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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.

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:

The issues synced between both instances are limited to EU Rollout Projects only.

In short it means that any change done in Jira PWC or Jira YME  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. CON0000585-54579 <-> EUYNS-1546 <-> YIS-11225
In Jira YME EUYNS project both Backbone Syncs are visible in the right panel under Backbone Issue Sync. 

Example: EUYNS-1546

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  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 Jira YME YIS project. Team information can be found under Team Procedures .

Hereunder, also naming convention is mentioned for PDD, epics etc. 

Backbone sync YNS project between Jira PWC US (YMC) and Jira YME 



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 (YNS) 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 right side you can see to which issue it has been synced in the other instance.

Jira YME: EUYNS-1546                                                                                     Jira PWC US: CON0000585-54579

       


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:

  • 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.



When the original issue is created in Jira PWC (CON0000585) then in Jira YME EUYNS the reporter will appear as ServiceAccountBackbone


Backbone sync between Jira YME EUYNS project and YIS project 

Software Development within YME is done in project Yamaha IS Projects (YIS). YIS Documentation can be found on the following page: Jira training for Yamaha IS Projects (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

  • EU Accounting 
  • EU S&L (P&A) 
  • EU S&L (Units)
  • EU S&L (WTY)
  • EU Technical Support


Team
Field in EUYNS called: Client Team
Field in YIS called: Yamaha Team

  • AVENGERS
  • B2C-CDP
  • B2C-DIGITALUM
  • B2C-EPAM-DEVOPS
  • B2C-EPAM-MOTORS
  • B2C-EPAM-WAVERUNNERS
  • CLOUD-RANGERS
  • CRM-KANDO
  • DRAGONBALL
  • EU Accounting
  • EU S&L (P&A)
  • EU S&L (Units)
  • EU S&L (WTY)
  • LIGHTBEAM
  • MARVELS
  • QUICKSHIFTER
  • TRANSFORMERS
  • TRICITY
  • WOLVERINE
  • YAMALUBE


Fields "Reporter" and "Assignee" are not synced between EUYNS and YIS.
Reason for this is that all YME users must also exist in Jira PWC and this will cost to many licenses.

When the original issue is created in Jira PWC (CON0000585) or in Jira YME (EUYNS) the reporter will appear as ServiceAccountBackboneYIS-EUYNS


Via the Backbone issue Sync panel at the right side you can see to which issue it has been synced in the other instance or YME project.

EUYNS-1546                                             YIS-11225   



The Backbone sync link internally via EUYNS and YIS is not working as this refers to a local host.
Please type the Issue Key number in the Search of Jira YME to access this issue.


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 for administrators

Backbone Sync errors

If any Sync error appears or if you have questions why an issue is not synced between any of the Jira instances or Jira YME EUYNS-YIS project please contact a Jira Administrator.


Sync errors will appear when an Issue type is moved to another issue type. This must always be done manually in both Jira instances and project as the (new) workflow needs to be mapped.

Common sync errors

  • Issue type has been manually changed via move option in Jira PWC or Jira YME.  Please try to avoid moving issues to another issue type, instead cancel the wrongly created issue and create a new issue with the correct issue type! 
    • Action: If move is already done, perform the same Issue type move action in Jira PWC and Jira YME for all synced issues in all related Jira projects. If you do not have access to perform this action in Jira PWC and Jira YME please contact a Jira administrator.

Jira PWC CON0000585 ↔ Jira YME EUYNS

  • Users in field "Assignee", "Member" or "Owner" is not known in both Jira instances 
    • Action: Contact a Jira Administrator

  • Field "Workstream" is not filled 
    • Action: Add a EU Workstream value to the "Workstream" field. See synced workstreams under Backbone sync YNS project between Jira PWC US (YMC)  and Jira YME

Jira YME EUYNS ↔ Jira YME YIS

 
 

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