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Table of Contents

Introduction

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

Per December 2023 YME solely leads the overall program for Yamaha Next Stage (YNS) EU roll-out . 
Previously Ownership was at YMC and PWC EU was leading the overall program, with the handling over towards YME some changes in the Jira setup have been made.

Per all activities related to YNS YME Rollout will documented in YME Jira and Confluence.

EUYNS Project will not be used anymore on short term and the Backbone Issue sync towards YMC (hosted in Jira PWC US) will be stopped, also the Backbone issue sync between EUYNS and YIS project in YME Jira has been stopped.
Yamaha Motor Next Stage project EU Rollout progress will further be tracked under a new Jira project called Yamaha Motor Next Stage (YNSEU). Team related activities will be tracked under Yamaha IS Projects
YME documentation related to YNS for SAP and Informatica and YNS Teams - Procedures Guidelines Onboarding WoW is stored under Confluence Space IF.


Per Backbone Issue sync and Bigpicture addon has been uninstalled and can no longer be used.

The following has happened after uninstallation of Backbone Issue Sync:

  • The sync info panel on the issues synced has been removed
  • Updates between the previously synced issues will no longer be synced
  • The issues synced will not be deleted (Backbone never deletes any issues)

Custom fields: Partner Issue Key YME and  Partner Issue Key YNS Project will remain and if set the Issue key from the partner project is still visible.


As PWC Jira is has Backbone Issue Sync addon still enabled the sync panel is still visible in this instance.


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 YNS Teams - Procedures Guidelines Onboarding WoW 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 workstreams only.

In short it means that any change done in Jira PWC US or Jira YME  is synchronized to each other for agreed issues types and workstream.
To trigger a issue to be synced with Jira YME YIS also the team field cannot be empty.

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 Jira Backbone Sync PWC and YME

*All agreed issue types

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.


Loading of the presentation will take a while, please download the presentation to view the slides.


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 YNS Teams - Procedures Guidelines Onboarding WoW .

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 and configuration in both instances is similar: Yamaha Motor Next Stage project (YNS)

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

Issues for EU Rollout Projects workstreams 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. 

Reporter

Reporter is a mandatory field in Jira and is automatically filled when an issue is created.
As issues will be created by Backbone Sync this will be displayed as reporter in the synced issues.
Only in the Jira project where the issue originally has been created the original reporter (user) will be visible.

See below overview of the reporter set when Backbone sync is triggered for issue creation:

  • Issue created in Jira PWC CON0000585, reporter in Jira PWC CON0000585: Original reporter
  • Issue created in Jira PWC CON0000585, reporter in synced issue Jira YME EUYNS: ServiceAccountBackBone       
  • Issue created in Jira PWC CON0000585, reporter in synced issue Jira YME YIS: ServiceAccountBackBoneYIS-EUYNS

  • Issue created in Jira YME EUYNS, reporter in Jira YME EUYNS: Original reporter
  • Issue created in Jira YME EUYNS, reporter in synced issue Jira PWC CON0000585: YNC Sync User
  • Issue created in Jira YME EUYNS, reporter in synced issue Jira YME YIS: ServiceAccountBackBoneYIS-EUYNS

  • Issue created in Jira YME YIS, reporter in synced issue Jira PWC CON0000585: YNC Sync User
  • Issue created in Jira YME YIS, reporter in synced issue Jira YME EUYNS: ServiceAccountBackBoneYIS-EUYNS



Backbone Issue Sync panel

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

       

 

Synced Field values Jira PWC and Jira YME

Issue sync between Jira PWC and Jira YME is triggered based on the values in the following fields:

  • Issue type
  • Workstream

Issue Types

Jira issue synchronization between Jira PWC and Jira 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)
  • Defect (originating from EPIC)

Workstream

The issues synced between both Jira instances are limited to EU Rollout Projects workstreams only. 
The “Workstream” field in YNS Jira is used to distinguish which project the items are linked to and is mandatory to be filled for syncing an issue between Jira PWC and Jira YME. 
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

Field "Dependent Workstream" is also synced but is not mandatory for having an issue synced between Jira PWC and Jira YME.

Yamaha Motor Next Stage project (EUYNS)

Yamaha Motor Next Stage project (EUYNS) is setup as a Jira Software delivery project in Jira YME, 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 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)

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.

Reporter

Reporter is a mandatory field in Jira and is automatically filled when an issue is created.
As issues will be created by Backbone Sync this will be displayed as reporter in the synced issues.
Only in the Jira project where the issue originally has been created the original reporter (user) will be visible.

See below overview of the reporter set when Backbone sync is triggered for issue creation:

  • Issue created in Jira PWC CON0000585, reporter in Jira PWC CON0000585: Original reporter
  • Issue created in Jira PWC CON0000585, reporter in synced issue Jira YME EUYNS: ServiceAccountBackBone       
  • Issue created in Jira PWC CON0000585, reporter in synced issue Jira YME YIS: ServiceAccountBackBoneYIS-EUYNS

  • Issue created in Jira YME EUYNS, reporter in Jira YME EUYNS: Original reporter
  • Issue created in Jira YME EUYNS, reporter in synced issue Jira PWC CON0000585: YNC Sync User
  • Issue created in Jira YME EUYNS, reporter in synced issue Jira YME YIS: ServiceAccountBackBoneYIS-EUYNS

  • Issue created in Jira YME YIS, reporter in Jira YME YIS: Original reporter
  • Issue created in Jira YME EUYNS or Jira PWC CON0000585, reporter in synced issue Jira YME YIS: ServiceAccountBackBoneYIS-EUYNS



Synced Field values Jira YME EUYNS and YIS

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)


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


Backbone issue Sync panel

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.

Example: EUYNS-1546                            YIS-11225   



The Backbone sync link internally via EUYNS and YIS is not working as this refers to a local host. 
Due to firewall limitations it is not possible to go outside and inside of a Jira Instance in one query which is required for Backbone Issue Sync.
 


Workaround: Please type the Issue Key number in the Search of Jira YME to access the issue or click on the Partner Issue Key YME field if this is filled or the Issue sync link ( synced from or synced to).

Example: EUYNS-10330                                                                                                                     YIS-13385

 

For newly synced issues also Issue links are added see below example:

EUYNS-13385

YIS-13385



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 the issue is already moved to another issue type , 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

  • Field "Workstream" is not filled 
  • Field "Client team" in EUYNS or "Yamaha Team" is not filled 
  • Wrong epic link: EUYNS Issue type Story, Task or Defect need to be linked to an EUYNS Epic. YIS issue type Story, Task or Bug need to be linked to an YIS Epic.
    • Action: Link Issue type to a Epic in the same Jira project. 
      Tip! Use Jira search and add the Summary in the text  field to find the Epic Issue Key in the same project.

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

 
 

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