1. Jira basics

Never worked with Jira before? No problem. In this chapter we cover some of the basics, so you know how to get started.

Projects

Data inside Jira is organised in 'projects'. A project is a collection of items that relate to the same topic.

YME uses Jira mostly for IT work. As such, you can see that most projects relate to specific applications, for example for B2B or B2C.

Three projects are different, and relate to the future YME way of working:

Yamaha Applications Support Desk (SD) captures all requests from end-users, who experience difficulties with their day-to-day use of IT applications. These items are validated, then if valid resolved as soon as possible.
Yamaha IS Projects (YIS) captures all work of scrum teams in the Agile Transformation. These processes are being streamlined to support scrum processes, and make Jira a tool for collaboration more than administration.
Yamaha Portfolio Board (YPM) collects all ideas for IT initiatives, and validates the business case and expected rewards for implementing such initiatives before assigning work to development teams. It's very much about preparing work.
Other projects capture work for teams that have not yet joined the Agile Transformation.

Team board

The data within projects can be filtered and visualised per team, in specific team boards. You can see a team board as the coloured glasses through which we look at project data - we can customise a board to show the exact data you want to see.

There are two flavours available: Scrum boards and Kanban boards.

Scrum board

In the Agile Scrum framework, focus lies on short iterations of work: planning what can be done within (at YME) 2 weeks of time.

As such, we see an active sprint with items in it (centre screen).
These items are organised into larger topics called Epics (left screen list, but also the coloured labels on centre screen items).
When one item is clicked, the details are shown (right screen sidebar).

Kanban board

In the Agile Kanban framework, focus lies on limiting multi-tasking: by choosing fewer items to start, it's possible to complete each more quickly.

Here we see no epic list on the left.
In the centre we see all items progress through a workflow, with columns turning red if there are too many items in it.
When clicking one of the item cards, the details are shown on the right hand side.

Issues

At the top of both Scrum and Kanban screens we see a big red "Create" button, which allows us to add new items. When doing so, the correct project and issue-type needs to be chosen.

There are different issue-types in Jira. Each issue-type has an icon that allows us to quickly recognise it.

These are the most often used ones, though available issue-types will differ per project.

The easiest way to look at issues is on a team board, but it's also possible to Search or use Dashboards.

Search

Sometimes you may want to look for data that is not shown on a team board. For example, tickets that are done no longer show up for the team, allowing them to focus on remaining work.

To search, choose "Issues" in the top menu, and then "Search for issues":

The basic search allows you to choose values, filtering down until you see the data you want. If you want to add more criteria, click the "more" button and add a field to filter on.

By saving the search, you create a Filter that can be used as basis for a Team Board or Dashboard.

The "advanced" search allows more features, but requires understanding of simple queries. Jira offers search help to build these queries.

You can choose which details are shown about the results, by choosing the Columns that should be displayed.

Dashboard

If you are not part of a development team, but wish to understand more about how tickets are processed or other processes, it's possible to build a custom Dashboard that shows you all you require.

Dashboards can collect visualisations of filtered data onto one page, letting you interpret data at a glance, or click on details to uncover the underlying data.

If you'd like to understand trends in Jira, but don't know how to build your own dashboard, feel free to contact the Jira COP so we can help you build what you need. (In the future we'll write a manual on how to create your own)

How to setup/use the Dashboard

Login to Jira (As an Agent) https://support.yamnet.com/
Same credentials can be used as Windows (Computer login)

Dashboard setup (only needed for first time or for new dashboard)

1. Go to Dashboards and select Manage Dashboards
2. Select Search
3. Type P&A in the Search field
4. Click on the Search button
5. Click on the star to add your department Dashboard as a favorite (You can select multiple favorite Dashboards)
6. Click on the Dashboard Name to open the Dashboard
From now onwards the selected Dashboard is set as your Jira Home page. If you are working on a ticket or anywhere else in Jira, click on the button to return to your Dashboard.
1. In case your Dashboard is not set as homepage this can be changed in your profile settings via:
  Click on your Avatar (Main navigation bar at the top Right), Under MY JIRA HOME select Dashboard.

Recommended learning

Jira fundamentals (free, self-paced, 90 minutes, certification option)

Jira beginner's guide to Agile (free, self-paced, 90 minutes, certification option)

2. Jira SD for operational support

Customer portal

Issuetypes

Workflows

Field configuration

SD Classification field

New field SD Classification has been created. This field replaces the current EPIC’s used in Servicedesk.

Problem with the current epics is that these are having to many linked issues and as result these cannot being opened anymore or transitioned through the workflow.
The old values will be set for all tickets to the new field and when done below epics will be closed.
! This change has effect on (Dashboard) filters and boards. Please check your personal filters and change the selection of the epics to the new field SD Classification value.

3. Jira YPM for portfolio planning

Issuetypes

Workflows

Field configuration

Yamaha Team(s) field, for Programme and Project

Upon request of PMO team a multi select field Yamaha team(s) for Issue type Programme and Project has been created.
This field replaces the old Team Yamaha field for these two Issues types. If assistance for a bulk update is required, please contact a Jira Administrator.

The Yamaha Team single select field is only needed to be filled for the creation of Deliverables or an Enhancement ticket.

Team(s) can be selected via a drop down menu and pressing CTRL to select multiple teams.
When no values are set, select the edit button to add field values.

Responsible Architect field, for Programme and Project

Upon request of Architect Working Group A User Picker field for Responsible Architect has been setup.
This field will be used by the Architect Working Group to select the Responsible Architect for Programme and Project.

When no value is set, select the edit button.

This field works similar as the Assignee field. When you start typing, suggestions will be made of matching users. Select the user to confirm your choice.

When set it will appear in the people section on the right hand side:

4. Jira YIS for development

Issuetypes

Workflows

Field configuration

Yamaha Teams

Fix/version

When closing an item, you are often prompted to fill in the mandatory field for Fix/Version.

Space shortcuts

Page tree

1. Jira basics

Projects