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Your tasks may vary from ordering laptops and peripherals to upgrading server equipment or setting up a new office. What doesn’t change is the need for precision and responsibility. After all, everyone relies on receiving their equipment on time and from a reliable vendor. With the proper structure in place, you can organize purchases faster, avoid common mistakes, and stay compliant with your company’s approval process and policies. Utilizing a hardware procurement template can help you achieve all of this.
In this article, we’ll show you how to create such templates using Smart Tools for Jira. You’ll get practical examples and free checklist templates that you can easily implement in minutes.
What is a Hardware Procurement Template for Jira?
It’s a reusable checklist template, task structure, or project layout that allows you to eliminate repetitive actions and follow pre-set processes:
Procurement checklist template in a Jira work item
This is a structured list of ToDos outlining a hardware procurement process step-by-step. This checklist can be added to all procurement tasks automatically, allowing you to save time and effort. As a result, you get a ready plan to follow and can be certain you won’t forget a single detail.
Pre-configured set of procurement tasks in Jira
If you order hardware at scale, having a reusable Jira epic template containing a set of standard procurement tasks may be convenient. Then, you can create a new epic from this template every time you need to repeat the process. All the tasks, subtasks, and checklists in that epic (or another work item) will also be included.
Jira project template for procurement
If you are just starting out with organizing your procurement workflow in Jira, you can use a native Jira project template for procurement. It’s a pre-configured project setup containing a Kanban board, purchase request forms, basic Jira workflows, and automations. Although this project template is not tailored specifically to hardware procurement, it can be a good place to start.
Depending on your needs, you can use one of these template types or all together.
Let’s explore how to create hardware procurement templates in the form of a checklist and a set of tasks with Smart Tools for Jira.
I. A Hardware Procurement Template in the Form of a Checklist
With the help of Smart Checklist for Jira by Titan Apps, you can build reusable templates like the one below:
In particular, your checklist template can include:
- Headers
- Emojis
- Links
- Custom statuses for steps
- Dynamic dates and deadlines
- Mentions for responsible individuals
- Rich formatting
- Mandatory steps
- A text field with details for each step
How to Create a Hardware Procurement Template in the Form of a Checklist
- Install Smart Checklist for Jira by TitanApps.
- Copy a template from the examples below and paste it into the Smart Checklist section of a Jira work item. Alternatively, you can prepare your own list of steps from scratch.
- If needed, customize the template using the Markdown editor. Add or remove steps, change formatting, and so on.
- Save the checklist as a template. Open the Smart Checklist menu (the three dots in the upper right corner) and save your checklist as a template:
That’s it! Now you don’t have to start from scratch, and will be able to save time and organize your work better.
Examples: Reusable Checklists for Your Hardware Procurement Template
Vendor Evaluation Checklist Template
## Background Verification
– Verify the vendor’s registration and legal status.
– Check for relevant certifications or compliance (e.g., ISO, GDPR).
## References and Reviews
– Collect references from previous clients.
– Analyze customer reviews or ratings.
## Capabilities Assessment
– Assess the vendor’s product or service capabilities against project requirements.
– Review the vendor’s technical support and customer service structure.
## Risk Analysis
– Identify potential risks (financial stability, supply chain reliability).
– Review the vendor’s contingency plans for unforeseen disruptions.
## Documentation and Policies
– Request and review vendor policies, including return, warranty, and privacy policies.
– Confirm alignment with company compliance requirements.
Price Negotiation Checklist Template
## Preparation
– Define your budget and acceptable price range.
– Research industry-standard pricing for the product/service.
## Discussion Points
– Break down total costs (e.g., initial cost, maintenance fees, hidden charges).
– Discuss discounts for bulk orders or long-term contracts.
## Value Proposition
– Evaluate value-added services included in the price (e.g., training, support).
– Confirm warranty or extended coverage terms.
## Agreement Draft
– Document agreed terms for pricing and deliverables.
– Obtain a preliminary quote or memorandum of understanding.
Sourcing Strategy Checklist Template
## Evaluate Collaboration Opportunities
– Assess the feasibility and benefits of forming a long-term partnership with a supplier.
– Identify vendors with potential for strategic alliances or exclusive agreements.
## Competitive Bidding Process
– Decide whether a competitive bidding process is appropriate for the purchase.
– Prepare a detailed request for proposal (RFP) or request for quotation (RFQ) for potential vendors.
## Cost-Effectiveness Analysis
– Evaluate the cost benefits of pursuing bulk pricing or volume discounts.
– Compare potential savings against storage or overstocking risks.
How to Add a Checklist Automatically
Smart checklists can be automatically added to all your hardware procurement tasks.
For this purpose, it’s best to designate a specific work type for these tasks. In our example, we created a work type called “Hardware Request” and included it in our workflow.
To enable this automation, click the three-dot menu in the Smart Checklist section and select Manage Templates. You will see the list of all your saved checklist templates, including the hardware procurement template. In the section on the right, select the work type you need. The checklist template will then be automatically added to all new Jira work items of this type.
II. A Hardware Procurement Template Organized as a Set of Jira Work Items
Let’s say your organization opens an office in a new country, and you need to purchase a large batch of hardware for it. This will require thorough research to get the best deal for the most suitable equipment. In this case, organizing work as a Jira epic with a set of tasks and subtasks will be convenient.
You can use Smart Templates by Titan Apps to save such an epic (or another work type) with everything it includes. When you need to order another batch of hardware, you won’t have to manually recreate all these tasks. You can generate a new epic with all its child tasks in just a few clicks or even automatically. Here’s what it may look like:
In particular, such a template can include:
- Parent task, such as an epic
- Child tasks and subtasks
- Checklists inside the child tasks
- Pre-filled fields
- Dynamic due date
- Pre-defined assignees
- Variables
- Pre-filled task descriptions
- Scheduling information for auto-creating a new set of tasks from the template
Here’s an example of using variables. When setting up a template, add variables for the elements that change from task to task, such as {{itemname}} or {{vendorname}}:
When creating a new work item from the template, you will be prompted to enter specific values for these variables, such as “MacBook H3” and “AppleStore.”
All this allows you to standardize processes and significantly speed up work.
How to Turn Any Jira Work Item Into a Reusable Template
- Install Smart Templates for Jira from the Atlassian Marketplace.
- Open the work item that you want to turn into a template – an epic, task, etc. Alternatively, create one from scratch. This can be a standalone work item or a complex set of tasks with subtasks and checklists. Use the checklist templates we provided earlier or create a new one with Smart Checklist for Jira (optional).
- If needed, edit your set of tasks before saving it as a template. Add variables, pre-select assignees, fill out work item fields, etc.
- Save the structure as a template from the Smart Templates section of your Jira work item (Jira issue).
That’s it! Your reusable hardware procurement template is ready. Now you can create new task structures in seconds and streamline the hardware purchasing process.
For more details on how to use Smart Templates, please see the official documentation.
Example Structure for a Hardware Procurement Template in the Form of an Epic
Epic: Procurement of {{itemtype}}
Task 1: Category Assessment.
Sub-task: Assess current usage.
Sub-task: Assess future needs.
Sub-task: Align needs with current business strategy.
Task 2: Supply Market Analysis
Sub-task: Conduct market trends analysis.
Sub-task: Perform supplier analysis.
Sub-task: Risk management.
Task 3: Strategy Development
Task 4: Vendor Selection
Sub-task: {{vendorname}}
Sub-task: {{vendorname}}
Task 5: Pricing Negotiations
Task 6: {{itemname}} Integration
Sub-task: FIN: {{itemname}} purchasing.
Sub-task: Coordinate with IT or security for integration.
Task 7: Monitor Vendor Performance.
This example can serve as a basis for your own templatized set of tasks. Add other stages and steps according to your organization’s procurement process. Then, save the prepared structure with the help of Smart Templates.
Benefits of Utilizing Hardware Procurement Templates in Jira
This article provided some hands-on examples and ready-to-use checklists for your procurement tasks. Implementing these templates can be extremely helpful, guiding you step by step through all stages of the IT procurement processes. This includes collecting preferences from the requester, verifying IT hardware specifications, checking security requirements, researching prices, placing a purchase order, etc. With every step documented in a smart checklist or in a set of Jira tasks, you can easily follow the best practices down to the smallest detail.
Templates are also beneficial for organizations with a complex procurement policy or a lengthy approval process. They ensure standardization and compliance. As a result, a procurement manager can better collaborate with stakeholders, save time and effort, and work more efficiently.
