JIRA Data Management tracking tool

What is JIRA?

JIRA is a software that is designed to help teams manage work and track issues. We are using the paid NERC version run by CEH for all the data centres. You will find there are a lot of projects and different settings depending on the data centre and project. The projects/components and dashboards for CEDA all start with 'CEDA' at the beginning to make it easier to search. Individual dashboards and filters should start with your first name to make it easier to search for.

How do I get a login?

To request a login you will need to contact CEH: jirahelp@ceh.ac.uk

You will then receive an email to set up a password.

How is it set up?

There are 2 main CEDA projects:

CEDA NERC Grants - This is used to track all the NERC projects.
CEDA Non NERC projects - This is used to track all the other non NERC projects.

These can be found under 'Projects' - 'View all projects' - Search 'CEDA'.

There is one main 'CEDA Data Management (DMP) Overview' dashboard where everyone's projects/tasks can be viewed (similar to the summary page on the old DMP tool). This can be found under 'Dashboards' - 'Manage dashboards' - Search 'CEDA'. When you click on the dashboard make sure the star symbol is colored in. This will then add the dashboard to your favorites and will appear under your dashboards.

A main issue ticket is equivalent to a project page and the sub-tasks are equivalent to the reminders.

How do issues get added?

There are two different ways and that depends on the project i.e. whether it is NERC/NON- NERC.

For the CEDA NERC Grants: Issues (projects) are generated from the new datamad system and will appear under the 'CEDA New Unassigned Grants' filter in the 'CEDA Data Management (DMP) overview. Subtasks are automatically generated for the initial contact, create DMP, check progress with PI and Project nearing end date (this is very similar to the reminders in the old DMP tool). Other subtasks can be manually added. Kate will initially triage these projects and will make contact with the PI and set up a DMP. Projects may then be passed on to other Data scientists.

For the CEDA Non NERC project: Issues are added in manually. At the top of the page press 'Create'. This will take you to create issue page. The project must be 'CEDA Non NERC' project and the issue type must be 'Data Management Tracking'. You can then add in the relevant information, note, not all the fields are relevant to a non-NERC project. This can't be changed. Once you have created an issue you can then add in the relevant sub-tasks to your project. Make sure you assign yourself the project and subtasks, they are assigned to Kate initially.

What is the workflow?

There are two different workflows at present. One workflow for the main issue (project page) and another for the sub-tasks (reminders).

The main issue workflow follows the main stages of the NERC data management process. New Grant - Initial Contact- DMP Comms - Progress - Data Delivery - Completed. Note that you can move backward and forwards in the workflow.

The Sub tasks follow a different workflow and follow a standard structure. To do - Scheduled - Hold - In progress - Resolved - Completed.

Definitions for each status:

To do - A task comes in that needs to be done
Hold - the task has been put on hold
In Progress - When the task is in progress
Resolved - When the task has been completed
Closed - When you are happy that the task is completed and nothing else is needed to be done. This can also be used as a won't fix and a comment can be added to the subtask.

What does an issue look like?

The main issue (project page) is shown below. I am going to explain each part starting at the top.

At the top there is 'CEDA NERC Grants' in Blue this tells you what project the issue is in. It will either be in the NERC grants or Non NERC grants project.

'CEDA-92' - This is the number given to the issue this is the unique identifier. This can be used to link up the helpdesk query to the JIRA Issue and can also be used in filters.

Next is the title of the project/grant.

On the next line are various buttons: Edit is used to edit the grant and project details and dates. Comment is used to add a comment to the project page. Assign is where you can assign the issue to a data scientist. More is where other actions can take place. The rest of the buttons are to do with the workflow i.e. in the case below as I will click on the initial contact button when I am contacting the PI for the first time. This will keep track of which projects are at which stage.

Type: this is always set to 'Data Management tracking'.

Priority: this function is not being used.

Components: are a defined set of labels. Note that all the other datacentre comments are visible as well. We are only using the ones that have 'CEDA' at the beginning. This is where we can mark a 'CEDA DMP agreed', 'CEDA Unrepsondive' , 'CEDA ended with data to come'. For a full list start to type CEDA in the box.

Labels: are not a controlled list and will not be used.

Update frequency option can also be added

Then are the details of the project/grant and description/abstract. Taken from datamad.

An attachment section where you can attach any files/images.

Issues to links - this is where you can add any useful links. The link to datamad will already have been created. The link to helpscout query will appear here too (see below how to link a query).

Sub-tasks- This is equivalent to the reminder section in the old DMP tool. Each has it's own page and a workflow.

Activity- this is where you can record and comments

On the right-hand side is where you will find who is assigned the issue/task and dates relevant to the task/project/issue.

sub-task looks similar but doesn't have all the details and descriptions in unless you add it in by hand. It is linked to the main issue at the top.

How do I create a dashboard?

Every data scientist should have their own to monitor their projects and subtasks.

To create a dashboard go to 'Dashboards' - 'Manage dashboards' and click 'Create new dashboard'.

Call your dashboard by your '<First name> Data Management board''. This will make it easier when searching.

You can then control the settings on who can view and edit your board, by selecting project/group and using the add button.

A new blank dashboard will appear. Gadgets can then be added by using filters. You can have as many gadgets as you like. The best advice is to play about with and work out what you want to see.

Here is an example of Kate's dashboard

How do I create filters?

Filters are used to search for certain types of projects/sub-tasks at different stages, assignees etc. They can be saved and are used in the gadgets for the dashboards and are also good for providing stats.

To create filters go to 'Issues' - 'Search for issues'.

Make sure you filter by projects first as this will remove all the other datacentres issues. At projects select CEDA NERC and Non NERC projects.

Then you can filter by types. There are two main types used in the CEDA projects:

All Standard Issue Types - these represent the project pages in the old DMP tool
All Sub-task Issue Types - these represent the reminders in the old DMP tool

Then you can filter on Status (Note that all the statuses from all datacentres appear in the list. Check out our workflows first above to decide on what to filter).

Then you can filter on Assignee.

Note. More advanced searches can take place.

Once you are happy with your search press save as at the top of the page and label it by your '<First name> or 'CEDA' followed by a sensible name. You can edit the filters after.

You can add the filters to your dashboard. Go into the dashboard and press 'add gadget'. Choose 'Filter Results'. Then you can add your relevant filter.

How do I link my query to helpscout?

The link is made in helpscout. In the data management helpdesk, on a query to the right handside there is a JIRA icon with 'link issue'.

This will take you to a search box. Note you will be able to see every issue in JIRA from all the other datacentres. In the box search for the name of the project or NERC grant number or the unique identifier (CEDA-**). Then click Link issue. The query will then be linked to the project or subtask and will appear in the issue links in JIRA. There can be more than one link.

How do I track my projects using JIRA?

To track your projects you use the workflow buttons at the top of the Project page and subtasks.

Components are when we can mark projects with the labels below:

You can keep track of all your tickets by setting up your dashboard.

Who has admin rights/ who do ask to make changes?

Kate has got admin rights to edit the projects, main CEDA dashboard, and filters. If you want something changing ask Kate first. If she cannot do the relevant action contact CEH: jirahelp@ceh.ac.uk.