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Structure 

A project must be structure as below for the moment. We are currently within a transition period because the tool version and feature will evolved within the next few months. 

There is an ongoing work at Company level to enhance the current setup. This structure will slightly change during the following weeks/months. 

Item type:

There is a few type of tasks you can create within Jira for the moment:



Xray related items are all linked to the testing phase.

Sub item type:

There is two type of subtasks 

  1. The High level one is the Top level initiative. It is used to capture the main information related to a project.
    ## The usage of this item aims to ease the reporting and link creation between all items of a define project. This is partially achieved for now. 
  2. Below the Top level initiative we are using Epic to display the organisation of the project and backlog. 
    1. A PMO checklist item type for each phase that would be used to manage the PMO - Admin task. This is created automatically in most of the cases
      This item is using a Kanban process (Backlog, In progress, Done) for all tasks below it. Those task are mainly create automatically. 
    2. Other Epic / Feature that are used for project content. 
      1. This must follow the standard define here: 
  3. Below each Epic they are two types of item. There is a general agreement to use them. 
    1. User Story - It is used for delivery activity that is organise by Sprint - The standard explanation is available here:
    2. Task -  It is used for all activities that is organise through a Kanban model (Backlog, In Progress, Done). 

Globally it means we are having the following structure based on item types. 


Risk : 

A risk must be linked to a Task or User Story. It must be created from the related item and using the below button. 

Select the Risk type and chose a self explain name


If you are managing a Jira project outside the Jira DAAI platform one you might not have that item type for the moment.  

Nevertheless an item within the DAAI Jira must be created so you can create the risk under that structure. 



To explore: https://solvayagile.atlassian.net/plugins/servlet/project-config/EBR/administer-components

Atlas project orga: https://team.atlassian.com/project/SOLVA2-15/updates


Creation of views

Few views has to be created in order to prepare standard Dashboard. 

One view showing all items that are linked to Epics under the project. 

To create the filter go to the page and click the button Create Filter. 

Project filter: 

The filter must be configured (linkedIssue in (LIST OF EPICs) or issueLink in (LIST OF EPICs)) ORDER BY key asc
Name : We can use the project name
Sharing permissions: configure Viewers to "Project" and then "Dta Platform..." like below


Project's Risk filter: 

The filter must be configured (linkedIssue in (LIST OF EPICs) or issueLink in (LIST OF EPICs)) AND type = Risk ORDER BY key asc
Name : We can use the project name + "- Risks"
Sharing permissions: configure Viewers to "Project" and then "Dta Platform..." like below

Project structure example:

Robustify :





Jira Project explanation

  • The Jira project used within the data platform is https://solvayagile.atlassian.net/jira/software/c/projects/DAAI/boards/673

    1.  Content

      The "Data platform - DAAI" is used to follow initiative and project during the end to end phase (from the Intake to maintenance). 
      Activities within different teams of the platform. 

    2. Quick link:

      1. Board showing kanban and timeline :

        1. DAAI Initiative overview: All initiatives that are planned and ongoing with a phase from Backlog to Strategized. 
          1. Filter : Only my issue will displays issues which are currently assigned to the current user [assignee = currentUser()]
          2. Filter Not planned will displays all issues which have an empty Start date  ["Start date" is EMPTY]
          3. Filter Phase xxxxx will displays all issues currently in the selected phase
        2. DAAI Project Board : All initiatives that are planned and ongoing with a phase from delivery to Done
          1. Filter: Ongoing project DAAI will displays all issues currently ongoing. 
        3. DAAI All running activities : All activities that are not finished and for which a Start date is known

      2. A Dashoard

        containing the main important information is here: https://solvayagile.atlassian.net/jira/dashboards/10366 . It is split in 4 different views.

        1. Personal Initiative: This Dashboard can be used by SDM to see project status that are within in his own scope. 
        2. DAAI Project Board : All initiatives that are planned and ongoing with a phase from Plan value to Hypercare
        3. DAAI All running activities : All activities that are not finished and for which a Start date is known
        4. Not planned initiative DAAI : All initiatives that are not planned. All project ongoing are part of that board. 
        5. Ongoing BAU activities DAAI : All activities that are not a project, an initiative 

      3. A roadmap :

        which is allowing to have a more detailed and specific view of initiatives : https://solvayagile.atlassian.net/jira/software/c/projects/DAAI/boards/782

        1. You can use "Quick filters" in order to see only 'Ongoing project'
        2. You can also used the filter "Epic" in order to have a specific view on one or multiple define projects.


Creation of a new project: 

In order to start a new project, you can click on the button "Create". 


You can then fill the bellow table with 2 main information: "Epic Name" and "Summary". The Summary is the field that will be display in the tool. 


Update data of the initiative

  1. Epic

Field that are generic are shown above and describe below.

Assignee: Point of contact responsible within the DAAI platform (SDM during envision end Strategize phase. Project Manager from Plan Value to the final delivery). 

Reporter: SDM responsible for the project

Labels: Used to create the structure automatically by adding manually the "project" label

Link to Initiative Brief: Paste the Initiative brief link url here

Start date: Date when the initiative has been communicated to the SDM (visible in the Roadmap)

Due date: Planned end date of the project (visible in the Roadmap)

Priority: Self explained

Epic Name: Self explained


General

This tab of the Epic contains the description of the initiative

Business Details

This tab contains the below list of information

Product Manager: 

Link to product confluence page: contains the link to the documentation 

Functions: You can select all functions that are include/impacted 

Domain Journey/Platform: Select the leading domain or platform

List of GBUs: Select all GBU's that areinclude/impacted 

Strategic objectives: Select one of objectif

Project details

This tab contains the below list of information

ID project: Accolade number (if Small Enhancement NA is applicable)

Link to project board: If a dedicated board is created to visualize the delivery

Link to project Jira: If a Jira project dedicated to the project exist and is used to follow the content delivery

Link to project google drive: 

Link to One page summary:

Envision Portfolio board : Date the planned presentation for the Envision phase

Strategize Portfolio board : Date the planned presentation for the Strategize phase

Estimated delivery Start date: When we plan to start the delivery

Estimated delivery End date: When we plan to finish the delivery

DA&AI details

This tab contains the below list of information that are used for support purpose. 

Application name : Name of the application as it is known (or will) within the CMDB

Support Group : Who is doing the support

High Level design link: is creating the link to the Architecture documentation

Link to Architecture Impact Analysis : to ensure we keep the solution analysis done 

Technology used: Select the technology/tools that is used within the solution. 

Support documentation : Link to the Wiki page containing the support documentation.  


  • Structural solution that is in place

The Structure of a project is created automatically via the automation within the tool. 

The structure is creating a set of task and subtask with a define description. This description is including the objective of the task, the responsible people to ensure the task is done and update as well as the Definition of done. This last information is providing the condition required to set the status to "Done".  

The file is here : . If a change must be done you can request it via a comment. Modification are limited in order to ensure we do have an alignment between the file and the tool. 


Evolution of the Epic status

In order to show the status of the project and ensure it is following the proper workflow you need to click on the Backlog button and select the right status. 

A specific workflow is define in order to follow all phases. You need to go through all phases one by one. There are no short path possible but to close the initiative with the status "Done". 

  •  

Automation 

The automation is available here and few documentation are accessible directly on the Jira support documentation. 


Access Right

Access to Jira has to be request via the usual process (via ServiceOne) for all new Jira users. When this access is granted it means the user can use Jira but it doesn't means he has access to our project. 

In order to have access to the project a request must be done to one Service Delivery Manager. He will apply the below process to grant the access.  

  • Connect to the People Administration page and will have the below screen above the the list of users. 

  • Click on the add button and search for the user that must be added. For all users you can select the Users role available at the end of the list of roles. If the user doesn't have access to Jira (general access) you will see below message (Add teammate to Jira). 
  • Click on the add button of above screen when both the user and his role has been define. 

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