Table of Contents

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 IS Projects (YIS) is explained.

Project YIS is set up as a single space to allow Information Systems and Business to align on an Agile way of working, as part of the Agile Transformation.

Together we strive to arrive at a Jira configuration that is usable for all teams, supporting all YME Information Systems processes in a comprehensive, simplified manner.

Yamaha IS Projects (YIS) 

Project YIS is a Software delivery Project used by agile teams working Scrum or Kanban.

YIS Issue types

YIS: Issue Type Scheme contains the following Issue types:

Issue types have a hierarchy to them:

Items in YIS Jira-project are build on the Programmes orProjects created in YPM (Yamaha Portfolio Board) . More detailed information about YPM setup can be found here: Jira training for Yamaha Portfolio Planning (YPM).
An Epic should always be linked to one of these, so it is clear which strategic initiative it's part of.

Explanation per  issue type used in YIS:

AnEpic is a large feature, that is broken down into its component Stories by a scrum team.

AStory is a feature that can be tested separately, and is part of an Epic.

ASub-task is an activity that needs to be performed to complete a higher-level issue type. It's always part of another issue type.

At the same level as Story, other Product Backlog Items exist with slightly different meanings:

ABug is a broken feature found outside of sprint;

A Change Request is a change to an existing feature, requested during UAT;

ADefect is a broken feature found during UAT;

ASpike is a Proof of Concept or other research required to prove the feasibility of a solution;

ATask is a Non-Functional Requirement, work in software development that brings no value to business yet is necessary (for example: code refactoring);

For testing addon Xray is used, the following issue types exist. These are used solely by testers, to plan their work;

APrecondition describes the correct starting point of the test case. It can be a user's configuration; or a required object status, "with product _1" for example; or some permission that needs to be set before a test case is run;

ATest describes a single test scenario;

ATest Execution reports the execution of a Test;

ASub Test Execution represents sub-task tests executions;

ATest Plan is a container for test cases, usually related to a single sprint;

ATest Set collects Tests that logically belong together, so they can easily be reused, for example for planning of UAT.

YIS Issues overview

YIS has two field configurations:

• YIS Field Configuration, this is used by default
• YIS sub-task Field Configuration, used by Issue type Subtask.

YIS Specific Fields

Example Fields overview for Issue type Story and Sub-task:

All used issue fields in YIS are explained below:

• Type: Issue type used, see list under YIS Issue types
  
  
• Priority: By default issues in YIS are set to priority Medium
  
  
  
• Affected Version/s: field is by default empty, can be filled with affected version/s used for releases.
  
  
• Business value:  used to estimate (in a Fibonacci range) the value of that piece of development to the YME business.
  
  

• Labels: tags or keywords that can be added to issues to show whether they possess certain characteristics. If a issue is related to BAU (Business As Usual) activities label BAU is added. 
  
  

• Epic Link: link to epic issue(s) (large feature).
  
  

• Sprint: Multi select field to link the issue to a sprint.
  
  
  
• Requirement status: The requirement test status by version or test plan, is used by XRAY and applicable for issue type Story and Change request.
  
  
  
• Application-Module: Single select list of applications (products) and modules (programs). 
  
  
• Solution Group : This field is used to select a single department that the Yamaha Team falls under. Based upon this field the ticket will appear in the Dashboard queue/filter of a department (manager).
  When all agile teams are formed this field will be phased out for YIS Jira -project.
  
  
  
  
• Yamaha Team: Yamaha Team is a single select drop down field which is required for all issue types used in YIS. 
  

  

  This field includes all teams that exist within YME Information Services. When a new team is founded, an entry is added to this field.

  For example, the entries on 01/01/2023:
  
  
  

  Any team board uses this field to filter on, so it's mandatory to fill in at ticket creation, so that the item will show up on the correct team board.

  

  N.B.: In the past a free text field "Team Yamaha" was used (team#******), in which typing errors caused for tickets to get lost. This old field is in the process of being phased out, so you may still see it on certain screens.

  
  
• Target release date: used to track the intended release date aligned with stakeholders.
  
  
• Ticket groups: Checkbox field used to group stories and bugs under a YPM Programme. 
  
  
  

• Story Points: used to estimate (in a Fibonacci range) the complexity, effort, and risk inherent to the story. Story Points field available for issue type Change request, Task, Story, Bug, Defect, Spike. 

  
  

• DOR: DOR is the abbreviation for Definition of Ready. Scrum teams generally use a Definition of Ready to clarify whether a Jira issue (Product Backlog Item, or PBI) can be taken into sprint.
  Within Jira, this process has been summarized in a field, "DoR", which allows tracking what an issue needs to become ready for development.
  
  The generalized DoR steps are:
  1. PBI created
  2. User Story defined
  3. Acceptance criteria defined
  4. Refinement & estimation done
  5. Ready for sprint
  
  
  N.B. This is an optional feature. Set the field manually in refinement sessions, in case that makes sense for your team.
  
  
• DoD projects: A Definition of Done (DoD) is a term from the scrum framework, which describes the agreement of what it means when an item is set to "Done" status.
  Within YME the intent it to validate these three organization-wide requirements for each ticket, because YME is being audited on these three points.
  For this reason, it is expected that this field will become mandatory across all YME projects in Jira and for all teams.
  When closing a Story, Bug or Defect, it is mandatory in YIS to fill the field "DoD projects":
  
  
  
  
• Design Review: Optional field activated on Epic, Story,  Bug and Spike. Field is set to track Design Review for solution design, technical design, tech review.
  Default is set to 'To be determined'. If value is set to “Yes” or “Completed”  it will show up on the Design Review board. Architects can then deliver input on the design and mark as completed when review is finished.
  
  
• Installation instructions: Optional field used by some teams to store details for deployment, for example if configuration is required or run a SQL on production system. 
  

• Status: Workflow status summary.
  
  

• Resolution: Resolution is set automatically when an issue is closed.
  

  Status	Resolution
  Done	Done
  Done Deployment	Done - Deployment
  Canceled	Canceled

  
  

• Fix/version: Mandatory field used to assign completed developments to a release scheduled to go to production.
  Additionally, on Kanban boards, closed items will disappear from the board once a fix/version is closed, not earlier.

YIS Workflows

This project contains three workflows, with the distinction being made whether an item contains a software release (development workflow) or not (four step workflow).

Any work that can require a deployment uses the "Development" workflow:

These workflow steps are intended for:

• Backlog: work has not started;
• In progress: a developer builds & unit tests their own work to meet acceptance criteria;
• Review: a peer reviews any code & functionality;
• Ready for test: waiting for a QA officer;
• In test: QA officer is performing integration test & regression test;
• In UAT: PO/business validate that the functionality is as required, or provide feedback;
• Done: the work is completed without deployment needed; or
• Canceled: No further work will be done on this issue, it is not required anymore or has become obsolete; or
• Ready for deployment: the work is done & documented, but deployment to production is needed;
• Scheduled for deployment: deployment date is set;
• Done deployment: the solution is available and working on production.

The steps in italics are shown on the deployment board, while "Ready for Deployment" or Done or Canceled is the final state on development boards.

Any issue-type that will not include a deployment uses the simplified "Four-step" workflow:

• Backlog: work has not started;
• In progress: a developer builds & unit tests their own work to meet acceptance criteria;
• Review: a peer reviews any code & functionality;
• Done: the work is completed without deployment needed;
• Canceled: No further work will be done on this issue, it is not required anymore or has become obsolete.

Epics have three additional statuses for Product Owners to prepare the work:

These workflow steps are intended for:

• Epic created: work has not yet started (this specific status allows easy searching for open Epics);
• Define business case: the goal of the epic needs to be made clear - what is the current situation, and why do we need to change this?
• Define acceptance criteria: we can only celebrate the success of an initiative, if we make clear how we will measure success - what is the acceptance criteria?
• Assign team: only after the business case and acceptance criteria are clear,  it make sense to involve a development team.
• In progress: a developer builds & unit tests their own work to meet acceptance criteria;
• Review: a peer reviews any code & functionality;
• Done: the work is completed without deployment needed;
• Canceled: No further work will be done on this issue, it is not required anymore or has become obsolete.

YIS Issue creation

Users (licensed user) can use the  button anywhere in Jira from the top bar.

When using the create button the correct project and issue-type needs to be chosen and  some other (required) fields as well. Required fields are marked with a red * .

Example:

Issues can also being created via the Board or backlog. Subtasks can being created via the original issue. Detailed instructions can be found in Jira training Basics - Issue Creation.

For a Story automatically a description is pre-filled.

YIS Boards

YIS works with 3 template boards.
These template boards have the same configurations across teams.

• Product owner board
• Team Board Scrum or Kanban
• Deployment board

YIS Product Owner board

For Product Owners (PO's) who want to collaborate across teams, we can set up a Product Owner Board.

A PO board shows all Epics, Projects, and Programmes for teams who work on a single solution, enabling PO's to prioritize large initiatives together, and prepare new initiatives before these are assigned to development teams.

Here is an example for PO's Salesforce. Notice how certain epics are assigned to the group "PO Salesforce" to prepare further, instead of a development team:

Remember that a development team only sees Epics that are assigned to their Yamaha Team development team.

A PO board follows Epics across the board in a Kanban flow, using the YIS Epic statuses:

YIS Scrum template

Within YIS all scrum boards use the same template, with the following configuration features:

• Custom field "Business value" is used to estimate (in a Fibonacci range) the value of that piece of development to the YME business.
  Something that cannot be used yet (partial development or a spike) has BV 0, while a development that benefits entire Europe might count as much as BV 13.
• Custom field "DoR" is used to track the Definition of Ready, or PBI readiness for development.
• Card colors show the stages:

• The board contains quick filters to easily select only PBI's relevant for the specific person or meeting:

• Board Columns are named for the story status, though as long as multiple projects exists other statusses are also shows in these columns:

• "Days in column" is activated. Hovering over the dots shows the amount of days in column in text.

• Custom field "Target release date" is available to track the intended release date aligned with stakeholders.
• When closing an item, the "Resolution" is set. This field is cleared when an item is reopened.

YIS Kanban template

Within YIS all Kanban boards use the same template, with the same configuration features as the scrum template, and in addition:

• WIP limit set to team size: distribute the amount of developers over In Progress / Review columns, and the amount of testers over Ready for Test / In Test columns. The BA or PO validates items with status UAT.

YIS Deployment Board

The work done in sprints ends when a PBI is either "Done" or "Ready for Release" in the item workflow. All items that require a deployment are next shows on the Deployment Board.

Since at the moment YME works with bi-weekly releases (and sometimes in-between hotfixes), this board collects all work across teams that still needs to be released.
For B2B Application teams documentation how deployment is done can be found on the following page:  Deployment Procedures.

• Ready for deployment: the work is done & documented, but deployment to production is needed;
• Scheduled for deployment: deployment date is set; 
  
• Done deployment: the solution is available and working on production.

At the top of the screen the quick filter for a team can be activated, which limits the work shown to a single team.