Summary of Changes
| Change Description | Why the change? | When? | Who is impacted and what does this mean? |
|---|---|---|---|
| Priority field options and icons | To simplify and standardise options for priority field, in line with Cloud offering. This must be completed before the main migration to Cloud. | Projects - using priority for risk management, backlog or reporting Service Desk - for prioritisation of tickets Currently there are 32 status options in the UKHSA instance to indicate the priority of a service desk ticket, these options will be simplified to a P1 (highest priority) to P5 (lowest priority) with accompanying icons. | |
| Project key | To fix duplicate and/or conflicting project keys between the PHE and T&T estates. This must be completed before the main migration to Cloud. | Minimal number of projects. Where there are duplicate keys, changes are being made to the instance with the least activity. We are also taking the opportunity to archive or close unused projects. | |
| Status field | To consolidate status and status category This must be completed before the main migration to Cloud. | Users will notice a change in colour for status within the workflow. The workflow itself will not be changed. If you use the Status Category in a JQL query, there will be a change in the results returned. Agile boards that factor the Status Category will return different results. | |
| Issue type icons | There are different sets of icons to indicate issue type Most of these will be consolidated to one set of icons. | Users within the T&T estate only. The issue type icons will change upon migration to Cloud to match the existing icons in the ex-PHE estate |
Priority Fields
Summary of the change
Currently there are 19 status options in the PHE instance and 13 in T&T to indicate the priority of a service desk ticket, backlog item or risk. Each of these priority field options is also indicated by an icon.
These options will be simplified to a P1 (highest priority) to P5 (lowest priority) with accompanying icons.
Why the change?
As part of our continued work to consolidate our technical infrastructure, Jira and Confluence tools will soon move to the Cloud. This technical consolidation is a key part of our strategy to meet budget challenge but is also a great opportunity to simplify and standardise how we work in some areas.
The functionality in the Cloud does not support the multiple priority field options we have available today, so we are making the move to simplify how we use this field. In doing so, we will also see benefit in having clearer parameters for priority decision making, onboarding new team members and clearer data sets for reporting.
ALERT TO IMPACTED USERS
This change to priority field options may seem small, but some teams will need to consider any downstream impacts.
There may need to be modifications to reports driven by priority fields. Please consider this and contact us if you need help in reconfiguring.
You can view how the current options and icons map to the new in the table opposite
Get Involved!
If you have any concerns or questions about this change, or would like to volunteer for User Acceptance Testing (UAT), get in touch here
You can also come along to one of our drop-in sessions - every Thursday at 12:00
| Icon | Name | Icon | Name |
|---|---|---|---|
| Blocker |
| P1 |
 | Critical |
| P1 |
 | Major |
| P2 |
| P4 | ||
 | Minor |
| P3 |
 | Trivial |
| P5 |
 | High |
| P1 |
 | Medium |
| P3 |
| P4 | ||
| Low |
| P3 |
 | Gold |
| P1 |
 | Silver |
| P2 |
 | Bronze |
| P3 |
| P1 - Critical |
| P1 |
 | P2 - High |
| P2 |
 | P3 - Medium |
| P3 |
 | P4 - Low |
| P4 |
| Standard |
| P3 |
| Priority |
| P2 |
 | On Hold |
| P1 |
| Urgent |
| P1 |
Record guidance for priority-20230620_115017-Meeting Recording.mp4 Please watch this short video summarising
Project Key
Summary of the change
Before the PHE, NTBS and Halo Confluence data can be consolidated onto the single UKHSA Cloud platform, there are several data conflicts that need to be fixed.
In Jira, these conflicts occur where there are duplicate Project Keys (the unique identifier for the project).
What does this mean?
The following items will be fixed as part of the fix process and will be tested as part of UAT:
- Filters that are using the project keys
- Agile boards filters, or any swimlanes, sub-queries or quick filters on those boards which have a reference to project key
- Dashboards gadgets that are using filters with reference to project keys
- Automations
- Scriptrunner scripts
- Jira Service Management queues and SLAs
- Links to Confluence
ALERT TO IMPACTED USERS
Please consider the following if you use any of the Jira projects listed opposite:
- Do you use any REST APIs which include the Project Key? If so, these will need to be updated manually
- Do you use any hard coded links to the Spaces that we are changing (e.g. URLs in the page content or comments)? If so, these will need to be updated manually
- If you use the Jira Issue macro in Confluence you will experience a delay in your custom user macros being updated. This will be fixed but you will need to allow some time for the cache to be refreshed
Get Involved!
If you have any concerns or questions about this change, or would like to volunteer for User Acceptance Testing (UAT), get in touch here
You can also come along to one of our drop-in sessions - every Thursday at 12:00
Which Confluence Spaces are impacted?
The Spaces that are required to undergo a change in Space Key are listed below.
Jira Project (current PHE) | Current Project Key | New Project Key |
|---|---|---|
| Covid-19 Dashboard Development | COV | COVP |
| Digital Inventory | DI | DIPHE |
| Disease Parameters | DP | DPPHE |
| Digital Marketing Shared | DMS | DMSP |
| Fingertips Data | FD | FDP |
| Sandpit Indicator Production | SIP | SIPP |
| UKHSA Laboratory Surveillance | LABS | LABSP |
| Digital Development | DD | DDP |
Jira Project (current Test & Trace) | Current Project Key | New Project Key |
|---|---|---|
| App Analytics | AA | AAH |
| Case Incident Management System (CIMS) | CIMS | CIMSH |
| CTO Contain Change Board | CCB | CCBH |
| DCT - Daily Contact testing | DCT | DCTH |
| DMD STDM | DS | DSH |
Status Category
Summary of the change
Before the PHE, NTBS and Halo Confluence data can be consolidated onto the single UKHSA Cloud platform, we must consolidate the way in which Status fields are categorised within workflows.
What does this mean?
In most cases, this will mean a simple change in colour to the label behind the status field within the workflow. This will not impact the workflow itself.
ALERT TO IMPACTED USERS
Please consider the following if you use any of the Jira projects listed opposite:
- If you use the Status Category in a JQL query, there will be a change in the results returned.
- Agile boards that factor the Status Category will return different results.
Get Involved!
If you have any concerns or questions about this change, or would like to volunteer for User Acceptance Testing (UAT), get in touch here
You can also come along to one of our drop-in sessions - every Thursday at 12:00
| Current Status | Status Category | Status Change | Change Occurs |
| Waiting for customer | To Do | Change status category on Halo to 'In Progress' | Halo |
| Waiting for approval | To Do | Change status category on Halo to 'In Progress' | Halo |
| Under Review | To Do | Change status category on Halo to 'In Progress' | Halo |
| On Hold | To Do | Change status category on Halo to 'In Progress' | Halo |
| Ready for Deployment | Done | Change status category on Halo to 'In Progress' | Halo |
| Awaiting Approval | To Do | Change status category on Halo to 'In Progress' | Halo |
| Discovery | To Do | Change status category on Halo to 'In Progress' | Halo |
| Refinement | To Do | Change status category on Halo to 'In Progress' | Halo |
| Production | Done | Change status category on Halo to 'In Progress' | Halo |
| Selected for Development | To Do | Change status category in NTBS to 'To Do' | NTBS |
| Scoping | To Do | Change category and name in NTBS to match Halo | NTBS |
| QA Review | To Do | Change category in NTBS | NTBS |
| Triage | In Progress | Change status category on PHE to 'In Progress' | PHE |
| Pending | To Do | Change status category on PHE to 'To Do' | PHE |
| Waiting for support | To Do | Change category to To Do in PHE | PHE |
| Blocked | To Do | Change category to To Do in PHE | PHE |
| Planning | To Do | Change to To Do on PHE | PHE |
| Accepted | Done | Change to Done on PHE | PHE |
| Draft | To Do | Change category to To Do in PHE | PHE |
| Review Complete | In Progress | Should remain in Progress | PHE |
| Release Candidate | Done | Change to Done on PHE | PHE |
| PHE |
Issue Types
Summary of the change
There are different sets of icons to indicate issue type across the PHE, T&T and NTBS estates.
Most of these will be consolidated to one set of icons to match the current PHE issue icons.
What does this mean?
For T&T users issue type icons will change upon migration to Cloud to match the existing icons in the ex-PHE estate.
Get Involved!
If you have any concerns or questions about this change, or would like to volunteer for User Acceptance Testing (UAT), get in touch here
The icons of those issue types after the consolidation will be the icons of the PHE instance as below:
Icon in PHE (and in Cloud) | Issue Type Name |
|---|---|
| Access | |
| Action | |
| Assumption | |
| Bug | |
| Change | |
| Data | |
| Decision | |
| Deliverable | |
| Dependency | |
| Enquiry | |
| Epic | |
| Event | |
| Feature | |
| Improvement | |
| Incident | |
| New Feature | |
| Problem | |
| Project | |
| Request | |
| Requirement | |
| Risk | |
| Service Request | |
| Service Request with Approvals | |
| Spike | |
| Story | |
| Sub-task | |
| Task | |
| Test | |
| Warning |