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 
•  
• 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, who can have access? Scrum master, PO, Release manager, Dept. manager/ team lead ?

Jira improvements checklist

JIRA GLOBAL IMPROVEMENTS

• PMO- YIS Deliverables, move to YIS?  or adjust all SCRUM boards to include to see full workload of the team (Tania)
• 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
• 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
• Adjusted Wolverine and DAYCARE board to include Deliverables Bianca van der Meer 

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 V2Generic 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 
• 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] 
    
• Map XRAY to issue types Change request and Defect. Bianca van der Meer 
•  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 
• 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
    • 
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  • 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

  • Version Manager for Jira app for Jira to limit access for Version manager only instead of Project admin access René van der Pal  

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, EPIC, Enhancement Bianca van der Meer / AJ van Spanje [AgileVisor] 

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 
• 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 
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