V | Adding new requests

• Create forms for each SIG and one cross-app form in Confluence 

• New requests are submitted via these forms

• Requester enters descriptive title and description with use cases

• default information is pre-entered, to capture all needed details

  • e.g. Assignee (=PO)

  • SIG label

  • "new_request" label

• New requests should be assigned to a PO (=assignee)

  • in cases where multiple POs are concerned → choose main focus and "cc" all other relevant POs as part of description

  • this option should be added as a separate field

• there will be an automated import to JIRA via API

  • once a week

• These new requests will be added as features with a new, separate status and label “new_request”

• Pro: new requests can be monitored via dashboards

• PO or convener does duplicate check

• PO or convener brings request into SIG for further refinement and discussion

• PO or conevener changes status of request

• if necessary: PO can directly change status without SIG discussion (for urgent cases) → this should not be the standard process

Why forms in confluence?

• Confluence is open to everyone

• no account limit

• no expert knowledge needed

Why add requests via form to JIRA:

• cannot get lost and are easier to track for the providing institution 

• new requests are trackable via dashboards

  • for requester, SIG and PO

• possibility to comment

  • e.g. if others would like to push the request

  • for PO to mark as duplicate

• linkable to duplicates

• history can be kept

• alternative: Add “New request” as ticket type (like feature, story …)

• New requests should be added with a spearate status instead of as a new type → advantage:

  • type would need to change from “New request” to feature after "approval"

  • status change is easier, and nevertheless trackable

How to provide new requests is separate from prioritization process, but has been discussed in context of it.

Recommendation: New requests as well as all other tickets in JIRA should be clear in title and description → for being able to understand what exactly the ticket is about → precondition for being able to rank

Decided