{"id":1376,"date":"2024-05-29T17:42:28","date_gmt":"2024-05-29T17:42:28","guid":{"rendered":"https:\/\/titanapps.io\/blog?p=1376"},"modified":"2025-09-19T13:36:04","modified_gmt":"2025-09-19T13:36:04","slug":"procurement-template-jira","status":"publish","type":"post","link":"https:\/\/titanapps.io\/blog\/procurement-template-jira","title":{"rendered":"Procurement Template in Jira: Recreate and Reuse Your Process in Jira"},"content":{"rendered":"\n

Procurement is a complex and nuanced process that involves attention to detail in multiple stages. Recreating this process in Jira every time you need to order a new laptop for an employee or a new software service for the marketing team is tedious and time-consuming. <\/p>\n\n\n\n

Sure, Jira offers several workarounds like issue cloning, but most of them are clunky and require a lot of effort to set up and maintain. <\/p>\n\n\n\n

This article shows a simpler, more intuitive way of crafting a reliable and reusable procurement template in Jira. For the magic to work, you\u2019ll need one or two external Jira apps. Both of them have a free trial. Give them a shot and see if the process works for you.<\/p>\n\n\n\n

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\n \"\" <\/div>\n\n
\n Smart Templates for Jira <\/div>\n <\/div>\n\n
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Document and automate repetitive processes with issue templates. Spend less time on recreating or cloning recurring tasks. Prefill fields like summary, description, and custom ones. Add variables to manage dynamic values.<\/p>\n <\/div>\n \n Visit Marketplace <\/span>\n <\/a>\n <\/div>\n\n \n \n \n

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\n \"Smart <\/div>\n\n
\n Smart Checklist for Jira <\/div>\n <\/div>\n\n
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Create ToDo lists to organize your work. Save checklists as templates to streamline recurring tasks. Automatically add and update checklists to save your time.<\/p>\n <\/div>\n \n Visit Marketplace <\/span>\n <\/a>\n <\/div>\n\n \n \n <\/section>\n\n\n\n

Note<\/strong>: Explore all of the options for creating templates in Jira here <\/em><\/a><\/p>\n\n\n\n

What goes into a Procurement Template in Jira?<\/h2>\n\n\n\n

Generally speaking, a procurement template should include several Jira issues with specific instructions and checklists. These can serve as tasks for your team to:<\/p>\n\n\n\n

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  • Identify the exact need for hardware or software;<\/li>\n\n\n\n
  • Find the suppliers and request the bids or send an RFX (Request for Proposal, Request for Quotation, Request for Information, etc.);<\/li>\n\n\n\n
  • Draw up a contract with the vendor;<\/li>\n\n\n\n
  • Set up a payment process;<\/li>\n\n\n\n
  • Manage and support the delivery of the product;<\/li>\n\n\n\n
  • Perform the Execution & Integration activities, monitor results, and evaluate the vendor, ensuring the company is getting the best product or service per price and conditions. <\/li>\n<\/ul>\n\n\n\n

    Each of these tasks is then broken down into smaller subtasks. For example, the sourcing process includes subtasks such as:<\/p>\n\n\n\n

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    • Identifying a list of vendors<\/li>\n\n\n\n
    • Narrowing this down to approved vendors<\/li>\n\n\n\n
    • Identifying which factors impact the price<\/li>\n\n\n\n
    • Identifying an acceptable rationale for not simply going with the lowest bid and calling it a day<\/li>\n\n\n\n
    • Negotiating a better deal as well as the terms (buying in bulk)<\/li>\n\n\n\n
    • Considering factors such as service warranty, etc. <\/li>\n<\/ul>\n\n\n\n

      As you can see, going through each and every detail of the process by hand every time the team needs something will become a nightmare. <\/p>\n\n\n\n

      That said, skipping the documentation stage and going with a simple Jira task will inevitably lead to missing one or several stages of the process. You need a template. <\/p>\n\n\n\n

      Think about it: having the documentation and history of purchases in one place quickly becomes a single source of truth. In simpler words, you will get a crystal clear definition of a good deal in every category, like hardware or software.<\/p>\n\n\n\n

      This will help managers take ownership of what they buy and why, leading to cost savings and providing the business with the best products. <\/p>\n\n\n\n

      All things considered, biting the bullet and taking the time to set everything up once is probably the best option.<\/p>\n\n\n\n

      How to create a Procurement Template in Jira with Smart Templates?<\/h2>\n\n\n\n

      Given the amount of detail that goes into each stage of the procurement process, it\u2019s probably best that you document all of them inside Jira issues. The seven steps of strategic sourcing can be used as a guide for creating a meaningful and context-rich list of Jira tasks. <\/p>\n\n\n\n

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      1. Category assessment tasks<\/strong>: Are you procuring software, hardware, or services? Specify these categories with labels in your issues. Also, add some sub-tasks for:\n
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        1. Accessing current usage<\/li>\n\n\n\n
        2. Accessing future needs<\/li>\n\n\n\n
        3. Aligning the usage and needs with the current business strategy<\/li>\n<\/ol>\n<\/li>\n\n\n\n
        4. Supply market analysis tasks<\/strong>: These tasks are generally focused on understanding the supply dynamics. They should help you better understand availability, pricing, and innovation on the market. Create sub-tasks for:\n
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          1. Market trends analysis<\/li>\n\n\n\n
          2. Supplier analysis<\/li>\n\n\n\n
          3. Risk management <\/li>\n<\/ol>\n<\/li>\n\n\n\n
          4. Strategy development<\/strong>: This stage is mostly analytical. The goal is to ensure that you are getting the best value for your investment. This task doesn\u2019t require subtasks, but you can add a checklist of things you need to keep an eye on:\n
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            1. Should you form a partnership?<\/li>\n\n\n\n
            2. Should you pursue competitive bidding?<\/li>\n\n\n\n
            3. Should you consider bulk pricing? <\/li>\n<\/ol>\n<\/li>\n\n\n\n
            4. Vendor selection<\/strong>: Having a short list of vendors means that the negotiations are about to start. You can use separate subtasks for vendors, each with a separate checklist for evaluation. Guessing the exact number of vendors you\u2019ll be reviewing is hard, so I suggest creating one subtask for the purposes of a template. Hint: You can save and reuse it as a separate template. <\/li>\n\n\n\n
            5. Vendor negotiations<\/strong>: This is one parent task that needs a good checklist for clearly identifying aspects such as:\n
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              1. Pricing<\/li>\n\n\n\n
              2. Delivery schedules<\/li>\n\n\n\n
              3. Support<\/li>\n\n\n\n
              4. Potential contractual terms<\/li>\n<\/ol>\n<\/li>\n\n\n\n
              5. Execution and integration<\/strong>: This stage involves two primary subtasks: placing the order and integrating the product. The latter part might involve separate subtasks for members of other teams, like IT or security if they need to check, validate, or set up the purchase. You can also have a separate subtask for the finance team to make and record the purchase. <\/li>\n\n\n\n
              6. Benchmarks and results monitoring<\/strong>: The last step of the sourcing process revolves around monitoring the vendor\u2019s performance and comparing it to certain benchmarks like industry standards or your previous experiences. This step can be described in one task. Make sure to use a checklist so that the procurement specialist doesn\u2019t forget to check crucial information like compliance with contractual terms. <\/li>\n<\/ol>\n\n\n\n
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                \n \"\" Note<\/span>\n <\/div>\n
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                This template is designed to be universal. You can use it as inspiration for crafting your process, or you can break it down into separate templates for various teams. For instance, the sourcing team will benefit from steps 1-5. The management and procurement might benefit from steps 5-7. Other departments like IT or finance can use a template of tasks from step 6.\u00a0<\/p>\n <\/div>\n <\/section>\n\n\n\n

                How do you translate all of these tasks into Jira?<\/p>\n\n\n\n

                For starters, I\u2019d suggest setting up an Epic to serve as a parent to all of the tasks. This way, you\u2019ll have the added flexibility of using both tasks and sub-tasks for a more granular distribution of work. Sure, setting up the descriptions, labels, checklists, and assignees will take some time but hey, you only need to do the hard part once. You can then save and reuse the whole hierarchy of issues any time you need to source something. <\/p>\n\n\n\n

                Alternatively, Smart Templates allows you to set up all of the tasks, subtasks, and even checklists from within one intuitive interface. Let\u2019s give it a go, shall we?<\/p>\n\n\n\n

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