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Table of Contents

Introduction

In this chapter below the Jira setup for Yamaha Motor Next Stage project (YNS) is explained.

Yamaha Motor Next Stage Projects (YNS) has been setup as supporting platform to check the progress between YMC and PwC at the same time in the YNS project.
By managing the project in Jira the progress is visualized and can be used for managing the relationship of tasks across teams, the relationships between stakeholders can be strengthened and appropriate methods can be considered within the YNS project.

YME will maintain all work done for all EU rollout Project in YME Jira. To prevent double maintenance in two systems addon Backbone Sync for Jira is used to sync YNS project issues between Jira PwC US  and Jira YME.
The issues synced between both instances are limited to EU Rollout Projects only.


Backbone sync between Jira YME and Jira PWC US

Backbone issue Sync for Jira is a addon that is used to connect Jira systems via HTTPS, email, and file transfer, and automatically sync issue data. 
This addons makes Cross-company collaboration simple.
Configuration of Backbone issue Sync for Jira and error handling is done by a Jira Administrator.
Documentation for this addon is supplied by the vendor: K15t-Backbone Server and Data Center.


The Jira Project name in both instances is similar: Yamaha Motor Next Stage project (YNS)

Only the project key differs:
Jira YME: EUYNS
PWC US: CON000585

Issues are synced bidirectional, meaning the same data is existing in both instances.
Backbone detects each existing issue from Yamaha Motor Next Stage project and creates a new issue with the same data in the other Jira instance. Afterwards, each change synchronizes between both issues. 

Via the Backbone issue Sync panel at the left side you can see to which issue it has been synced in the other instance.
If any error occur this will be visible in the Backbone troubleshooting section of the addons configuration which is monitored by Jira Administrators at YME Instance. In case questions about a issue error sync please reach out to a Jira Administrator. 

Jira YME: EUYNS-613                                                                                  Jira PWC US: CON0000585-46381

         


Jira issue synchronization between YME and PWC US only supports specific issue types: 

  • Action Items (stand alone tasks)
  • Tasks (originating from PROJECT/EPIC)
  • Sub-Task (originating from task)
  • Issues (originating from EPIC)
  • Risks (originating from EPIC)
  • EPICS (Project)
  • FEATURES (Project)
  • Decision (Project)


The issues synced between both Jira instances are limited to EU Rollout Projects only.
The “workstream” field in YNS Jira is used to distinguish which project the items are linked to.
All related EU Rollout Projects in YNS Jira can be found under the following workstreams:

  • EU Accounting
  • EU Master Data
  • EU Project Management
  • EU Rollout (Gr1_Ph1)
  • EU S&L
  • EU S&L (P&A)
  • EU S&L (Units)
  • EU S&L (WTY)
  • EU Technical Support


Yamaha Motor Next Stage project (EUYNS)

Yamaha Motor Next Stage project (EUYNS) is setup as a Jira Software delivery project in Jira YME Instance, with the same configuration as Yamaha Motor Next Stage project in Jira PWC US.
This project is used by YME Information Systems to plan and track the progress of YNS EU Rollout Projects.


YNS Issue Types


YNS Structure 


In Jira, the main person in charge and sub-person in charge will be assigned to each task.
All assigned persons need to exist in both Jira instances to prevent errors in Backbone Sync.



Link YNS and YIS

Software Development within YME is done in project Yamaha IS Projects (YIS). Documentation can be found on the following page: Jira training for Yamaha IS Projects (YIS).
To monitor the progress for software development for SAP and Informatica related to the Yamaha Next Stage project issues need to to be manually linked on EPIC level between Yamaha Next Stage Project (EUYNS) and Yamaha IS Projects (YIS).
A YIS Epic can be linked to multiple Epics in EUYNS.


In YIS the following relation of issue types is used:

image2022-11-23_10-35-1.png

Epic will be created per interface and these will be linked to EUYNS project to track progress.

Stories will be used for the design and development

Sub-tasks can be created under the Story to break down the work done.


How to link a Epic in YIS to a EUYNS Epic:

After creation of a YIS EPIC open the issue and create 3 Issue links via +

Issue Link screen will open:

Make the following selection in the screen:
1. This issue: select one of the tree below:

  1. Capability rolls down to 
  2. Feature rolls down to 
  3. Is child of 

2. Issue:  select Issue Key EUYNS Epic

3. Press Link to confirm


After creation of the three links it will look as per below in YIS: example YIS-2661 - Getting issue details... STATUS


When opening EUYNS-703 - Getting issue details... STATUS it will look as follow:



This epic link will reflect in Big Picture which is used by YME Management for project planning and managing.


Big picture (project planning)

Big Picture addon is used for planning and managing  Yamaha Portfolio Board (YPM) Programme's and Projects and YNS EU Rollout Projects  (SAP, Informatica implemenation).

Documentation for Big Picture is supplied by the vendor: About Big Picture 

In Big Picture PROG-13 is used for YNS Project overview.
Break down structure :

  1. EUYNS-1005 - Getting issue details... STATUS
  2. EUYNS-612 - Getting issue details... STATUS
  3. EUYNS-613 - Getting issue details... STATUS
  4. EUYNS-703 - Getting issue details... STATUS
  5. YIS-2661 - Getting issue details... STATUS



By adding Yamaha team as column and using JQL search Yamaha Team on name issues can easily being filtered out.
Example below for team Transformers (Informatica implementation team)



Big Picture Configuration

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