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

Process alignment: Bugfix ticket creation and approval via SD (CAB can be skipped) by PO, Deptmanagers, Teamlead : Jira COP 02 Nov 2022
Resolution stop using, set per project/workflow
- Create list per project/workflow YIS & development projects = Done & Canceled Bianca van der Meer / AJ van Spanje [AgileVisor]
- Review list per project/workflow Dept. managers per Project.
- SD resolution list = Rene, also to be discussed with BAU team/ SD Infra René van der Pal / Bianca van der Meer
- Remove/change resolutions from reporting
SQL results now logged under ticket Change result logging (30 min meeting) Bianca van der Meer / René van der Pal /Rob de Vries / Nico Meijer
Big Picture check teams for members and availability in Big Picture Home -Root René van der Pal
- Onboarding/offboarding → teams BP authorization check global teams Bianca van der Meer
Secure admin app, limit admin access for Infra SD for User management only René van der Pal PO can be requested.
Version Manager for Jira app for Jira to limit access for Version manager only instead of Project admin access René van der Pal
Version manager, who can have access? Scrum master, PO, Release manager, Dept. manager/ team lead ?
User Manuals (Public) authorization discuss access, open for everyone / open for selected group of customers Bianca van der Meer / René van der Pal
Open for distributors: YMEUACConfluenceViewerUsersPublic
Non integrated DB, NON EU customers new (non licensed ) group for login: YMEUACConfluenceCustomerViewerUsersPublic
Ympulse-D, webmasters Ympact etc?
Confluence Spaces: Discuss Ownership/content manager

Jira improvements checklist

E-mail address Jira Admin YME_Jira-AppsSupport@yamaha-motor.eu Bianca van der Meer
- Change e-mailaddres in Atlassian profile for contact support, Billing & Technical Contact for all Licenses Bianca van der Meer
- Avisi profile setup, request change.

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:

Monthly report priority tickets for sign-off
Remove Team Yamaha from screens
Remove Team Yamaha field from YIS-Boards in Issue Detail View AJ van Spanje [AgileVisor]
Remove Team Yamaha field from other boards
- Yams Kanban Board
Update Confluence, teams and dashboards (procedure) = Bianca van der Meer / AJ van Spanje [AgileVisor]
NEW: Default Yamaha team on sub-tasks (from Dzmitry) Inherit Yamaha Team Field, Create separate field configuration, setup a post function for create subtask Bianca van der Meer / AJ van Spanje [AgileVisor]
https://innovalog.atlassian.net/wiki/spaces/JMWE/pages/68878488/Copy+field+value+from+parent+issue
ServiceDesk issuetypes process update, single select instead of multi select Bianca van der Meer

YIS IMPROVEMENTS

J-sox
- YIS- integrate Infrastructure, including J-sox approval workflow (currently included in SD Default Workflow) Bianca van der Meer AJ van Spanje [AgileVisor]
- Add validation for deployment approvers group for status to done deployment Bianca van der Meer
Training material Jira AJ van Spanje [AgileVisor]/ Bianca van der Meer / Sreyasi Das [Incrementor]
CLEANUP / USABILITY
- YIS default screen config clean up
- YIS field config clean up
- On closing pop-up, add mandatory fix/version field (from AJ) AJ van Spanje [AgileVisor]
- Disappearing comments pop-up
- Split error YIS: solution group, Yamaha team
- BEW: Subtask to inherit team name!!!
- custom fields to local contexts
- Worklog permissions
- YIS-Boards Issue Detail view
- YIS-Boards Card layout
DoD required / UAT / on epic?
- Only on issue type when used (scheduled for deployment) AJ van Spanje [AgileVisor]/ Bianca van der Meer
- DOD project = team → Confluence Bianca van der Meer
- DOD Projects= review Bianca van der Meer / AJ van Spanje [AgileVisor]
Epics process
- create meaningful epics WF (Arthur) AJ van Spanje [AgileVisor]
- Epic points / WSJF op epics (Arthur) AJ van Spanje [AgileVisor]
- Where should we create epics? YPM or YIS? (Arthur, Benjamin) Bjorn says there is no standard. B2B uses YPM, B2C uses B2C. And no owner who can decide on this. AJ van Spanje [AgileVisor]
- Can we have a Yamaha-Team for PO's per product, to priorities/prepare work? (Arthur le Blanc, Benjamin Smits, Stefano Arzuffi, Marc de Graaf) Salesforce-POs Bianca van der Meer / AJ van Spanje [AgileVisor]
Reporting request from Vladislav addon Approved by René AJ van Spanje [AgileVisor] / Bianca van der Meer
- status-time-free install addon Bianca van der Meer
- Reporting /addon use instructions
- NEW: Review addon limitation of use AJ van Spanje [AgileVisor]
YIS board transitions - AJ van Spanje [AgileVisor]
- Ympact team kanban board
  - Fix Ympact board filter to include team name
  - Create new Ympact kanban board
  - Remove old Ympact kanban board
  - Create Ympact scrum board ON HOLD
  - YMPACT OMS move for issuetypes bug/defect Bianca van der Meer / AJ van Spanje [AgileVisor]
- Logistics team kanban board
  - Fix Logistics board filter to include team name
  - Create new kanban (template)
  - Remove old kanban (non-template)
  - Create Ympact scrum board ON HOLD
Installation instructions
- Location of installation instructions → impossible. Let's remove the default text instead AJ van Spanje [AgileVisor]
- Installation instructions local context? Does Ympact use this? - AJ van Spanje [AgileVisor] (Rob de Vries rob.devries@yamaha-motor.nl) → Ympact does use this. Cannot limit to local
- Rename "Installation instructions" to "Code/Configuration Details" (From SF) Check with Ympact team, EPAM - AJ van Spanje [AgileVisor]
Releases:
- NEW: Can we have a "target release date" field in Jira? (SF team) - AJ van Spanje [AgileVisor]
- Release numbers in versions = Marcel/AJ
- Naming convention versions, in Confluence Release numbering procedure Marissa Smit / AJ van Spanje [AgileVisor] Release preparation: BAU + eBikes + WaveRunners
- Target release date global context? Marissa Smit
- Make Release preparation: BAU + eBikes + WaveRunners easy to find in Confluence
- Release documentation condensation in Confluence Marissa Smit
  - Release numbering procedure ( B2B- Java procedure only)
  - How-to Manage versions (Jira instructions)
  - Release management procedure (B2B instructions per product)
  - Version Control
  - Release preparation: BAU + eBikes + WaveRunners (B2C- procedure only)
- Fix/version use? Limit to release managers? - Marissa Smit
- Affected version/s System Field add to screens for YIS AJ van Spanje [AgileVisor]
Test types/screens investigation AJ van Spanje [AgileVisor]
- Investigation AJ van Spanje [AgileVisor]
- Test types clean up?: sub-test execution & test setAJ van Spanje [AgileVisor]
- Standardize field order on test screens?AJ van Spanje [AgileVisor]
- Remove fix/version from test screens? (Alexa) AJ van Spanje [AgileVisor]
- NEW: Add "Sprint" field to all test type screens (Grzegorz)

JIRA GLOBAL IMPROVEMENTS

Bugfix ticket creation and approval via SD (skip CAB) by PO, Dept. managers, Teamlead, Select Jira-Project, Yamaha Team
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
- 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
Component as systems remove from screens Bianca van der Meer
- Empty component fields, move to custom field Portfolio 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? 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)
- Adjusted Wolverine and DAYCARE board to include Deliverables Bianca van der Meer
PMO-YIS EPIC creation, not clear for the teams (Tania)

JIRA ARCHIVE OF WORK DONE

YIS

Workflow cleanups YIS:
- NEW: Defect has Generic Test WF assigned, instead of Generic Bug WF. Correct this? (From Diego email) - AJ van Spanje [AgileVisor]
- NEW: "Done deployment" resolution is set for status "Done" illogically (From SF) - Bianca van der Meer
- NEW: Spikes: can we please skip statusses in WF? (From SF) - AJ van Spanje [AgileVisor]
- Move bug & defect to Development flow - needs communication AJ van Spanje [AgileVisor]
- Move Test issuetypes to Subtask flow - needs communication AJ van Spanje [AgileVisor]
- Move Epics to Subtask flow - needs communication AJ van Spanje [AgileVisor]
- Rename Subtask flow to Simpe 4-step flow AJ van Spanje [AgileVisor]
Location of acceptance criteria → impossible. Let's deactivate acceptance criteria for this reason, and use Description instead. AJ van Spanje [AgileVisor]
Create/correct new YIS boards (template/filter) - AJ van Spanje [AgileVisor]
- B2B bord transparancy = Mohan - AJ van Spanje [AgileVisor]
- Scrum & Kanban template AJ van Spanje [AgileVisor]
- Marvels epic needs to be removed → Show Rene first AJ van Spanje [AgileVisor]
- Marvels old scrum needs to be removed → Show Rene first AJ van Spanje [AgileVisor]
- Create kanban board template = HIQ → REVIEW Bianca van der Meer
- Java kanban board needs template + filters → move to template AJ : New board AJ van Spanje [AgileVisor]
- B2B-apps java kanban needs to be removed - Check with Valentina - AJ van Spanje [AgileVisor]
- All test boards need to be made standard or removed - investigation Andrzej - confirmed - AJ van Spanje [AgileVisor]
- Setup Wolverine scrum for Tania https://support.yamnet.com/secure/RapidBoard.jspa?rapidView=107&view=planning&issueLimit=100 AJ van Spanje [AgileVisor]
- Setup Daycare scrum for Tania https://support.yamnet.com/secure/RapidBoard.jspa?rapidView=108&view=planning.nodetail&issueLimit=100 AJ van Spanje [AgileVisor]
- Java kanban board - remove old board: https://support.yamnet.com/secure/RapidBoard.jspa?rapidView=97&view=planning.nodetail&issueLimit=100 - Check with Valentina & Tania

PMO

- NEW: business value activeren op stories (Arthur) - AJ van Spanje [AgileVisor]
- NEW: business value activeren op epics (Arthur) - AJ van Spanje [AgileVisor]

JIRA GLOBAL IMPROVEMENTS

New Issue type Defect and Change Request for all development projects, yes = Bianca van der Meer
Issue type Defect and Change request added to

Already used in YIS
Workflow had to be changed, resolution must be empty for Bitbucket/ Jenkins pull request else a warning is generated. Bianca van der Meer
- Generic Bug Workflow Added status Scheduled for deployment, Added transition To scheduled for Deployment, condition added empty resolution field.
- Generic Development Workflow V2 Generic Development Workflow V2 Transition To scheduled for Deployment: changed condition to empty resolution instead of adding resolution Scheduled for deployment.
  
  Example warning YIS-614 bug fix
Sample software project, not used - delete= YES = Bianca van der Meer
Automation rules, change Global to projects Bianca van der Meer
Big Picture:
- Bigpicture cleanup: team only setup in Root, then assigned in PROG Bianca van der Meer
Archive Jira Project 'Future requirements', Close 5 outstanding stories René van der Pal / Bianca van der Meer
Issue type description update
Jira-test Incoming/Outgoing mail settings change : Bianca van der Meer / Daan Delpeche [X]
Jira-production Incoming/Outgoing mail settings change Bianca van der Meer / Daan Delpeche [X]
Jira-production Incoming/Outgoing mail settings setup PACS
Remove Delete Issues permission for Servicedesk Team, is only for Jira Administrators. Added new role ISD Servicedesk Team. Same authorization as Servicedesk team but Delete issues.
Added role Servicedesk Team to YMEUACJiraAdministrators. Changed role for YMEUACJiraServiceDeskUsers from Service Desk Team to ISD Service Desk Team.
NEW: Add Jira rights for PO & BA to set sprint goal (From SF)
- YIS PO/SM/Dev access rights draft - AJ: project roles exist and are assigned to logical rights in permission scheme.
- User group YMEUACJiraProductOwners added in all Jira IS projects as role for Start/Stop and manage sprint permissions - Bianca van der Meer
Version Manager for Jira app compatible with Data Center, install on Production and inform users.
“As a small vendor, I have decided to not go through the effort of Data Center certification by Atlassian. However, the Version Manager for Jira addon works perfectly fine with Jira Data Center, is fully supported from my side for Data Center and quite some customers are using it in Jira Data Center successfully. You can safely use it in Jira Data Center. “
- Install on Jira-test, check if it is working as expected Bianca van der Meer
- Contact Avisi for AFOS migration if app can be used Bianca van der Meer
- Install trial version in Production & inform users./ Bianca van der Meer
Bugfix creation via SD for YIS Bianca van der Meer
Ticket creation via SD for B2C-Incident Bianca van der Meer

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

Confluence spaces organization/overview Bianca van der Meer
Condense spaces into logical topics Bianca van der Meer / AJ van Spanje [AgileVisor]
YIS space
- YIS/ YPM intro Bianca van der Meer / AJ van Spanje [AgileVisor]
Reorganize User Manuals (Public) remove departments but only include products/applications Bianca van der Meer
SD-33871 - Confluence after login search bar is not visible IN PROGRESS Check after migration to AFOS if this is still an issue Bianca van der Meer

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

Atlassian space add Jira basic instructions AJ van Spanje [AgileVisor]
- Issue type overview + description AJ van Spanje [AgileVisor] (already done in Jira)
Where to store Team information? General Information Systems Division? Bianca van der Meer / AJ van Spanje [AgileVisor]
- Create template for (YIS) teams Bianca van der Meer / AJ van Spanje [AgileVisor]
Move pages from General to General Information Systems Division and informal all users Bianca van der Meer

CONFLUENCE ARCHIVE OF WORK DONE

Delete space Technical Documentation Bianca van der Meer
Delete space Source MS-SQL scripts move one page MS-SQL Scripts to General IS space Bianca van der Meer
Create new General Information Systems Division space Bianca van der Meer
New Jira portal instructions including guide for Information Systems & P&A Customer support
Restructure Page tree in Atlassian Space Bianca van der Meer

Jira Community of Practice (COP)

Management alignment/approval required

Jira improvements checklist

YAMAHA TEAMS CUSTOM FIELD

YIS IMPROVEMENTS

JIRA GLOBAL IMPROVEMENTS

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 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

JIRA ARCHIVE OF WORK DONE

YIS

PMO

JIRA GLOBAL IMPROVEMENTS

YAMAHA TEAM

Confluence improvements checklist

Spaces

Permissions

Pages

CONFLUENCE ARCHIVE OF WORK DONE