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Introduction

In this chapter below the Jira setup for Yamaha Motor Next Stage Project structure in Jira is explained. It includes an explanation of YNS Project Structure of working in Jira for project Yamaha Next Stage (YNSEU) and Yamaha IS Projects (YIS). 
Never worked with Jira before? No problem. Please first read the Jira training Basics page.

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.
YME will maintain all work done for all EU rollout Project in YME Jira, project YNSEU.  YME documentation related to YNS is stored under Confluence Space IF where the integration teams collectively work in. 

YNS Jira Training

YNS project structure

In principle all work relates to specific PDD MILESTONES. Under a MILESTONE, 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.

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Collaboration with YNS teams is done in Jira via the YME YIS project. Teams information can be found here.
The YNS teams procedures, way of working agreements etc. can be found here: YNS Teams - Procedures Guidelines Onboarding WoW .

Taxonomy YNS Issue Types 

YNSEU Project structure in Roadmaps/Plans

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. 

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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 PLANS

PLANS are setup based upon filters. For the YNSEU project, we filter upon:

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Scrum teams can add Stories to their sprints will then also reflect on the plans.

Workstream

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.
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 but is not mandatory. 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.

Teams

Teams can be selected in YNSEU Jira Project via Yamaha Team(s) (multi select)  and in YIS via Yamaha Team (single select) field.

• AVENGERS
• B2C-CDP
• B2C-DIGITALUM
• B2C-EPAM-DEVOPS
• B2C-EPAM-MOTORS
• B2C-EPAM-WAVERUNNERS
• CLOUD-RANGERS
• CRM-KANDO
• DRAGONBALL
• EU Accounting
• EU S&L (P&A)
• EU S&L (Units)
• EU S&L (WTY)
• LIGHTBEAM
• MARVELS
• QUICKSHIFTER
• TRANSFORMERS
• TRICITY
• WOLVERINE
• YAMALUBE

Yamaha Motor Next Stage (YNSEU)

YNSEU Issue Types

YNSEU: Issue Type Scheme contains the following Issue types:

YNSEU issues overview

YNSEU Specific Fields

• Component's:  Predefined set of labels, Component YNS  is automatically added upon creation of an YNSEU Issue.
• Decision Type:  Single select list, to indicate the Decision type, is only applicable for issue type Decision
• Application(s):  Multi select field to indicate affected application(s), is only applicable and mandatory for issue type Decision
• Workstream:  Used to distinguish which project  items are linked to and is mandatory to be filled in ANY issue type
• Dependent Workstream: Used to distinguish which project items are linked as 'secondary workstream' and to specify dependencies
• Phase: Used to indicate to which Project Phase this issue belongs to
• Yamaha Team(s):  Yamaha Team is a multi select drop down field which is used to indicate which team is involved for this issue and to have the issue reflected on the teams Dashboard or Board.
  
• YNS Deliverables: Used to indicate to which stage of Deliverable this issue is part of
  
• %Completion: Completion percentage for YNS work.
• Final Decision: Multi line Text field to capture the final decision for issue type Decision. This is mandatory to be filled when closing a Decision.
  
• Target start: Planned start date when a team will start working on the issue. Used in Advanced Roadmap Plans. To be filled by YNS Workstream lead, YNS PMO or PO.
• Target end: Planned end date when a team will complete the work on the issue. Used in Advanced Roadmap Plans. To be filled by YNS Workstream lead, YNS PMO or PO.
• Baseline start date: Read only field. Used to indicate original planned  start date, will be set automatically when for first time target start is set. Not applicable for issue type Decision
• Baseline end date: Read only field. Used to indicate original planned end date, will be set automatically when for first time target end is set. Not applicable for issue type Decision

YNSEU Workflows

The YNSEU project contains 2 workflows.

• YNSEU Four Step (To Do, In Prog, In Rev, Done) Workflow
• YNSEU Decision Workflow

YNSEU Four Step (To Do, In Prog, In Rev, Done) Workflow

 This workflow is used for issue type Capability, Milestone and Feature.

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• To Do: work has not yet started;
• In Progress: The work on the high level structure issue has been started, Target end and Target start date must be filled. 
• On Hold: High level structure item is put on hold when it is not possible to proceed 
• Done: This high level structure item has been completed, including all underlying issues.
• Canceled: No further work will be done on this high level structure issue, it is not required anymore or has become obsolete.

YNSEU Decision Workflow 

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DECISION_WORKFLOW DECISION_WORKFLOW

For creation of a Decision the following fields are set as mandatory to be filled:  Workstream, Decision Type, Application(s), Workstream
Please read also the YNSEU Decision Issue Creation instructions

• To Do: work has not yet started;
• In progress: the Decision subject is being discussed with stakeholders;
• On Hold: Status used if a Decision is set on hold;
• Done: The Decision has been made. Fields Decision Type, Application(s), Workstream and Final Decision are mandatory to be filled before closing a Decision.  Final decision should only be updated when all parties agree on the decision.
              Once the decision is final and issue is marked as “Done”, the decision made will be shared via e-mail with the YNS project team members through an automated function.
  
• Canceled:  The situation about which a decision had to be made no longer occurs and has become redundant.  Fields Workstream and Final Decision are mandatory to be filled before canceling a Decision.
  

YNS Decisions can be found on the following dashboard: YNS-YME Decisions Dashboard

YNS Issue creation

YNSEU Issue creation

Users (licensed and authorized users) can use the  button anywhere in Jira from the top bar.

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Issues can also being created via the Board or backlog. Detailed instructions can be found in Jira training Basics - Issue Creation.

YNSEU Decision creation

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DECISION DECISION

An YNS DECISION is ALWAYS created in the YNSEU project. YNS DECISIONS are the responsibility of the PO's and WS leads and PMO team to maintain. They are the owners.

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Before closing a Decision field Final Decision is required to be filled. Please read instructions under: YNSEU Decision Worklfow.

YIS Epic creation 

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.

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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.

Issue link

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CreateEpicParentlink CreateEpicParentlink

CREATE an EPIC parent link to a FEATURE 

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.

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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. 

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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. 

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. 

Dependency Link

DEPENDENCY on EPIC, STORY, TASK or any other issue type

Dependencies show the relationship between issues for blockers or contingencies, the following link type will be treated as a dependency and is visible in PLANS.

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Defect
Incoming dependency:  defect of
Outgoing dependency:  has defects

Confluence page link to a Jira Issue

It is very helpful to have documentation links out of issues to have quick material reference available. Eg. a functional spec should be tied to the story recording the activity. 

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In the YIS or YNSEU issue, you will see a wiki link, which is a hyperlink to the confluence page. 

Communication

It is key that communication on topics is consolidated to the issues covering them. This is to secure no information is lost, and we have a complete history in one place. 

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You can pin-point communication to a particular recipient by using the "@" sign. 

Managing your work

There are a couple of ways to get track of your work (or the work a team does). Underneath some options you can leverage from:

YNS DASHBOARDS

• Default Dashboard: Personal Issue tracking dashboard 
  • System Dashboard
    Includes the following filters:
    • Introduction with link to Customer portal and Portal user guide
    • All my open assigned issues
    • All my request participant
    • Issues i'm mentioned in
    • All my open watched Issues
    • Open project tickets
      
      
• Dashboards for YNS Project management
  • YME-YNS Progress Dashboard
  • YNS Management Dashboard
  • YNS PMO Dashboard
    
    
• Dashboards per YNS Workstream
  • YNS Accounting Dashboard
  • YNS S&L (P&A) Dashboard
  • YNS S&L (Units) Dashboard
  • YNS S&L (WTY) Dashboard
    
    
• YNS Decisions Dashboard
  • YNS-YME Decisions Dashboard

TEAM BOARDS

All YME agile teams work with a YIS Board This can be a Scrum or Kanban Board.
Via Boards>View all Boards and  search on  YIS or Team name the results will be visible to access the Team board.

ROADMAP AND PLANS

• YNS Program
  
  • YNS Program Roadmap 
    Roadmap including YNSEU & YIS Epics
    
    Roadmap/Plans for per Workstream
  • YNS Roadmap Workstream EU Accounting
  • YNS Roadmap Workstream EU Change Management
  • YNS Roadmap Workstream EU Internal Control
  • YNS Roadmap Workstream EU S&L (P&A)
  • YNS Roadmap Workstream EU S&L (Units)
  • YNS Roadmap Workstream EU S&L (WTY)
  • YNS Roadmap Workstream EU Technical Support

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