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Table of Contents

Table of Contents

Jira Community of Practice (COP)

Weekly meeting: Wednesday 10:00-10:55
Location: At the office/via teams

Community of Practice goal: To develop the quality & ease of use of Jira & obtain alignment across the organization.

Meeting goals:

...

Regular attendees:

  • Bianca van der Meer – Jira admin & Practice lead
  • AJ van Spanje – Scrum process facilitator & Jira admin
  • Sreyasi Das – PMO process facilitator

Other attendees can join when interested, this also includes EPAM and other support partners working for Yamaha Information Systems Division.

After the Jira COP meeting the Jira and Confluence improvements list will be updated.

...

  •  Process alignment: Bugfix ticket creation and approval via SD (CAB can be skipped) by PO, Deptmanagers, Teamlead : Jira COP  
  •  Resolution stop using, set per project/workflow 
  •  SQL results now logged under ticket 
    Jira
    serverJira
    columnIdsissuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution
    columnskey,summary,type,created,updated,due,assignee,reporter,priority,status,resolution
    serverId2c81710b-ad02-31bf-9e7f-9678590354e2
    keySD-23020
    Change result logging (30 min meeting) Bianca van der Meer  / René van der Pal /Rob de Vries / Nico Meijer 
  •  Big Picture check teams for members and availability in Big Picture Home -Root René van der Pal 
  •  Secure admin app, limit admin access for Infra SD for User management only René van der Pal  PO can be requested.
  •  Version Manager for Jira app for Jira to limit access for Version manager only instead of Project admin access René van der Pal  
  •  Version manager, who can have access? Scrum master, PO, Release manager, Dept. manager/ team lead ?
  •  User Manuals (Public) authorization discuss access, open for everyone / open for selected group of customers Bianca van der Meer  / René van der Pal 
    Open for distributors: YMEUACConfluenceViewerUsersPublic 
    Non integrated DB, NON EU customers  new (non licensed ) group  for login: YMEUACConfluenceCustomerViewerUsersPublic 
     Ympulse-D, webmasters Ympact  etc?
  •  Confluence Spaces: Discuss Ownership/content manager 

Jira improvements checklist

...

YAMAHA TEAMS CUSTOM FIELD

...

STEP TO STEP GUIDE Team Yamaha to Yamaha Team:

Remove required status from workflow Transitions

  •  YIS
  •  YM
  •  BL
  •  BA
  •  B2C
  •  SD
    •  Bugfix
  •  YPM

AUTOMATION RULES delete Team Yamaha and required field status

  •  

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

  •  Delete Yamaha team form all Workflows, Yamaha team/team Yamaha required (JSU validator)
  •  Update filters → used in dashboards SD teams Bianca van der Meer 
  •  Update automation rules remove team Yamaha 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_INFRA Update solution group, Team Yamaha for issues received by email
    •  

      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 Onboarding tickets for departments YME-Facility is not yet used as official team
    •  

      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 - JAVA APPLICATION deployment approval requests

    •  

      SD - JAVA APPLICATION deployment approval requests DMS projects

    •  

      SD - JAVA APPLICATION deployment approval requests e-Invoice projects

    •  

      SD - JAVA APPLICATION deployment approval requests Invoice projects

    •  

      SD - JAVA APPLICATION deployment approval requests YMPULSE and YAMCOM

    •  

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

    •  CAB Create Development Issue (and link back to SD issue)
    •  

      CAB - Create TST issue after creation of linked DEV issue

    •  

      SD - Create elevated user rights request

    •  

      PFB - Move deliverable to development board

    •  

      PFB - Create deliverables in PFB Project or Epics

    •  

      OMS interactive deployment request

    •  

      OMS normal - scheduled deployment request

    •  

      Projects - Create TEST story in development Project

    •  

      SD - Create RobotJob change request ticket  (only includes Yamaha team)

    •  

      SD_INFRA update solution group for Yamaha team assignment

Automation rules Yamaha team not included:

...

...

YIS IMPROVEMENTS

JIRA GLOBAL IMPROVEMENTS

  •  Bugfix ticket creation and approval via SD (skip CAB) by PO, Dept. managers, Teamlead, Select Jira-Project, Yamaha Team
  •   
    Jira
    serverJira
    columnIdsissuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution
    columnskey,summary,type,created,updated,due,assignee,reporter,priority,status,resolution
    serverId2c81710b-ad02-31bf-9e7f-9678590354e2
    keySD-40559
    Map XRAY to issue types Change request and Defect. Bianca van der Meer 
  •  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
        serverJira
        columnIdsissuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution
        columnskey,summary,type,created,updated,due,assignee,reporter,priority,status,resolution
        serverId2c81710b-ad02-31bf-9e7f-9678590354e2
        keyYIS-441
      •  
        Jira
        serverJira
        columnIdsissuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution
        columnskey,summary,type,created,updated,due,assignee,reporter,priority,status,resolution
        serverId2c81710b-ad02-31bf-9e7f-9678590354e2
        keyYIS-438
      •  
        Jira
        serverJira
        columnIdsissuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution
        columnskey,summary,type,created,updated,due,assignee,reporter,priority,status,resolution
        serverId2c81710b-ad02-31bf-9e7f-9678590354e2
        keyYM-686
      •  
        Jira
        serverJira
        columnIdsissuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution
        columnskey,summary,type,created,updated,due,assignee,reporter,priority,status,resolution
        serverId2c81710b-ad02-31bf-9e7f-9678590354e2
        keyYIS-451
      •  
        Jira
        serverJira
        columnIdsissuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution
        columnskey,summary,type,created,updated,due,assignee,reporter,priority,status,resolution
        serverId2c81710b-ad02-31bf-9e7f-9678590354e2
        keyYIS-449
      •  
        Jira
        serverJira
        columnIdsissuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution
        columnskey,summary,type,created,updated,due,assignee,reporter,priority,status,resolution
        serverId2c81710b-ad02-31bf-9e7f-9678590354e2
        keyYIS-455
      •  
        Jira
        serverJira
        columnIdsissuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution
        columnskey,summary,type,created,updated,due,assignee,reporter,priority,status,resolution
        serverId2c81710b-ad02-31bf-9e7f-9678590354e2
        keyYM-705
      •  
        Jira
        serverJira
        columnIdsissuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution
        columnskey,summary,type,created,updated,due,assignee,reporter,priority,status,resolution
        serverId2c81710b-ad02-31bf-9e7f-9678590354e2
        keyYIS-437
    •  Change to field to single select SD classification Bianca van der Meer 
    •  Adjust select list René van der Pal 
      Added: compliancy and business improvements 
      Operational Activities is changed to Business as usual (BAU)
      Ympulse- Operational activities change all to Business as usual (BAU)
    •  Discuss with Dept. managers and Team lead for change for BAU-Operational Activities Bianca van der Meer 
      Image Removed
      •  Start with new tickets
      •  Automation rules; create, copy from etc.
        •  

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

        •  

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

      •  Workflows
      •  Filters
      •  Dashboards
      •  Boards
      •  Bulk update outstanding tickets, old Epic link, new SD Classification
      •  Automation rules; Delete filling epic link
        •  

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

        •  

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

  •  
    Jira
    serverJira
    columnIdsissuekey,summary,issuetype,created,updated,duedate,assignee,reporter,priority,status,resolution
    columnskey,summary,type,created,updated,due,assignee,reporter,priority,status,resolution
    serverId2c81710b-ad02-31bf-9e7f-9678590354e2
    keySD-27805
    Component as systems  remove from screens 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
    serverJira
    serverId2c81710b-ad02-31bf-9e7f-9678590354e2
    keyB2C-9698
    Bianca van der Meer 
  •  Fix version required for epics? Check all workflows where required, still needed?
  •  PMO- YIS Deliverables, move to YIS?  or adjust all SCRUM boards to include to see full workload of the team (Tania)
  •  PMO-YIS EPIC creation, not clear for the teams (Tania)

JIRA ARCHIVE OF WORK DONE 

YIS

PMO

JIRA GLOBAL IMPROVEMENTS

...

...

  •  YIS PO/SM/Dev access rights draft - AJ: project roles exist and are assigned to logical rights in permission scheme.
  •  User group YMEUACJiraProductOwners added in all Jira IS projects as role for Start/Stop and manage sprint permissions - Bianca van der Meer 

...

...

YAMAHA TEAM 

...

  •  Add field options from BigPicture  to Yamaha Team  Bianca van der Meer 
  •  Add all IT projects, used Issue types but Programme and Project

...

  •  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 

...

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.  → remainder Patrick/Rene

  •  

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

  •  

    Yamaha Team

    •  B2B-ANALYSTS 2639 Bianca van der Meer   issuetype not in (Programme, Project) and "Yamaha Team" is empty  and "Team Yamaha" = "team#B2B-ANALYSTS"  and assignee is empty, 3 left to which team to be assigned  René van der Pal  
    •  B2B-APPS-BAU 9364 Bianca van der Meer 
    •  B2B-AS400 943 Bianca van der Meer 
    •  B2B-BI 633 multiple entries done
    •  B2B-LOGISTICS 1158 multiple entries done
    •  B2B-SOFTWAYIT
    •  B2B-TM1
    •  B2B-XICERO
    •  B2B-YAMS
    •  B2C-AEM-CAAS 904 multiple entries remaining
    •  B2C-APPS-BAU multiple entries remaining
    •  B2C-DIGITALUM multiple entries remaining
    •  B2C-EPAM-BAU 3969 multiple entries remaining
    •  B2C-EPAM-MOTORS multiple entries remaining
    •  B2C-EPAM-WAVERUNNERS 1004 multiple entries remaining
    •  B2C-SALESFORCE-CRM 1064
    •  B2C-SF-SCRUM → CRM-KANDO
    •  DAYCARE → WOLVERINE/YAMALUBE
    •  DMS → AVENGERS
    •  HIQ
    •  HIQ-BAU
    •  INFRA
    •  INFRA-AS400 Bianca van der Meer 
    •  INFRA-SD Bianca van der Meer 
    •  JIRA-APPS
    •  MARVELS
    •  PMO
    •  PO-SALESFORCE (not in Big Picture)
    •  WOLVERINE
    •  YAMALUBE
    •  YMF-IS
    •  Tickets with multiple entries Bianca van der Meer 

...

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

...

  •  Update automation rules add Yamaha Team field 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 - JAVA APPLICATION deployment approval requests

    •  

      SD - JAVA APPLICATION deployment approval requests DMS projects

    •  

      SD - JAVA APPLICATION deployment approval requests e-Invoice projects

    •  

      SD - JAVA APPLICATION deployment approval requests Invoice projects

    •  

      SD - JAVA APPLICATION deployment approval requests YMPULSE and YAMCOM

    •  

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

    •  

      PFB - Move deliverable to development board

    •  CAB Create Development Issue (and link back to SD issue)
    •  

      CAB - Create TST issue after creation of linked DEV issue

    •  

      SD - Create elevated user rights request

    •  

      PFB - Create deliverables in PFB Project or Epics

    •  

      OMS interactive deployment request

    •  

      OMS normal - scheduled deployment request

    •  

      Projects - Create TEST story in development Project (Added Yamaha team)

    •  

      SD - Create RobotJob change request ticket

    •  

      SD Create Onboarding tickets for departments YME-Facility is not yet used as official team

  •  Set Yamaha team field required in YIS configuration scheme
  •  Set Yamaha team field required for other Dev, CAB scheme as well.
  •  Change (YIS) Board filters to  delete Team Yamaha field in selection and quickfilters Bianca van der Meer / AJ van Spanje [AgileVisor] 
  •  NEW: Task type this is no new Yamaha Team field on creation, for Story, Spike types its in place (Dzmitry) Bianca van der Meer / AJ van Spanje [AgileVisor]
  •  YPM Multi select Yamaha Team(s) field for Programme and Project Bianca van der Meer / AJ van Spanje [AgileVisor] 

...

Confluence improvements checklist

Spaces

...

Permissions

Pages

...

CONFLUENCE ARCHIVE OF WORK DONE

Info

The Jira/Confluence backlog has been moved to YIS - JIRA-APPS Scrum Board
If you have any questions regarding improvements on the backlog or a new improvement request, please contact a Jira administrator or join the Jira Community Chapter.

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



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Information Systems Division

New Features

  • Onboarding new procedure and workflow 
    Status
    colourYellow
    titleIN PROGRESS
  • Custom field: Yamaha Entity: Activated on SD Onboarding and YPM  
    Status
    colourYellow
    titleIn Progress
  • Custom field: Ticket group(s) multi select instead of Ticket group checklist
    Status
    colourYellow
    titleIn Progress

Improvements

  • Migration to YIS - BL 
    Status
    colourGreen
    titleReleased
  • Deactivated issue type Test in YPM
    Status
    colourGreen
    titleReleased

Fixes