How to Create a Hardware Procurement Template in Jira

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From ordering laptops and monitors to upgrading server infrastructure, hardware procurement encompasses a wide range of tasks. Regardless of the scope, accuracy and timely delivery are crucial. Delays or overlooked details can disrupt workflows for entire teams. A structured procurement process enables you to move faster, avoid costly mistakes, and follow your company’s approval policies with ease.

In this guide, you’ll learn how to set up a hardware procurement template in Jira using Smart Tools by Titan Apps. We’ll give you practical examples and share ready-to-use checklist templates that you can implement in minutes.

First Things First: What is a Hardware Procurement Template for Jira?

The answer is not as straightforward as it may seem. Essentially, a template is a pre-configured asset that you can use as a base and build upon. This base can take different forms, such as a checklist template, a task structure, or a project layout. Let’s take a closer look at these options.

🔋 Procurement checklist in a work item

This is a detailed, step-by-step list covering every stage of the procurement process, from request submission to final delivery. You can automatically attach the checklist to each procurement task, ensuring that nothing is overlooked. This approach ensures that every request follows the same proven sequence, saving time and reducing errors.

🔥Reusable set of procurement tasks

For larger orders or recurring purchases, it can be more efficient to use a Jira epic template that has standard procurement tasks already included. Whenever you need to repeat the process, simply create a new epic from the template. All associated tasks, subtasks, and checklists will be instantly available, giving you a detailed action plan.

🛠️Jira project template for procurement

If your procurement process is new or still evolving, the Jira project template for procurement can serve as a starting point. It includes a Kanban board, purchase request form templates, basic workflows, and simple automations. While not specialized for hardware purchases, it offers a solid foundation that you can customize to meet your requirements.

You may decide to utilize one of these formats or combine them for a more comprehensive setup. Next, we’ll walk through how to create hardware procurement templates as checklists and task sets using Smart Tools for Jira.

Option 1. Create a Hardware Procurement Checklist 

With Smart Checklist for Jira, you can create a reusable procurement checklist that’s easy to apply to any new request. Each template can be as simple or as detailed as you need. 

You can add headers to mark different stages, use emojis for quick visual cues, and include clickable links to vendor sites or internal documentation. Additionally, you can assign custom statuses for each step, set dynamic deadlines, and mention the people responsible for specific actions. 

Here’s an example of what it may look like:

Once saved, the checklist can be attached automatically to every new hardware procurement task, so that the process is consistent and easy to follow.

Step-by-step Instructions

🚀 Start by installing Smart Checklist for Jira from the Atlassian Marketplace.

🧩 Pick your template from the examples in the section below and paste it into the Smart Checklist field of your Jira work item, or build your own from scratch.

🎨 Shape it your way: add or remove steps, play with formatting, and include extra details.

📦 Save it for next time by turning your checklist into a template. Click the three dots in the upper-right corner of the Smart Checklist menu and select Save as template.

That’s it! Now every new procurement task can start with a ready-made process, helping you save time, stay consistent, and keep your work perfectly organized.

Hardware Procurement Checklists You Can Use For Free

1. 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.

2. 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.

3. Sourcing Strategy Hardware Procurement 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.

Automation Tip: Add a Checklist to All Procurement Tasks On Creation

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, open a Jira work item, click the three-dot menu in the Smart Checklist section, and select Manage Templates. In the list of saved templates, locate your hardware procurement template. On the right, select the work type you want to link it to. From now on, any new Jira work item of that type will include your checklist automatically.

Option 2. Set up an Epic With Tasks Serving as a Hardware Procurement Template

Imagine your company is opening a new office in another country, and you need to source a large batch of equipment. This means researching vendors, comparing prices, and ensuring every item meets your team’s needs. In such cases, it’s practical to organize the process in Jira as an epic containing all related tasks.

With Smart Templates for Jira, you can save that epic along with every included task, subtask, and checklist. The next time you need to place a similar order, you won’t have to rebuild the structure manually. Instead, you can generate a new epic with all its child tasks in just a few clicks, or even have them generated 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-generated tasks

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.

Step-by-step Instructions

🌟 Grab Smart Templates for Jira from the Atlassian Marketplace.

🏗️ Define your work structure - open the work item you want to create a template for. This can be a single task or a complete set with subtasks and checklists. Use our earlier checklist templates or create your own with Smart Checklist for Jira (optional).

🖌️ Refine the details - add variables, set default assignees, fill in fields, and ensure everything is in place.

💎 Save it as a template from the Smart Templates section of your Jira work item so it’s ready to use anytime.

Congrats, your IT hardware procurement template is now set up and ready to use! From now on, you can generate complete task structures in just a few clicks, making the hardware purchasing process faster and more organized.

For more details on how to use Smart Templates, please refer to the official documentation.

Example of a Procurement Template Epic With Tasks and Subtasks

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.

You can use this example as a starting point for building your own hardware procurement template. Adjust the stages, rename tasks, and add steps that align with how your organization handles hardware purchasing. Once your structure is complete, save it with Smart Templates so it’s ready to launch whenever a new procurement project begins.

Simplifying Processes with a Hardware Procurement Template

In this guide, we’ve explored practical examples and shared ready-to-use checklists that you can adapt for your own procurement needs. By applying these templates, you get a clear, step-by-step path through every stage of 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 each stage organized in a practical checklist or through Jira task sets, you can effortlessly follow best practices down to the fine details. This is a scalable process, so it allows you to streamline your workflow - whether you are just ordering peripherals or revamping complex systems. 

These templates also work great for organizations with complex procurement policies or extended approval chains. They help maintain consistency and ensure compliance. As a result, procurement managers can collaborate more effectively with stakeholders, optimize time, and complete procurement tasks with greater accuracy.