...

Following steps need to be taken when Idalko (previously Avisi) has send a mail with date/time proposal by Valiantys and Atlassian Admins for Jira/Confluence/Bitbucket maintenance.

1. Valiantys creates a ticket in that is shared via portal https://support.valiantys.com/ with YME Jira (Atlassian) Admins
2. Jira Admin sends proposal of date/time
3. Jira Admin
4. Consultancy@avisi.nl/atlassian@avisi.nl sends (Quarterly) maintenance request to 
   YME_Pcnetwork <pcnetwork@yamaha-motor.nl>; atlassian@avsisi.nl; 
5. Jira Administrator replies with date/time of preference.
   Test: update Staging environments (Jira/Confluence) : Planned maintenance at least one week before productionProduction. Can be done during office hours 6:30-18:00 (CET).
                                         CVE's with a score of 9.0 or higher should be done asap after notification. Time to be discussed with a Yamaha Atlassian Admin.
   Production : Schedule between 17environment:  Planned maintenance: Outside office hours 18:00-6:30 (CET) Preferably between 18:00- 22:00Idalko 23:00 (CET)
                                             CVE's with a score of 9.0 or higher should be done asap after notification. Time to be discussed with a Yamaha Atlassian Admin.
6. Valiantys confirms planning date and time of maintenance and inform the names of the support engineers who will be executing the maintenance.
7. Jira Administrator check with Remon van der Doorn (delivery manager team FrameworkLeendert Durieux ( Service Delivery Manager team Frameworkers) who can give support for specified maintenance date/time
8. Idalko Valiantys needs access to YAMAHA-VPN (vpn.yamahaa-motor.eu) via account: ADMINEXTAVISI
   Jira Administrator send request to YME_servicedesk or ask Infra on the same Citrix via admin accounts. 
   Jira Administrator opens Admin open admin account or raise a ticket for team Engine on the maintenance day to have the account(s) opened and when expire date must be set.
9. Jira Administrator Inform stakeholders
   
   1. Test
      1. Add a notification to MS Teams chat: Atlassian tools Maintenance 
      2. Send reminder to all administrators to not use the test environment. See list: Contact for support for Administrators
   2. Production
      
      1. Add a notification to MS Teams chat: Atlassian tools Maintenance 
      2. Add banner in Jira: 
         <!-- Message Banner -->
         <div style="background-color: linen; border: 3px solid red; margin: 4px; padding: 2px; font-weight: bold; text-align: center;">
         Tonight Thursday 16-09-2021 from 1718.30 00 until 21:00 (CEST), we will upgrade Jira, Confluence and Bitbucket to a newer version and do some maintenance. 
         This means, the The system will intermittently be available during the upgrade and maintenance, but should not be used to prevent loss of work.
         </div>
      IS Division via Teams->YMENV_Teams_IS :
      Image Removed
      message example:
      Dear all,
      3. 
         
      Tonight Thursday 16-09-2021 from 17.30 until 21:00 (UTC+02:00), we will upgrade
      4. Jira
      , Confluence and Bitbucket to a newer version and do some maintenance. This means, the system will intermittently be available during the upgrade and maintenance, but should not be used to prevent loss of work.send mail to 
      

      Inecke_Snyder-Lourens@epam.com; Alena_Vorsa@epam.com; Vladislav_Solomonov@epam.com 

      , cc patrick.dittmar@yamaha-motor.nl
      Message Example:
      

      Dear all,

      Tonight Thursday 16-09-2021 from 17.30 until 21:00 (UTC+02:00), we will upgrade  Jira, Confluence and Bitbucket to a newer version and do some maintenance. This means, the system will intermittently be available during the upgrade and maintenance, but should not be used to prevent loss of work.

      Please plan documentation and other activities carefully and save your work in time.

      Would you be so kind to distribute this message across the team(s)?

      Thanks in advance.
      
      5. Jira portal announcement , instructions can be found on How-to add customer portal announcement
         Message example:
         

         Tonight Thursday 16-09-2021 from 1718.30 00 until 21:00 (CEST), we will upgrade Jira and Confluence to a newer version and do some maintenance.

         This means, the The system will be intermittently or not available for at least an hour. Please do not use the portal to prevent loss of work.

         
         

         Our apologies for any inconvenience caused.

         Kind regards,

         YME Atlassian AdminsYamaha Application support teams
         
         
         

10. After maintenance is completed User Acceptance test (UAT) need to be done by a Jira Administrator to confirm if it was successful. Checklist can be found under Upgrade Checklist
11. If all of above is UAT is performed without issues inform Valiantys and stakeholders that maintenance/upgrade was successful. (for stakeholders see point 67)

Upgrade Checklist

Upgrade check list from Atlassian, most actions are performed by our support partner AvisiAtlassian Premium Support partner Valiantys. Post upgrade test (UAT) is done by Yamaha Jira administrator.
https://confluence.atlassian.com/adminjiraserver/upgrade-checklist-966063320.html

...

1. •  1. Customer portal 
     Check if customer portal is available and if a ticket can be raised:  https://support.yamnet.com/. Close ticket when successfully received.
     
     
   •  2. Incoming mail
     Check send incoming emails if configured, test connection
     
     
   •  3. Outgoing mail
     Check Outgoing emails is configured, test connection
     
     
   •  4. Dashboards
     Look for a Dashboard, are filters shown and working
     
     
   •  5. Boards
     Look at several boards, Scrum and Kanban if these are loading and have correct filters
     
     
   •  6. Issues
   •  6.a. Open existing SD ticket and check if you see attachments
   •  6.b. Open existing B2B ticket and check if you see links
     
     
   •  7. Check integration with Bitbucket, Confluence, and Testing tools
   •  7.a. Application manager test if you can switch between Jira/Confluence/Bitbucket
   •  7.b. Test Bitbucket integration
     Open existing B2B ticket and try to jump to Bitbucket via create branche.
     More - Create branche
     
   •  7c. Confluence integration: Open a page and select Edit
     
     Link a Jira ticket to Confluence page and check if link is appearing in Confluence and in Jira issue.
     
   •  8. Create different JQLs to search for issues, check result.
     
     
   •  9. Check messages for compatibility on applications 
     
   •  10. Bigpicture
     Open Big Picture to load
     Image Removed
   •  11. Backbone Sync
     Check if Backbone Sync is running , check on new errors via troubleshooting.
     Project YNS: Project settings - Issue synchronization
     Image Removed

Upgrade Checklist for Bitbucket

...