Checklists are useful in business processes such as ensuring that a proposed purchase meets the minimum requirements. This use case outlines how you can use a Jira business project to manage procurement. Here’s what you’ll need:
Product: Jira Work Management
Apps: Issue Checklist for Jira Pro
Workflow & Issue Type: RFP Template
Set-up Tasks:
Workflow modifications
JWM Form
Procurement Checklist Template
Automation rules
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In order to make it easy for other departments to use the procurement process, start by setting up a form that makes it easy for teams to request that an RFP be issued.
Select Forms from the left nav bar.
A sample form with Summary, Description and Attachment is shown. Drag any needed additional fields onto the form, for example, Budget and Due Date. (The “Budget” field included in the template is a text field. You may want to change it to a number field.)
Update the text of the form questions to clarify what you are looking for (for example, change “Description” to “Scope of Service”).
Use the buttons at the top to Preview the form and, assuming the form is complete, Share it with other teams.
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Checklist
To ensure that only proposals that meet the minimum requirements are considered, the Procurement team creates a checklist template. If the project has been created for to procure a single item or service, then the checklist can be set as a default template for all subtasks in the project. If the project will be used to manage multiple, simultaneous procurements, the templates can be added to subtasks manually.
To create a checklist template:
Install
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Checklist for Jira Pro.
Select Checklist from the left nav bar.
Click Create template.
Name the template (“Copy Machine Requirements”) and add the requirements to the list.
Click Save.
Optionally, if the project, or a subtask issue type within the project is dedicated to a single procurement, set the Checklist as a default.
Click Set default.
Select the appropriate issue type.
Click Save.
Automation Rules
This use case uses two automation rules; one to set the Declined label for proposals that do not meet the minimum criteria, and one to close the parent issue after all of the subtasks have been closed.
To set the Declined label:
Navigate to Project Settings > Automation.
Click Create rule.
Select Issue transitioned as the trigger.
Set the From status as
and the To status asStatus colour Blue title response recieved
.Status colour Green title decided Click Save.
Click New action.
Select Edit issue fields.
Select Labels as the field to be edited, and Declined as the value to be put in the field.
Click Save.
Name the rule.
Click Turn it on.
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Each proposal submitted for a given RFP will be managed as a Subtask of that RFP. Therefore, we’ll want to turn on the When all subtasks are done, move parent to done automation rule to automatically close the parent issue when the procurement is complete.
Navigate to Project Settings > Automation.
Select the Library tab.
Click on When all subtasks are done, move parent to done.
Click Turn it on.
Issue Life Cycle
When the form is submitted, a Jira issue is created in the
status. Receiving the form, the Procurement team confirms the approved budget and the changes the issue status toStatus title RFP Creation
.Status colour Blue title preparing The Procurement team drafts the RFP.
When ready, the team makes the RFP public, sets the due date as the deadline for submitting proposals and transitions the issue to the next status.
When the due date arrives, the Assignee transitions to the issue to the
status. The Assignee creates a subtask for each proposal received.Status colour Blue title Response received The Minimum Requirements checklist is added to each of the subtasks. The procurement team reviews each of the proposals against the checklist to see if the requirements are met:
If the requirements are met, the subtask is transitioned to
.Status colour Blue title Evaluating If the requirements are not met, the subtask is transitioned to
. A Declined label will be automatically added.Status colour Green title DEcided
When all of the submissions have been through the first screening, the evaluation team will make their selection from the all of the proposals represented by a subtask in the
status. Subtasks will then be moved to theStatus colour Blue title Evaluating
status, with the label set to either Declined or Selected depending on the evaluator’s decision.Status colour Green title DEcided Automation will automatically close the parent issue, once all of the Subtasks have moved to the
status.Status colour Green title DEcided