Update from Technology |
Go Live is Monday 22 April (9am) Downtime - Jira/Confluence will be unavailable from Friday 19 April at 3pm until Monday 22 April at 9am. Please scroll down the page for more information and FAQs |
PRE MIGRATION (before 22 April) |
Change Freeze |
Change Freeze for for both ex-PHE and Test and Trace from 2 April until 19 April. From 2 April we ask that: You continue to use Jira and Confluence but ensure that you do not create:
From Friday 12th April we ask that: You do not create any new QAlity test cases to allow us to prepare the export file. |
POST MIGRATION - from MONDAY 22 APRIL |
How to access Jira and Confluence |
The ex PHE system will be closed after Friday 19 April (3pm). All content will be migrated. Please use the following links to continue to access Jira / Confluence: Jira - https://jira.collab.test-and-trace.nhs.uk/login.jsp Confluence - https://confluence.collab.test-and-trace.nhs.uk/login.action Customer Portal - https://jira.collab.test-and-trace.nhs.uk/servicedesk/customer/portals Change to log on (ex PHE users) You will need to click 'log in with Azure AD'
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Support - from Monday 22 April |
From 22 April, the Digital Tools portal will be closed. All Jira/Confluence users (PHE and T&T) will need to raise any support requests via Service Now For immediate post migration support (22-26 April) – please use one of the following channels:
For general / non-urgent support from 22 April Please use Service Now instead of Digital Tools Portal: 1. Request/query: Need something new - Jira/Confluence - UKHSA Service Portal (service-now.com)
If you do not have a UKHSA account - please use the following channels for support:
FREQUENTLY ASKED QUESTIONS AND LINK TO CONTACT FORM CAN BE FOUND BELOW |
Jira Service Management - New email |
If you use email to raise tickets, you'll need to use the new email address — the old ones will be disconnected. Please see FAQ section for how to ensure these are updated |
Background |
During 2023 the Atlassian Consolidation project made significant progress in preparing the former Public Health England and Test and Trace instances of Jira and Confluence for consolidation to Cloud. The consolidation of these tools is of utmost importance in moving forward as one UKHSA and bringing significant financial, productivity and user experience benefits. As you will recall from late 2023, the consolidation to Cloud hit a data governance related issue which prevented the implementation as planned. This was disappointing for the team who had worked so hard to build readiness for the implementation, but most importantly, frustrating for the many users across the Agency that use these tools in their day-to-day work. The security of UKHSA data is of paramount importance, and since the project was paused in October, the Technology and Data Governance teams have been assessing all possible options to move forward with the consolidation and drive the intended benefits. There is increasing immediacy to reach a solution as the legacy PHE Atlassian support is approaching the end of its support contract. It has been agreed by Leadership that at this point, the most viable solution is to consolidate Public Health England and Test and Trace into a single UKHSA data centre for Confluence and Jira. We want to take this opportunity to thank you for your patience and to apologise for any frustration or uncertainty created by the pause of this work. |
Quick Reference Guide |
There will be some changes to functionality for users of the PHE instances of Jira, Confluence and Jira Service Management. These include both limitations to previous functionalities and additional functionality users won't have accessed previously. As stated previously no data will be lost and the changes should not have a significant impact on BAU work. Please see the quick Reference Guide below for more details of changes and new functionality. |
Impact Maps |
Use the embeded impact maps slide pack to see what is changing across Jira, Confluence and Jira Service Management and what this will mean to you as an admin or user. For the best experience it is recommended to download the pack and view in the desktop Powerpoint app. |
Engagement Toolkit |
Use the Engagement toolkit to get a high level view of all things to do with the Atlassian Consolidation. |
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Familiarisation Session Recordings |
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Frequently Asked Questions | |||
To submit a question please fill out the form using this link. | |||
| # | Category | Question | Answer |
| 1 | General Consolidation | Will the functionality be the same? | Most functionality will be the same, there will be some minor changes to the functionality, please see the the impact maps for more details. |
| 2 | General Consolidation | What do I need to do? | All you need to do is look at the impact maps to see where you may be impacted by the consolidation. In some cases there may be an action on you to make a note of things that cant be migrated for example Avatars so that you can re-add them post migration. Other than that look out for updates and volunteer for UAT if you would like to get an early view of the system! |
| 3 | General Consolidation | What are the implications to me be during Change over? | The change over will occur during the non working hours of the weekend and so shouldn't affect those who are not working outside of usual hours. |
| 4 | Migration | Will there be downtime to services? | There will be downtime over the weekends when the migration occurs, we will make sure to communicate this as early as possible to all affected users. |
| 5 | General Consolidation | Where can I find more information? | If you need an answer to a question that isn't available on this page, please submit it to our form linked above and we will get back to you as soon as possible. |
| 6 | General Consolidation | How will we use the services in the future? | The services will be used in the same way just with some minor functionality changes. |
| 7 | Migration | Will essential services be available in the ways we need them? | There will be a Change Freeze but we will aim to minimise the amount of time this is active for. Exact dates are tbc, but we will aim to make it no longer than 2 weeks. |
| 8 | General Consolidation | Are there going to be major UI difference? | There will be no difference in UI. |
| 9 | General Consolidation | How will we sign on to Jira and Confluence after the change? | In Data centre, users will authorise through the UKHSA Active Directory. This means that they will need to use their email address and then log in using the credentials that they have on the AD along with the MFA validation. |
| 10 | General Consolidation | Will my avatar be migrated? | No, The avatars that the users had on the server will. not be migrated into the Data Centre, so if they need to keep them the same they will need to re-add their avatars manually. |
| 11 | General Consolidation | Which address will email notifications come from? | Email notifications were previously coming for the below email address:
They will now come from:
If any users have the old mail in any mail rules or allowlists will need to change that and also ensure that the emails from the new email address are not going into their spam folder. |
| 12 | Technical | My project has been set up with custom incoming emails which were used by JSM customers to send emails there and raise a ticket to Jira. Will this be the same in Data Centre? | No, email addresses used to raise a ticket will be different and the old emails will be deprecated at the cutover. We will communicate the new email addresses as soon as they are confirmed. |
| 13 | Technical | My project has Canned Responses set up, will these work the same in the UKHSA Data Centre? | Canned responses will need to be recreated manually. Owners of projects that use canned responses need to identify which canned responses they need in the Data Centre, document them pre-consolidation and recreate them post-consolidation. |
| 14 | Technical | Will I be able to access some confluence spaces anonymously as I could before? | Yes, We have agreed to continue anonymous access for confluence spaces which currently use it. |
| 15 | Technical | Will custom fields be affected? | Custom fields with the same name but a different type will be moved to the same consolidated UKHSA Data Centre instance, this may create confusion where administrators and users might see duplicate fields in some places. However the functionality will not be affected. |
| 16 | Technical | Will API tokens i use be affected? | Any existing credentials or API tokens that users or integrations were using in PHE will need to be reset in the UKHSA Data Centre. |
| 17 | Technical | Will my Confluence Favourites be migrated? | The users will need to set any items as favourites again from scratch after the consolidation. |
| 18 | Technical | Will Confluence Space Shortcuts be migrated? | Shortcuts will be lost and the space admins will need to define the shortcuts list from scratch after the consolidation. We recommend you record which shortcuts you currently have before migration to make recreation easier afterwards. |
| 19 | Access | What are the new URLs? | Jira - https://jira.collab.test-and-trace.nhs.uk/login.jsp Confluence - https://confluence.collab.test-and-trace.nhs.uk/login.action Customer Portal - https://jira.collab.test-and-trace.nhs.uk/servicedesk/customer/portals
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| 20 | Access | How will users without a PHE/UKHSA domain account log into Jira/Confluence? | They will either use the 'login with Azure AD' or their username and password |