Introduction

Never worked with Jira before? No problem. Please first read the Jira training Basics page.
In this chapter below the Jira setup for Yamaha Portfolio Board (YPM) is explained.

Before work is ready for development, any idea for software development is first vetted by the portfolio management, to understand whether the proposal is of strategic value to YME.
Once it is agreed that the idea should be implemented, a selection of what to do first is made based on business case, priority, and urgency. This way we ensure that time is spent on the most valuable topics.
In Jira these ideas are created within Jira-Project Yamaha Portfolio Board (YPM) by  YME Portfolio Board Managers.

Yamaha Portfolio Board (YPM) 

Yamaha Portfolio Board is a collection of programs and projects that together should execute the strategy of the organization and contribute to its goals and objectives.
Enhancements, improvements and new functionality requests are raised via the Yamaha Portfolio Board (YPM) and can only be raised by YME Portfolio managers, these are the YME Directors and Division managers.
Functional Design (FD) and Technical Design (TD) activities and approvals are done in the Yamaha Portfolio Board (so no longer CAB).
Planning activities for YPM is done in Jira via Big Picture, by the Project Owner.

All project related documentation can be found under Confluence space Yamaha Portfolio Board. In here you can find Procedures, Training material, report outs, etc. 

YPM Issuetypes

Issuetypes from YPM start with Programme in case of a large multi-quarter initiative, or start with Project in case of a large single-quarter initiative. A Programme can contain multiple Projects, just like a Project can contain multiple Epics.

Programme is a set of related projects issued by management for implementation to deliver business outcomes and benefits.                                          

 A Project is a set of activities to deliver one or more outputs in accordance with a specific business case. A particular project may or may not be part of a program. 

 
An Epic represents high-level initiatives or bigger pieces of work in Jira that need to be broken down.
An Enhancement is a smaller, standalone improvement of existing functionality, that has strategic value on its own.
A Deliverable is used to capture the High Level Design and Low Level Design, created by architects as input for the development team assigned.
A Test is intended to capture UAT planning.

In due time it is expected that Epic, Deliverable, and Test will move into the development projects, away from Portfolio Planning.

The High Level Design (HLD) and Functional Design (FD) are always linked to the  Project YPM-Issue (not Programme!) 
The Technical Design (TD) can be done under the project (single application), but will be registered under the EPIC YPM-Issue.

YPM Documentation

Documentation for FD and TD is written in Confluence under  Project and Programme documentation and needs to be linked to the YPM project and respective EPIC.
A HLD should always be documented under the MAIN project , so highest level. Depending on the complexity of a project (as soon as 2 or more applications are affected) EPICs will be the key to record TDs under.
Although recorded under the EPIC, all TDs should refer/link to the HLD or HFD.

It can be that a project belongs to a Programme (multiple projects delivering functionality of value, e.g. the e-bike programme). If that is the case (recognizable on project level by checking the TICKET GROUP),
documentation of the project should be under the Programmes section in the project documentation section under of the portfolioboard. All non-programme projects are documented under YME Portfolio Projects.

YPM Workflows

This project contains four different workflows, which in some cases include a Project Review Board (PRB) or AWG approval flow.

YPM Issue Creation

A step by step explanation for Portfolio Board managers to create a Project ticket can be found under Yamaha Portfolio Board Space under: How to - create a Portfolio Board Project ticket

A step by step explanation how to create and manage YPM Epics can be found under Yamaha Portfolio Board Space under: How to - create and maintain a PFB EPIC

Field configuration

The field configuration is shared between YPM and CAB projects. The screen configuration is unique to YPM and contains a great many fields on screen.

YPM specific fields

• Yamaha Team(s):  a multi select field used in Issue type  Programme and Project, Enhancement and Epic.
  This field replaces the old Team Yamaha field for these two Issues types. If assistance for a bulk update is required, please contact a Jira Administrator.
  
  Yamaha Team(s) can be selected via a drop down menu and pressing CTRL to select multiple teams.
  For example, the entries on 01/01/2023:
  
  When no values are set, select the edit button to add field values.
  
  
  
  
  
  
• Yamaha Team single select field is only needed to be filled for the creation of Deliverables or an Test ticket. These issue types triggers a Development ticket creation in another Jira project like YIS, B2C, YM, BA, BL.
  This field replaces the old Team Yamaha field for these two Issues types. If assistance for a bulk update is required, please contact a Jira Administrator.
  Same entries can be selected as for Yamaha Team(s).

• Responsible Architect:  used by the Architect Working Group  to select the Responsible Architect used for issue type Programme and Project.
  This  field works similar as the Assignee field.  When you start typing, suggestions will be made of matching users. Select the user to confirm your choice.
  When set it will appear in the people section on the right hand side:
  
• Ticket groups: Checkbox field used to group stories and bugs under a YPM Programme. 
  

Boards

The following boards are used:

PFB Idea Funnel board

PFB Project Delivery

YPM overview

YPM program overview

PRB Approval Board