Table of Contents

Jira Chapter 

The Jira Chapter meetings are canceled, due to overlap with other meetings where  Jira/Confluence is also discussed as a topic, such as Scrum Chapter.

The following proposal has been agreed on 1-2-2023 with attendees in the Jira Chapter meeting:

• A workshop will be arranged once every 2 to 3 months in which a clear agenda with topics is presented.
  Anyone from Information Systems Division can join when interested and request topics (questions/improvements/adjustments) by the Jira administrator to be added to the workshop agenda.
• Jira changes will be updated in the manuals, if there is any unclarity, reference can be made to the training material. If not found ask Jira administrator to explain.
• Suggestions for improvement/adjustments can be discussed within the teams.
  The scrum masters can ask the Jira administrator to add a PBI (product backlog item) in the Jira Board.
• The Jira administrator will join the Scrum Master chapter on regular basis and can be invited when Jira/Confluence topics are on the agenda of any other meeting as well.

Communication

• Updates can be send in a newletter via e-mail with the higlights of updates and Jira fields changes including a reference to the training material.
• Include Jira/Confluence as topic in the Townhall meeting.
• Planned maintenance will be informed via banner in Jira and the customer portal(s) and in the Jira Maintenance Teams group.
• Jira/Confluence information regarding unexpected situations is sent by email and, if possible, communicated via banner in Jira/Confluence and the Jira customer portal(s).

FAQ

• How can I learn more about past changes? We advise you to read the Jira Training and Confluence Training materials, or dive into tickets resolved in past Jira sprints: ’22 Jira apps – S2’ ’22 Jira apps – S3’ etcetera.
• How can I learn more about upcoming changes? We advise you to check the short term planning here: YIS- JIRA-APPS Scrum board or the long term planning here: Roadmap Jira/Confluence/Bitbucket.
• How can I bring my brilliant improvement idea for Jira/Confluence or Bitbucket to the Jira team? Reach out to a Jira admin via MS Teams or e-mail, for Bitbucket please reach out to Marcel Smit. 
• How can I ask support for Jira, Confluence or Bitbucket? Please raise a ticket for Infra Servicedesk via the Jira Customer Portal

Newsletter

Last newsletter

• Information Systems Division 07 Mar 2023  Jira_Confluence_Bitbucket updates Q1 2023.msg
• YME P&A: 07 Mar 2023  Jira_Confluence_Bitbucket updates Q1 2023.msg
• Compliance: 07 Mar 2023 Jira_Confluence_Bitbucket updates Q1 2023.msg

Next newsletter 

Information Systems Division

New Features

• Onboarding new procedure and workflow 

  Status
  colour Yellow title IN PROGRESS

• Custom field: Yamaha Entity: Activated on SD Onboarding and YPM  

  Status
  colour Yellow title In Progress

• Custom field: Ticket group(s) multi select instead of Ticket group checklist

  Status
  colour Yellow title In Progress

Improvements

• Migration to YIS - BL 

  Status
  colour Green title Released

• Deactivated issue type Test in YPM

  Status
  colour Green title Released

Fixes

YAMAHA TEAMS

...

STEP TO STEP GUIDE Team Yamaha to Yamaha Team:

•  Communicate upcoming change to Information Systems teams including EPAM Team Yamaha → Yamaha Team
  •  ServiceDesk issuetypes process update, single select instead of multi select Bianca van der Meer 
•  Custom field configuration Yamaha Team, Create custom field in Jira, single select: Yamaha Team Bianca van der Meer 
  •  Add field options from BigPicture  to Yamaha Team  Bianca van der Meer 
  •  Add all IT projects, used Issue types but Programme and Project
•  Link to screens =  Bianca van der Meer 
  •  SD link screens to new Team Yamaha field (double maintenance for YIS issues) Bianca van der Meer 
    Image Removed
  •  YPM -  transition move to development board screen etc. Team select screen Bianca van der Meer 
•  Change Board filters to add new field in the selection Bianca van der Meer / AJ van Spanje [AgileVisor] 
•  Edit Yamaha Team field configuration, Add all issue types and all IT project but YPM Project, Programme Bianca van der Meer / AJ van Spanje [AgileVisor] 
•  Add Yamaha Team field to all screens where Team Yamaha is used.
•  Re-index projects
•  

  Bulk updates per team to fill Yamaha team field, same as Team Yamaha. If there are more then 2 removed from selection. 

•  

  Selection of issues where Team Yamaha contains more than 1 team and Yamaha team is empty. Fill Yamaha team field if we know team.

•  

  Selection of issues where Team Yamaha contains more than 1 team and Yamaha team is empty, inform team leads to set Yamaha team field.

•  

  Connect Yamaha team field in Big Picture for YIS resource planning scrum teams Bianca van der Meer 

•  

  Add team members scrum teams (Bianca/René, help of AJ?)

•  

  Check workflows/automation rules for Team Yamaha/Yamaha team CAB/YPM

•  Set Yamaha team field required in YIS configuration scheme
•  Set Yamaha team field required for other Dev, CAB scheme as well.
•  Change Board filters to add delete Team Yamaha field in the selection Bianca van der Meer / AJ van Spanje [AgileVisor] 
•  Update filters → used in dashboards SD teams Bianca van der Meer 
•  Update automation rules Bianca van der Meer 
  •  

    SD_B2B Update solution group, Team Yamaha for issues received by email

  •  

    SD_B2C Update solution group, Team Yamaha for issues received by email

  •  SD SD_INFRA Update solution group, Team Yamaha for issues received by email
  •  

    SD Create Onboarding tickets for departments

  •  

    SD Update Epic Link and yamaha team based upon application choice user (create issue event)

  •  

    SD Update solution group, Yamaha Team based upon application and wrong department

  •  

    SD User Offboarding Update issue fields when request received by email

  •  

    SD User Onboarding Update issue fields when request received by email

  •  

    SD - Create JSOX-CHANGE authorization tickets out of Infra for management

  •  

    SD - Create JSOX authorization tickets out of AS400 for management

  •  

    SD - Create JSOXM / TASK / INC authorization tickets out of AS400 for management

  •  

    SD - YAMS and YMPACT deployment approval requests

  •  

    SD Auto close unauthorized e-mail requests and categorize authorized senders

  •  

    PFB - Move deliverable to development board

•  Remove team Team Yamaha from screens

...

Yamaha Team

•  B2B-ANALYSTS 2639
•  B2B-APPS-BAU 9364
•  B2B-AS400 943
•  B2B-BI 633
•  B2B-LOGISTICS 1158
•  B2B-SOFTWAYIT
•  B2B-TM1
•  B2B-XICERO
•  B2B-YAMS
•  B2C-AEM-CAAS 904
•  B2C-APPS-BAU
•  B2C-DIGITALUM
•  B2C-EPAM-BAU 3969
•  B2C-EPAM-MOTORS
•  B2C-EPAM-WAVERUNNERS 1004
•  B2C-SALESFORCE-CRM 1064
•  B2C-SF-SCRUM → CRM-KANDO
•  DAYCARE
•  DMS → AVENGERS
•  HIQ
•  HIQ-BAU
•  INFRA
•  INFRA-AS400
•  INFRA-SD
•  JIRA-APPS
•  MARVELS
•  PMO
•  PO-SALESFORCE (not in Big Picture)
•  WOLVERINE
•  YAMALUBE
•  YMF-IS

RENE REQUIRED

•  Resolution stop using, set per project/workflow 
  •  Create list per project/workflow  YIS & development projects = Done & Canceled  Bianca van der Meer / AJ van Spanje [AgileVisor] 
  •  Review list per project/workflow   René van der Pal 
  •  SD resolution list = Rene, also to be discussed with BAU team/ SD Infra René van der Pal / Bianca van der Meer 
•  Remove/change resolutions from reporting
•  Jira admin changes communication = review Bianca van der Meer / René van der Pal 
•  SQL results now logged under ticket 

  Jira
  server Jira columnIds issuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution columns key,summary,type,created,updated,due,assignee,reporter,priority,status,resolution serverId 2c81710b-ad02-31bf-9e7f-9678590354e2 key SD-23020

  Change result logging (30 min meeting) Bianca van der Meer  / René van der Pal / Nico Meijer 
•  Big Picture PROG-6 changes to assign only teams via Big Picture Home -Root  Bianca van der Meer 
•  Big Picture check teams for members and availability in Big Picture Home -Root René van der Pal 
  •  Onboarding/offboarding → teams BP authorization check  global teams Bianca van der Meer 
•  YPM multi select for projects, keep Team Yamaha or create new field? Bianca van der Meer 

YIS IMPROVEMENTS

•  J-sox
  
  •  YIS- integrate Infrastructure, including J-sox approval workflow (currently included in SD Default Workflow) Bianca van der Meer AJ van Spanje [AgileVisor] 
  •  Add validation for deploymentapprovers group for status to done deployment Bianca van der Meer 
•  NEW: Add Jira rights for PO & BA to set sprint goal (From SF)
  •  YIS PO/SM/Dev access rights draft - AJ: project roles exist and are assigned to logical rights in permission scheme.
  •  User groups - Bianca van der Meer 
•  CLEANUP / USABILITY
  •  YIS default screen config clean up
  •  YIS field config clean up
  •  NEW: on closing pop-up, add mandatory fix/version field (from AJ) AJ van Spanje [AgileVisor] 
  •  Disappearing comments pop-up
  •  Split error YIS: solution group, Yamaha team
  •  BEW: Subtask to inherit team name!!!
  •  custom fields to local contexts
  •  Worklog permissions
  •  Training material Jira AJ van Spanje [AgileVisor] 
•  DoD required / UAT / on epic? 
  •  Only on issue type when used (scheduled for deployment)  AJ van Spanje [AgileVisor]/ Bianca van der Meer 
  •  DOD project = team → Confluence Bianca van der Meer
  •  DOD Projects= review Bianca van der Meer / AJ van Spanje [AgileVisor]  
•  Epics process
  •  create meaningful epics WF (Arthur) AJ van Spanje [AgileVisor] 
  •  Epic points / WSJF op epics (Arthur) AJ van Spanje [AgileVisor] 
  •  Where should we create epics? YPM or YIS? (Arthur, Benjamin) Bjorn says there is no standard. B2B uses YPM, B2C uses B2C. And no owner who can decide on this. AJ van Spanje [AgileVisor] 
  •  Can we have a Yamaha-Team for PO's per product, to priorities/prepare work? (Arthur le Blanc, Benjamin Smits, Stefano Arzuffi, Marc de Graaf) Salesforce-POs Bianca van der Meer / AJ van Spanje [AgileVisor] 
•  Reporting request from Vladislav addon 

  Jira
  server Jira columnIds issuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution columns key,summary,type,created,updated,due,assignee,reporter,priority,status,resolution serverId 2c81710b-ad02-31bf-9e7f-9678590354e2 key SD-35530

  Approved by René  AJ van Spanje [AgileVisor]  / Bianca van der Meer  
  •  https://marketplace.atlassian.com/apps/1222051/status-time-free?hosting=datacenter&tab=overview install addon Bianca van der Meer 
  •  Reporting /addon use instructions
•  YIS board transitions - AJ van Spanje [AgileVisor] 
  
  •  Ympact team kanban board
    •  Fix Ympact board filter to include team name
    •  Create new Ympact kanban board
    •  Remove old Ympact kanban board
    •  Create Ympact scrum board ON HOLD
    •  YMPACT OMS move for issuetypes bug/defect Bianca van der Meer / AJ van Spanje [AgileVisor] 
  •  Logistics team kanban board 
    •  Fix Logistics board filter to include team name
    •  Create new kanban (template)
    •  Remove old kanban (non-template)
    •  Create Ympact scrum board ON HOLD
•  Installation instructions 
  •  Location of installation instructions → impossible. Let's remove the default text instead AJ van Spanje [AgileVisor] 
  •  Installation instructions local context? Does Ympact use this? - AJ van Spanje [AgileVisor]  (Rob de Vries rob.devries@yamaha-motor.nl) → Ympact does use this. Cannot limit to local
  •  NEW: Rename "Installation instructions" to "Code/Configuration Details" (From SF) Check with Ympact team, EPAM - AJ van Spanje [AgileVisor] 
•  Releases:
  
  •  NEW: Can we have a "target release date" field in Jira? (SF team) - AJ van Spanje [AgileVisor] 
  •  Release numbers in versions = Marcel/AJ
  •  Naming convention versions, in Confluence  Release numbering procedure Marissa Smit  / AJ van Spanje [AgileVisor]   Release preparation
  •  Target release date global context? Marissa Smit
  •  NEW: Make Release preparation easy to find in Confluence 
  •  Release documentation condensation in Confluence  Marissa Smit 
    •  Release numbering procedure ( B2B- Java procedure only) 
    •  How-to Manage versions  (Jira instructions)
    •  Release management procedure (B2B instructions per product)
    •  Version Control
    •  Release preparation  (B2C- procedure only)
  •  Fix/version use? Limit to release managers? - Marissa Smit 
  •  Affected version/s System Field add to screens for YIS  AJ van Spanje [AgileVisor] 
•  Test types/screens investigation AJ van Spanje [AgileVisor] 
  •  Investigation AJ van Spanje [AgileVisor] 
  •  NEW: Test types clean up?: sub-test execution & test setAJ van Spanje [AgileVisor] 
  •  NEW: Standardise field order on test screens?AJ van Spanje [AgileVisor] 
  •  NEW: Remove fix/version from test screens? (Alexa) AJ van Spanje [AgileVisor] 

JIRA GLOBAL IMPROVEMENTS

•  EPIC used for operational support, deployments, user authorization, Jira activities,  J-sox, gdpr, sql approval, job change request, replace by SD classification list = Bianca van der Meer / AJ van Spanje [AgileVisor] 
  •  List epics
    •  

      Jira
      server Jira columnIds issuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution columns key,summary,type,created,updated,due,assignee,reporter,priority,status,resolution serverId 2c81710b-ad02-31bf-9e7f-9678590354e2 key YIS-441

    •  

      Jira
      server Jira columnIds issuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution columns key,summary,type,created,updated,due,assignee,reporter,priority,status,resolution serverId 2c81710b-ad02-31bf-9e7f-9678590354e2 key YIS-438

    •  

      Jira
      server Jira columnIds issuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution columns key,summary,type,created,updated,due,assignee,reporter,priority,status,resolution serverId 2c81710b-ad02-31bf-9e7f-9678590354e2 key YM-686

    •  

      Jira
      server Jira columnIds issuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution columns key,summary,type,created,updated,due,assignee,reporter,priority,status,resolution serverId 2c81710b-ad02-31bf-9e7f-9678590354e2 key YIS-451

    •  

      Jira
      server Jira columnIds issuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution columns key,summary,type,created,updated,due,assignee,reporter,priority,status,resolution serverId 2c81710b-ad02-31bf-9e7f-9678590354e2 key YIS-449

    •  

      Jira
      server Jira columnIds issuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution columns key,summary,type,created,updated,due,assignee,reporter,priority,status,resolution serverId 2c81710b-ad02-31bf-9e7f-9678590354e2 key YIS-455

    •  

      Jira
      server Jira columnIds issuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution columns key,summary,type,created,updated,due,assignee,reporter,priority,status,resolution serverId 2c81710b-ad02-31bf-9e7f-9678590354e2 key YM-705

    •  

      Jira
      server Jira columnIds issuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution columns key,summary,type,created,updated,due,assignee,reporter,priority,status,resolution serverId 2c81710b-ad02-31bf-9e7f-9678590354e2 key YIS-437

  •  Change to field to single select SD classification  or components field Bianca van der Meer 
    •  Start with new tickets
    •  Automation rules; create, copy from etc.
    •  Workflows
    •  Filters
    •  Dashboards
    •  Boards
    •  Bulk update outstanding tickets, old Epic link, new SD Classification
•  Issue type description update 
•  

  Jira
  server Jira columnIds issuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution columns key,summary,type,created,updated,due,assignee,reporter,priority,status,resolution serverId 2c81710b-ad02-31bf-9e7f-9678590354e2 key SD-27805

  Component as systems  remove from screens Bianca van der Meer 
  •  Empty component fields, move to custom field Portfolio Bianca van der Meer 
•  Bigpicture cleanup: team only setup in Root, then assigned in PROG Bianca van der Meer 
•  Req. SQL approval, new issue same like req. job change request & add functionality to DEV projects  Bianca van der Meer 
•  NEW: on B2C project fix/version isn't mandatory?

  Jira
  server Jira serverId 2c81710b-ad02-31bf-9e7f-9678590354e2 key B2C-9698

  Bianca van der Meer 
•  Jira-test Incoming/Outgoing mail settings change : Bianca van der Meer  / Daan Delpeche [X]
•  Jira-production Incoming/Outgoing mail settings change Bianca van der Meer / Daan Delpeche [X] 
•  Jira-production  Incoming/Outgoing mail settings setup PACS

ARCHIVE OF WORK DONE

Done before 28 Sept 2022 

...

•  Workflow cleanups YIS:
  •  NEW: Defect has Generic Test WF assigned, instead of Generic Bug WF. Correct this? (From Diego email) - AJ van Spanje [AgileVisor] 
  •  NEW: "Done deployment" resolution is set for status "Done" illogically (From SF) - Bianca van der Meer 
  •  NEW: Spikes: can we please skip statusses in WF? (From SF) - AJ van Spanje [AgileVisor] 
  •  Move bug & defect to Development flow - needs communication AJ van Spanje [AgileVisor] 
  •  Move Test issuetypes to Subtask flow - needs communication AJ van Spanje [AgileVisor] 
  •  Move Epics to Subtask flow - needs communication AJ van Spanje [AgileVisor] 
  •  Rename Subtask flow to Simpe 4-step flow AJ van Spanje [AgileVisor] 
•  Location of acceptance criteria → impossible. Let's deactivate acceptance criteria for this reason, and use Description instead. AJ van Spanje [AgileVisor] 
•  Create/correct new YIS boards (template/filter) - AJ van Spanje [AgileVisor] 
  •  B2B bord transparancy = Mohan - AJ van Spanje [AgileVisor] 
  •  Scrum & Kanban template AJ van Spanje [AgileVisor] 
    •  Marvels epic needs to be removed → Show Rene first AJ van Spanje [AgileVisor] 
    •  Marvels old scrum needs to be removed → Show Rene first AJ van Spanje [AgileVisor] 
  •  Create kanban board template = HIQ → REVIEW  Bianca van der Meer 
  •  Java kanban board needs template + filters → move to template AJ : New board AJ van Spanje [AgileVisor] 
  •  B2B-apps java kanban needs to be removed - Check with Valentina - AJ van Spanje [AgileVisor] 
  •  All test boards need to be made standard or removed - investigation Andrzej - confirmed - AJ van Spanje [AgileVisor] 
  •  Setup Wolverine scrum for Tania https://support.yamnet.com/secure/RapidBoard.jspa?rapidView=107&view=planning&issueLimit=100  AJ van Spanje [AgileVisor] 
  •  Setup Daycare scrum for Tania https://support.yamnet.com/secure/RapidBoard.jspa?rapidView=108&view=planning.nodetail&issueLimit=100 AJ van Spanje [AgileVisor] 
  •  Java kanban board - remove old board: https://support.yamnet.com/secure/RapidBoard.jspa?rapidView=97&view=planning.nodetail&issueLimit=100 - Check with Valentina & Tania

...

•  Bigpicture cleanup: team only setup in Root, then assigned in PROG Bianca van der Meer