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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
    • 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
  •   SD-40559 - Getting issue details... STATUS 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
      • YIS-441 - Getting issue details... STATUS
      • YIS-438 - Getting issue details... STATUS
      • YM-686 - Getting issue details... STATUS
      • YIS-451 - Getting issue details... STATUS
      • YIS-449 - Getting issue details... STATUS
      • YIS-455 - Getting issue details... STATUS
      • YM-705 - Getting issue details... STATUS
      • YIS-437 - Getting issue details... STATUS
    • 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 

      • 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

  • SD-27805 - Getting issue details... STATUS 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? B2C-9698 - Getting issue details... STATUS 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


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.

Pages


CONFLUENCE ARCHIVE OF WORK DONE

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