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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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Per December 2023 YME solely leads the overall program for Yamaha Next Stage (YNS) EU roll-out . EUYNS Project will not be used anymore on short term and the Backbone Issue sync towards YMC (hosted in Jira PWC US) will be stopped, also the Backbone issue sync between EUYNS and YIS project in YME Jira has been stopped. |
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 is explained.
By managing the project in Jira the progress is visualized and can be used for 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 where the integration teams collectively work in. .
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:
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.
Loading of the presentation will take a while, please download the presentation to view the slides. We do advise you to check the Way of Working summary first, as this is the latest version and focused on team collaboration in a more concise manner.
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YNS project structure
In principle, particularly for the YME integration team (TRANSFORMERS), all work relates to specific PDD MILESTONESFEATURES. Under a MILESTONEFEATURE, the Project team will specify FEATURES of a PDD where the teams can connect their EPICS to. See the project org structure in Jira below.draw.io Diagram
The YNS teams procedures, way of working agreements etc can be found here: more specific PDDs.
In there, the YME teams involved in integration will collaborate. Collaboration with YME teams is only done in Jira YME YIS project. Team information can be found under YNS Teams - Procedures Guidelines Onboarding WoW .
Taxonomy YNS Issue Types
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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. EPICS cannot be closed UNLESS the stories and tasks are completed.
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Part of an EPIC, usually there to record development work. Can only be closed after completion of sub-tasks!
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Part of a story or task, usually there to break up work in smaller pieces.
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Stand alone issue type in YNSEU, used to record any decision we need to record and report upon.
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A non-production related bug, coming from a unit or user test that needs fixing.
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A production malfunction that requires fixing
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)
Only the project key differs:
PWC US: CON000585
Jira YME: EUYNS
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
Display YNSEU Project structure
ADVANCED ROADMAPS, an integrated feature of Jira, can be used to visualize the project structure and progress. It can also be leveraged to report on dependencies.
It can be found under PLANS and then YNS ROADMPAP.
Opening PLANS and then particularly the YNS Program Roadmap will give you a similar look as the screenshots below. Explanation on how to read the project structure is provided there.
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).
Prerequisites for seeing / viewing FEATURES, EPICS, STORIES and TASKS in Advanced Roadmaps
PLANS are setup based upon filters. For the YNSEU project, we filter upon:
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These fields are expected to be filled out. If you forget either of them, you will not be seeing your issue in the roadmap overview.
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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 in ANY issue type for proper project structure in Advance Roadmaps or any other dashboard PMO is using.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 available 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 is more to specify dependencies. Dependencies on tasks, stories or epics MUST be indicated/visualized via a BLOCKED BY link in the respective issue type.
Component
The component field is having a predefined set of labels one can select from. For the YNS project, it is required to use YNS for each story, tasks or epic, feature, milestone or capability.
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).
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:
- 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
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CREATING an EPIC
An EPIC is ALWAYS created in the YIS project. YNS EPICS are the responsibility of the PO's and WS leads to maintain. They are the owners.
Creating an EPIC is considered to be a basic skill for members (via CREATE). See also the Jira Basics Training. You need to follow that training first, before you continue this manual.
For YNS there are some specifics one must be aware off.
Here you see the component being filled with YNS, you see a correct parent link to the feature and the workstream is correctly filled out (EU S&L (UNITS)).
To plan for a QRP, PO's will also set the TICKETGROUP(s) to the quarter of delivery (e.g. QRP-2024-Q1). This helps to create a special advanced roadmaps filter solely focusing on what teams have committed to for a quarter.
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One important thing to understand is the place in the project structure before you make a link towards a FEATURE. Check the YNS roadmap, find your PDD and milestone under it and not the feature YNEU number you want your EPIC to be linked to.
- EDIT the EPIC
- Go to PARENT LINK
- Type the name of the feature and save the change.
Result should be something like this:
CREATING a STORY or TASK and LINK it to the correct EPIC
A story or task should always be tied to an EPIC. You will not see them in the project org structure if you forget to do that.
Connecting may only be done by creating an EPIC LINK. That is a particular link field that you can see when you edit a story or task. Type the name of the epic in the epic link field, select it and a story is connected.
When you create a story directly out of an EPIC, you do not need to do this, then the link is instated automatically.
CREATE a FEATURE parent link to a MILESTONE
Usually this is only done by PMO or WS leads, and means we are specifying the project better. The action is similar to making a parent link within an EPIC.
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
The Backbone sync link internally via EUYNS and YIS is not working as this refers to a local host.
Due to firewall limitations it is not possible to go outside and inside of a Jira Instance in one query which is required for Backbone Issue Sync.
Workaround: Please type the Issue Key number in the Search of Jira YME to access the issue or click on the Partner Issue Key YME field if this is filled or the Issue sync link ( synced from or synced to).
Example: EUYNS-10330 YIS-13385
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.
Jira PWC CON0000585 ↔ Jira YME EUYNS
- Users in field "Assignee", "Member" or "Owner" is not known in both Jira instances
- Action: Contact a Jira Administrator
- Action: Contact a Jira Administrator
- Field "Workstream" is not filled
- Action: Add a EU Workstream value to the "Workstream" field. See synced workstreams under Backbone sync YNS project between Jira PWC US (YMC) and Jira YME
- Action: Add a EU Workstream value to the "Workstream" field. See synced workstreams under Backbone sync YNS project between Jira PWC US (YMC) and Jira YME
Jira YME EUYNS ↔ Jira YME YIS
- 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).
Documentation for Big Picture is supplied by the vendor: About Big Picture
In Big Picture PROG-13 is used for YNS Project overview.
Break down structure :
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
The difference is you need to first create a FEATURE or find an existing FEATURE and know to which MILESTONE it needs to be connected.
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