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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:

  • Share knowledge regarding Jira and Confluence update(s)
  • Solution larger requests together
  • Plan for the future of the system
  • Prioritize  input / requests received

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.


Management alignment/approval required

Jira improvements checklist

YAMAHA TEAMS CUSTOM FIELD

Single select field needed on sub-task/story/epic level. Projects will keep the old label field.

STEP TO STEP GUIDE Team Yamaha to Yamaha Team:

Remove required status from workflow Transitions

  • YIS
  • YM
  • BL
  • BA
  • B2C
  • SD
  • 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

JIRA ARCHIVE OF WORK DONE 

YIS

PMO

JIRA GLOBAL IMPROVEMENTS

  • New Issue type Defect and Change Request for all development projects, yes = Bianca van der Meer 
    Issue type Defect and Change request added to


    Already used in YIS
  • Workflow had to be changed, resolution must be empty for Bitbucket/ Jenkins pull request else a warning is generated. Bianca van der Meer 
  • Sample software project, not used - delete= YES  = Bianca van der Meer 
  • Automation rules, change Global to projects Bianca van der Meer 
  • Big Picture:
  • Archive Jira Project 'Future requirements', Close 5 outstanding stories René van der Pal / Bianca van der Meer 
  • Issue type description update 
  • 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
  • Remove Delete Issues permission for Servicedesk Team, is only for Jira Administrators. Added new role ISD Servicedesk Team. Same authorization as Servicedesk team but Delete issues.
     Added role Servicedesk Team to YMEUACJiraAdministrators. Changed role for YMEUACJiraServiceDeskUsers from Service Desk Team to ISD Service Desk Team.
  • 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 group YMEUACJiraProductOwners added in all Jira IS projects as role for Start/Stop and manage sprint permissions - Bianca van der Meer 


YAMAHA TEAM 

  • Communicate upcoming change to Information Systems teams including EPAM Team Yamaha → Yamaha Team
  • 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 
    • YPM -  transition move to development board screen etc. Team select screen Bianca van der Meer 
  • Change  (YIS) Board filters to add new field in the selection and quickfilters Bianca van der Meer / AJ van Spanje [AgileVisor] 
  • 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.  → 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 

  • Add Yamaha team field to YIS-Boards in Issue Detail View
  • 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

  • Permissions/Access rights Spaces IS Bianca van der Meer 
    • SD-36043 - Create new Confluence group with all IS members IN PROGRESS YME IS groups replace groups on IS spaces.
  • 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?

Pages


CONFLUENCE ARCHIVE OF WORK DONE

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