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.
Jira PWC US is selected as source project from where all action items, development activities are recorded and distributed (synced) to Jira YME .
YME will maintain all work done for all EU rollout Project in YME Jira.
YME documentation related to YNS for SAP and Informatica and Team Procedures is stored under Confluence Space IF.
To prevent double maintenance and to allow teams working in their own familiar Jira instance and project, addon Backbone Sync for Jira is used.
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.
For YNS the following two Backbone syncs are active:
- Backbone sync between Jira PWC US (YMC) and Jira YME for YNS
- Backbone sync between Jira YME YNS project and YIS project
The issues synced between both instances are limited to EU Rollout Projects only.
In short it means that any change done in PWC JIRA or YME JIRA is synchronized to each other for agreed issues types, workstream and team.
All YNS issues are connected and updated as soon as a change is done: e.g. CON0000585-5069 <-> EUYNS-1234 <-> YIS-3456
Visual overview Backbone Sync PWC and YME
Yamaha Next Stage (YNS) Jira Project Management Policy
The Yamaha-motor Next Stage Jira Project Management Policy includes information like purpose of Jira implementation, progress management and rules.
Note: This presentation explains full setup done for YNS in PWC US. Jira YME instance is limited to EU Rollout Projects information only.
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In principle, particularly for the YME integration team (TRANSFORMERS), all work relates to specific PDD FEATURES. Under a FEATURE, the Project team will specify more specific PDDs.
In there, the YME teams involved in integration will collaborate. Collaboration with YME teams is only done in YME Jira YIS project.
Hereunder, also naming convention is mentioned for PDD, epics etc.
Backbone sync for YNS between Jira YME and Jira PWC US
The Jira Project name in both instances is similar: Yamaha Motor Next Stage project (YNS)
Only the project key differs:
PWC US: CON000585
Jira YME: EUYNS
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.
Jira YME: EUYNS-613 Jira PWC US: CON0000585-46381
Jira issue synchronization between PWC US and YME 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)
- Story (originating from EPIC)
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:
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.
Backbone sync between Jira YME EUYNS and YIS
Yamaha Motor Next Stage project (YNS) related issues between EUYNS and YIS are synced bidirectional, meaning the same data is existing in both YME Jira projects.
Backbone sync detects each existing issue from any of the two projects and creates a new issue with the same data in the other Jira Project. Afterwards, each change synchronizes between both issues.
As only work for Yamaha (scrum) teams should be visible in YIS the sync between EUYNS and YIS is limited on the following field values which are mandatory to be filled:
- Issue type
- Workstream
- Team (Client team/Yamaha Team)
Below detailed field values are included in the sync:
Issue Types
| EUYNS | <-> | YIS |
|---|---|---|
| EPIC | <-> | EPIC |
| STORY | <-> | STORY |
| TASK | <-> | TASK |
| SUB-TASK | <-> | SUB-TASK |
| DEFECT | <-> | BUG |
Workstreams
Team
Field in EUYNS called: Client Team
Field in YIS called: Yamaha Team
Via the Backbone issue Sync panel at the left side you can see to which issue it has been synced in the other instance or YME project.
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.
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 (YNS) project is
A YIS Epic can be linked to multiple Epics in EUYNS.
In YIS the following relation of issue types is used:
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:
Capability rolls down toFeature rolls down toIs 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 
When opening 
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 :
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
Overview
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