report upon. |
YNS Structure
The YNS project is structured according level 1 processes:
Highest level, it the L1, which can be Quote to Cash (QtC) or e.g. Deliver to Replace. L1 processes can be found here.
The project structure is stored in Jira PROJECT YNSEU. It ends at the level of FEATURE.
The YNSEU project also has some other issuetypes, like DECISION which are only used in the YNS project.
From EPIC level, the work is stored in the Jira PROJECT YIS (Yamaha Information Systems).
In there we have the following structure:
Software Development and task execution 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).
ADVANCED ROADMAPS - project visualization
For all teams, Jira is provided with PLANS, which enables you to track the progress of (a section) the YNS project.
This feature in Jira enables you to quickly update your epics, stories, tasks and sub-tasks with e.g. dates, notes and enables you to (parentlink) new epics to Features.
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Synced Field values Jira YME EUYNS and YIS
Below detailed field values are included in the sync:
Issue Types
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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.
Example: EUYNS-1546 YIS-11225
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Example: EUYNS-10330 YIS-13385
For newly synced issues also Issue links are added see below example:
EUYNS-13385
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Backbone sync errors
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Common sync errors
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Jira PWC CON0000585 ↔ Jira YME EUYNS
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Jira YME EUYNS ↔ Jira YME YIS
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- 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.
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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In Big Picture PROG-13 is used for YNS Project overview.
Break down structure :
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Big Picture Configuration for administrators
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Overview
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