Office of the President
Institutional Research and
Academic Planning (IRAP)
JIRA User Guide
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IRAP JIRA User Guide
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TABLE OF CONTENTS
1. INTRODUCTION ..................................................................................................................................... 8
1.1. Document Scope ........................................................................................................................... 8
2. INTRODUCTION TO JIRA ........................................................................................................................ 8
2.1. What is Jira .................................................................................................................................... 8
2.2. Benefits of Jira ............................................................................................................................... 8
2.3. Basic Jira Concepts ........................................................................................................................ 9
2.3.1. Project Categories ................................................................................................................. 9
2.3.2. Projects ................................................................................................................................. 9
2.3.3. UCOP JIRA Roles .................................................................................................................. 11
2.3.4. Issues ................................................................................................................................... 13
2.3.5. Workflow ............................................................................................................................. 14
2.3.6. Statuses ............................................................................................................................... 14
2.3.7. Comments ........................................................................................................................... 14
2.3.8. Watchers ............................................................................................................................. 14
3. GETTING STARTED WITH IRAP JIRA ..................................................................................................... 15
3.1. Logging into Jira .......................................................................................................................... 15
3.1.1. Direct Access Via Atlassian URL .......................................................................................... 15
3.1.2. Access Via Data Operations Hub ......................................................................................... 15
3.2. Working with Issues .................................................................................................................... 16
3.2.1. Browsing Projects ................................................................................................................ 16
3.2.2. Creating an Issue ................................................................................................................. 17
3.2.3. Editing an Issue ................................................................................................................... 19
3.2.4. Assigning Issues ................................................................................................................... 21
3.2.5. Viewing and Scheduling Issues ........................................................................................... 21
3.2.6. Viewing Read-Only Workflow ............................................................................................. 22
3.2.7. Managing Watchers ............................................................................................................ 23
3.2.8. Viewing Voters .................................................................................................................... 25
3.2.9. Adding Comments ............................................................................................................... 25
3.2.10. Editing Comments ............................................................................................................... 26
3.2.11. Deleting Comments............................................................................................................. 26
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3.2.12. Creating Attachments ......................................................................................................... 27
3.3. Got Questions? ........................................................................................................................... 28
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TABLE OF FIGURES
Figure 1: Accessing Jira Directly Via Atlassian Link ..................................................................................... 15
Figure 2: Accessing Jira via Data Hub .......................................................................................................... 16
Figure 3: Browsing Projects......................................................................................................................... 16
Figure 4: Select a Project............................................................................................................................. 17
Figure 5: See Existing Data Issue ................................................................................................................. 17
Figure 6: Creating an Issue: Create button ................................................................................................. 18
Figure 7: Creating an Issue: Create Issue Screen ........................................................................................ 18
Figure 8: Finding a Project .......................................................................................................................... 19
Figure 9: The Edit Function ......................................................................................................................... 20
Figure 10: Edit and Update a Data Issue ..................................................................................................... 20
Figure 11: Assigning a Data Issue ................................................................................................................ 21
Figure 12: View or Schedule Issues ............................................................................................................. 22
Figure 13: Viewing Workflows .................................................................................................................... 23
Figure 14: Adding Yourself as a Watcher to an Issue .................................................................................. 24
Figure 15: Adding Others as Watchers ....................................................................................................... 24
Figure 16: Add Yourself as a Voter or View Your Voter .............................................................................. 25
Figure 17: Adding comments ...................................................................................................................... 26
Figure 18: Edit or Delete a Comment ......................................................................................................... 27
Figure 19: Add or Delete a Comment ......................................................................................................... 28
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TABLE OF TABLES
Table 1: IRAP Project Categories ................................................................................................................... 9
Table 2: Project Categories and Corresponding Projects ........................................................................... 11
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1. INTRODUCTION
The Institutional Research and Academic Planning (IRAP) team has implemented Atlassian JIRA as an
asset collection and requirements gathering/repository tool.
This guide highlights the current usage of the tool by IRAP. It is anticipated that the document will be
helpful in getting new users started within the department.
1.1. DOCUMENT SCOPE
This document will cover the following from an IRAP usage perspective:
• An introduction to JIRA Cloud and its features
• Project categories and projects
• IRAP Jira Roles
• Issues
• Assets
• Workflows
• Statuses
• Comments
• Watchers
2. INTRODUCTION TO JIRA
2.1. WHAT IS JIRA
JIRA is a tool developed by Australian company, Atlassian. It is mainly used for bug tracking, issue
tracking and project management. The name “JIRA” is actually inherited from the Japanese word,
“Gojira” which means “Godzilla”. IRAP has a web-based and cloud-based implementation.
While JIRA has been developed primarily as an issue and project tracker out of the box, IRAP is using this
tool for requirements management.
Jira is based on the agile software development methodology.
2.2. BENEFITS OF JIRA
The following are some benefits of using Jira:
I. End to end requirements tracking
II. Improved project management with better organization and visibility
III. Change request and data issue management
IV. Improved testing and validation
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V. Improved team collaboration and productivity
VI. Improved quality of work.
VII. Reduced need for issue tracking using emails and spreadsheets
VIII. Powerful search functionality
IX. Ability to implement customizable workflows that are business process driven and project
specific
2.3. BASIC JIRA CONCEPTS
2.3.1. PROJECT CATEGORIES
There are a number of project categories currently configured in JIRA to allow the categorization and
organization of IRAP data projects.
If you need a new project category configured, contact the site administrators listed in section 2.3.3.4:
#
Category Name
Category Description
1
Change Requests
Category to manage change requests
2
Data Issue Management
Category to tracking data issues by subject area
3
Data Mart Requirements
Category for data mart development projects
4
Document Management
Category created to manage document assets
5
Application Services Requirements
Management
Category created to manage projects involving web/application
development
6
BI Audit Program Management
Category created to manage projects involving ongoing audit of
analyses and reporting data
7
Known Issues Management
Category created to manage data known issues
8
Partnership Data Extract Management
Category created to manage data exchanges with other segments
9
Reference Data Management
Category created to manage reference data that cuts across
multiple subject areas
10
Star Schema Requirements Management
Category created to manage star schema requirements
11
UAT Framework Requirements Management
Category created to manage user acceptance testing validation
requirements
Table 1: IRAP Project Categories
2.3.2. PROJECTS
A project is a collection of issues. Below is some of the project requirements stored in Jira by project
category:
#
Category Name
Projects
1
Change Requests
UC Data Warehouse Change Requests
2
Data Issue Management
Contracts and Grants Data Issues
Course Enrollment Data Issues
Degree Data Issues
Graduate Admissions Data Issues
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#
Category Name
Projects
2
Data Issue Management (Continued)
Student Enrollment Data Issues
Student Financial Support Data Issues
Summer Student Enrollment Data Issues
Undergraduate Admissions Data Issues
3
Data Mart Requirements
Contracts and Grants Data Mart Requirements
Degree Data Mart
Graduate Admissions Data Mart
Graduate Longitudinal Data Mart (GLONG)
Student Enrollment Data Mart
Student Graduate Financial Support Data Mart
Student Undergraduate Financial Support Data Mart
UC Alumni Data Mart
UC Spend Data Mart
Undergraduate Admissions Data Mart
Undergraduate Longitudinal Data Mart (ULONG)
University Student Aid Program (USAP) File
4
Document Management
IRAP Code Library
5
Application Services Requirements
Management
Cognos User Registration
Data Control Load Application
Qualtrics and Single-Sign-On (SSO)
Tableau User Registration
UCDW Online Data Dictionary and Business Glossary
6
BI Audit Program Management
Contracts and Grants Test Cases [BI Audit]
Course Enrollment Test Cases [BI Audit]
Degree Test Cases [BI Audit]
Graduate Admissions [BI Audit]
Student Enrollment Test Cases [BI Audit]
Student Financial Support Test Cases [BI Audit]
Summer Student Enrollment Test Cases [BI Audit]
Undergraduate Admissions Test Cases [BI Audit]
7
Known Issues Management
UCDW Known Issues Log
8
Partnership Data Extract Management
Employment Development Department
9
Reference Data Management
Common Functional Attributes
10
Star Schema Requirements Management
Contracts and Grants Star Schema Requirements
Course Enrollment Star-Schema Requirements
Degree Star-Schema Requirements
Graduate Admissions Star-Schema Requirements
Student Enrollment Star-Schema Requirements
Student Financial Support Star-Schema Requirements
11
UAT Framework Requirements
Management
Contracts and Grants UAT Validation Requirements [Stage and Base]
Course Enrollment UAT Validation Requirements [Stage and Base]
Degree UAT Validation Requirements [Stage and Base]
Graduate Admissions UAT Validation Requirements [Stage and Base]
Student Enrollment UAT Validation Requirements [Stage and Base]
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#
Category Name
Projects
11
UAT Framework Requirements
Management (Continued)
Student Financial Support UAT Validation Requirements [Stage and
Base]
Summer Student Enrollment UAT Validation Requirements [Stage
and Base]
Undergraduate Admissions UAT Validation Requirements [Stage and
Base]
University Student Aid Program File UAT Validation Requirements
[Stage and Base]
Table 2: Project Categories and Corresponding Projects
2.3.3. UCOP JIRA ROLES
1. IT Reviewers
2. Business Reviewers
3. System Administrators
4. JIRA-Administrators
5. Site-Admins
2.3.3.1. PERMISSIONS - IT REVIEWERS
The IT Reviewer role has been designed specifically for our IT partners. Permissions assigned to this role
are as follows:
• Project Permissions
o Browse Projects - Ability to browse projects and the issues within them.
o Manage Sprints - Ability to manage sprints.
o View Development Tools - Allows users in a software project to view development-
related information on the issue, such as commits, reviews and build information.
o View Read-Only Workflow - Users with this permission may view a read-only version of a
workflow.
• Issue Permissions
o Assignable User - Users with this permission may be assigned to issues.
o Assign Issues - Ability to assign issues to other people.
• Voters and Watchers Permissions
o Manage Watchers - Ability to manage the watchers of an issue.
o View Voters and Watchers - Ability to view the voters and watchers of an issue.
• Comment Permissions
o Add Comments - Ability to comment on issues.
o Delete Own Comments - Ability to delete own comments made on issues.
o Edit Own Comments - Ability to edit own comments made on issues.
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• Attachment Permissions
o Create Attachments - Users with this permission may create attachments.
o Delete Own Attachments - Users with this permission may delete own attachments.
• Time Tracking Permissions
o Edit Own Worklogs - Ability to edit own worklogs made on issues.
o Work On Issues - Ability to log work done against an issue. Only useful if Time Tracking is
turned on.
2.3.3.2. PERMISSIONS – BUSINESS REVIEWERS
The Business Reviewer role has been designed specifically for our IRAP users. Permissions assigned to
this role are as follows:
• Project Permissions
o Browse Projects - Ability to browse projects and the issues within them.
o View Development Tools - Allows users in a software project to view development-
related information on the issue, such as commits, reviews and build information.
o View Read-Only Workflow - Users with this permission may view a read-only version of a
workflow.
• Issue Permissions
o Assignable User - Users with this permission may be assigned to issues.
o Assign Issues - Ability to assign issues to other people.
o Create Issues - Ability to create issues.
o Edit Issues - Ability to edit issues.
o Schedule Issues - Ability to view or edit an issue's due date.
• Voters and Watchers Permissions
o Manage Watchers - Ability to manage the watchers of an issue.
o View Voters and Watchers - Ability to view the voters and watchers of an issue.
• Comment Permissions
o Add Comments - Ability to comment on issues.
o Delete Own Comments - Ability to delete own comments made on issues.
o Edit Own Comments - Ability to edit own comments made on issues.
• Attachment Permissions
o Create Attachments - Users with this permission may create attachments.
o Delete Own Attachments - Users with this permission may delete own attachments.
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2.3.3.3. PERMISSIONS – ADMIN
If any of the functions below need to be performed, you will need the assistance of an IRAP Site
Administrator. Simply add an IRAP Site Administrator as a watcher on the issue and create a comment
that will trigger an email notification signaling that the admin needs to take the action that you require
on the issue.
If the Site Administrator is the reporter of the issue, there is no need to take the extra step to add them
as a watcher. The reporter of an issue gets email notifications based on any added comments.
• Closing Issues – Ability to close issues
• Deleting Issues – Ability to delete issues
• Linking Issues – Ability to link issues together and create linked issues
• Modifying Reporters - Ability to modify the reporter when creating or editing an issue
• Moving Issues - Ability to move issues between projects or between workflows of the same
project (if applicable). Note the user can only move issues to a project he or she has the create
permission for.
• Reopening Issues - Ability to resolve and reopen issues.
• Transition Issues - Ability to transition issues
2.3.3.4. IRAP JIRA ADMINISTRATORS
1. Ola Popoola – ola.popoola@ucop.edu
2. Sanketh Sangam – sanketh.sanga[email protected]
3. Poorani Rajamanickam – poorani.rajamanickam@ucop.edu
2.3.4. ISSUES
An issue is a task that requires an action from a person. Issues are tied to other features such as
workflows, screens, fields, attributes and schemes.
In IRAP’s use of JIRA, an issue represents one of the following:
I. A code asset
II. A data requirement (star schema, data mart, validation, audit or web application requirement)
2.3.4.1. ISSUE TYPES
There are a variety of issue types available in Jira. Currently, IRAP only uses the Task type at this time. As
our use of the tool expands, we will explore other task types such as Sub-task, Improvement, and Story.
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2.3.5. WORKFLOW
Workflow is the movement of an issue through various statuses during its lifecycle. IRAP has configured
a few project category specific workflows in Jira.
2.3.6. STATUSES
Statuses are workflow specific. A few statuses in use within IRAP’s implementation of Jira include:
I. Draft
II. Open
III. IRAP Question/Issue
IV. Approved
V. ITS Question/Issue
VI. ITS verified
VII. Frozen for Build
VIII. Rejected
IX. Deferred
X. UAT
XI. Bug Found
XII. Done
2.3.7. COMMENTS
Comments provide the opportunity to record additional detail about an issue and collaborate with IRAP
team members and IT partners.
2.3.8. WATCHERS
Jira makes it simple to keep project team members in the loop and stay on top of project issues. When a
person watches an issue they get a more complete set of notifications during the entire lifecycle of the
issue. Watchers see all of the major events in an issue’s lifecycle: all field changes, reassignments, and
comments.
You may want to be a watcher on issues that are critical to your research and analysis. You’ll want to
stay on top of all of the updates the team gives on that issue. Watching helps you stay connected to that
issue from the point of discovery all the way to resolution. Keep in mind that watching can generate a
lot of email traffic though, so be specific in the issues you choose to watch.
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3. GETTING STARTED WITH IRAP JIRA
3.1. LOGGING INTO JIRA
There are two ways to access the UCOP IRAP Jira instance:
3.1.1. DIRECT ACCESS VIA ATLASSIAN URL
I. Copy and paste the web link https://ucicdwrequirements.atlassian.net/login
into your web
browser.
I. Enter your email address and click the ‘Next’ button. All users are set up with their UCOP email
address.
II. Enter your password.
Figure 1: Accessing Jira Directly Via Atlassian Link
3.1.2. ACCESS VIA DATA OPERATIONS HUB
I. Go to the Data Operations hub via http://data.ucop.edu/
.
II. Navigate to the bottom right hand-side of the page to the Accessing Atlassian Jira section.
III. Click on the ‘Sign-in to JRA’ link.
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Figure 2: Accessing Jira via Data Hub
3.2. WORKING WITH ISSUES
3.2.1. BROWSING PROJECTS
To browse projects in Jira:
I. Log into Jira.
II. Navigate to the Projects menu item. Select ‘View all projects’
Figure 3: Browsing Projects
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3.2.2. CREATING AN ISSUE
Business users can create only data issues. All other requirements are always created by the data
infrastructure team. To create a data issue:
I. Log into Jira.
II. Go to the Projects menu option. Select ‘View all projects’ to get a complete list of projects in the
tool. Select the project you want to submit a data issue about.
III. Details around the existing data issues regarding that project will be displayed.
Figure 4: Select a Project
IV. In the example above and below, the ‘Degree Data Issues’ is selected.
Figure 5: See Existing Data Issue
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V. Click on the ‘Create’ button as shown below:
Figure 6: Creating an Issue: Create button
VI. Using the data mart requirements management screen as an example, enter the information
required to create an issue as shown below:
Figure 7: Creating an Issue: Create Issue Screen
VII. Make sure that the right project is selected.
VIII. Ensure that the issue type is set to ‘Task’.
IX. Enter a succinct summary of the data issue.
X. Leave the Service Now number blank. The data infrastructure team will review the data issue
and create a Service Now ticket if needed.
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XI. Identify the impacted components – star, data mart, and Cognos report or data dictionary. There
may be more than one component impacted by the issue.
XII. Provide a good description of the data issue. The description must be very clear so that both the
IRAP data infrastructure and IT partners have enough to build upon.
XIII. Set the priority of the issue – options are highest, high, medium and low.
XIV. Supply the environment(s) or sources (table name and column name) of the data element
related to the issue.
XV. The reporter is automatically populated based on user ID.
XVI. Choose assignee (the person that will be working on the issue). If an assignee is not selected, it
defaults to you, the reporter.
XVII. Add a label or labels that may be useful during searches and filtering. Labels should always be in
uppercase letters. Some of the labels in use are DERIVED, AUDIT, ADVANCEMENT, DATAMART,
DEPARTURE_EXIT, FST_TERM_YR_ENRL, VALIDATION etc.
XVIII. Include any attachments related to the issue. Convert all Word, Excel, and PowerPoint
documents to Acrobat PDF before uploading.
XIX. Indicate a preferred due date that you would like for the issue to be resolved.
XX. Specify the data issue type in question – data source, ETL, reporting or other.
XXI. Click on the ‘Create’ button to save issue details.
3.2.3. EDITING AN ISSUE
To edit an existing data issue:
I. Log into Jira.
II. Go to the Projects menu option. Select ‘View all projects’ to get a complete list of projects in the
tool. Select the project you want to submit a data issue about.
III. Details around the existing data issues regarding that project will be displayed.
Figure 8: Finding a Project
IV. In the example above and below, the ‘Degree Data Issues’ is selected.
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V. Select the issue you would like to edit and click on the ‘Edit’ button as shown below.
Figure 9: The Edit Function
VI. Edit the data issue in the chosen areas. Add comments explaining the update and click on the
‘Update’ button.
Figure 10: Edit and Update a Data Issue
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3.2.4. ASSIGNING ISSUES
To assign a data issue:
I. Log into Jira.
II. Go to the Projects menu option. Select ‘View all projects’ to get a complete list of projects in the
tool. Select the project for which you want to assign an issue.
III. Details around the existing data issues regarding that project will be displayed.
IV. Select the issue you would like to assign a person to and click on ‘Edit’ button.
V. Click on the ‘Assignee’ option and select the user that you would like to assign the data issue to.
VI. Click on the ‘Update’ button once the selection is complete.
Figure 11: Assigning a Data Issue
3.2.5. VIEWING AND SCHEDULING ISSUES
I. Log into Jira.
II. Go to the Projects menu option. Select ‘View all projects’ to get a complete list of projects in the
tool.
III. Select the project you are interested in.
IV. Details around the existing data issues regarding that project will be displayed.
V. Select the data issue you would like to view or schedule.
VI. If you would like to change the due date, click on the ‘Edit’ button.
VII. Alter the ‘Due Date’ to the date of your choice.
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Figure 12: View or Schedule Issues
3.2.6. VIEWING READ-ONLY WORKFLOW
I. Log into Jira.
II. Go to the Projects menu option. Select ‘View all projects’ to get a complete list of projects in the
tool.
III. Select the project you are interested in.
IV. Details around the existing data issues regarding that project will be displayed.
V. Select a data issue to view the associated workflow.
VI. Click on the ‘View Workflow’ link tied to ‘Status’.
VII. A workflow page will be launched displaying a graphical view of the workflow in use for your
project.
VIII. Mouse over objects to view workflow transition names if required.
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Figure 13: Viewing Workflows
3.2.7. MANAGING WATCHERS
I. Log into Jira.
II. Go to the Projects menu option. Select ‘View all projects’ to get a complete list of projects in the
tool.
III. Select the project you are interested in.
IV. Details around the existing data issues regarding that project will be displayed.
V. Select the data issue that you want to add watchers to or remove watchers from.
VI. Under ‘People’ on the right-hand side of the issue, click on the ‘Start watching this issue’ link if
you simply want to add yourself as a watcher on an issue.
VII. If you want to add other users to an issue, click on the ‘Add watchers’ link
VIII. Start typing the name of the user and the full user’s name will be auto-populated.
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Figure 14: Adding Yourself as a Watcher to an Issue
Figure 15: Adding Others as Watchers
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3.2.8. VIEWING VOTERS
I. Log into Jira.
II. Go to the Projects menu option. Select ‘View all projects’ to get a complete list of projects in the
tool.
III. Select the project you are interested in.
IV. Details around the existing data issues regarding that project will be displayed.
V. Select the data issue that you want to vote for or view the current voters on.
VI. To become a voter on an issue, click on the ‘Vote for this issue’ link.
VII. To view voters on an issue, click on the ‘View voters’ link.
VIII. To remove your vote, click on the ‘Remove vote for this issue’ link.
Figure 16: Add Yourself as a Voter or View Your Voter
3.2.9. ADDING COMMENTS
I. Log into Jira.
II. Go to the Projects menu option. Select ‘View all projects’ to get a complete list of projects in the
tool.
III. Select the project you are interested in.
IV. Details around the existing data issues regarding that project will be displayed.
V. Select the data issue that you want to add a comment to.
VI. Click on the ‘Comment’ button. There are two options – one at the top left-hand side of the
screen and another at the bottom left-hand side.
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VII. The comment field will be displayed. Add your comments and click on the ‘Add’ button.
VIII. The comment will be added to the ‘Activity’ section.
Figure 17: Adding comments
3.2.10. EDITING COMMENTS
I. Log into Jira.
II. Go to the Projects menu option.
III. Select ‘View all projects’ to get a complete list of projects in the tool.
IV. Select the project you are interested in.
V. Details around the existing data issues regarding that project will be displayed.
VI. Select the data issue that you want to edit a comment on.
VII. Note: You can only edit your own comments.
VIII. Click on the … option on the right-hand side of the comment.
IX. Select the ‘Edit’ option.
X. Enter your updates and click on the ‘Save’ button.
XI. Your newly added updates will be visible in the comments section.
3.2.11. DELETING COMMENTS
I. Log into Jira.
II. Go to the Projects menu option.
III. Select ‘View all projects’ to get a complete list of projects in the tool.
IV. Select the project you are interested in.
V. Details around the existing data issues regarding that project will be displayed.
VI. Select the data issue that you want to delete a comment from.
VII. Note: You can only delete your own comments.
VIII. Click on the … option on the right-hand side of the comment.
IX. Select the ‘Delete’ option.
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XII. To delete, click on the ‘Delete’ option.
XIII. A warning message will appear asking you to confirm the delete operation.
XIV. Click ‘Delete’ and comment will be removed from the issue.
Figure 18: Edit or Delete a Comment
3.2.12. CREATING ATTACHMENTS
I. Log into Jira.
II. Go to the Projects menu option.
III. Select ‘View all projects’ to get a complete list of projects in the tool.
IV. Select the project you are interested in.
V. Details around the existing data issues regarding that project will be displayed.
VI. Select the data issue that you want to create an attachment to.
VII. Click on the browse button in the middle of the screen.
VIII. A windows explorer window will be launched.
IX. Navigate to the directory and file on your PC or network that you want to attach to the issue.
X. Click on the document and then the ‘Open’.
XI. The attachment will be loaded against the issue.
XII. To delete an attachment, mouse over the attachment to display the trash bin icon.
XIII. Click on the trash bin icon, a confirmation delete message is displayed.
XIV. Click on the ‘Delete’ button to remove the attachment from the issue.
