hardware-procurement-workflow

name	hardware-procurement-workflow
enabled	true
description	Use when performing hardware procurement workflow — hardware request through procurement, setup, and deployment covering the full lifecycle from initial request and budget approval through vendor selection, purchase order processing, hardware configuration, and delivery to the end user. Ensures hardware procurement follows organizational policies and budget controls.
required_connections	[{"prefix":"itsm","label":"ITSM Tool (ServiceNow, Freshservice, etc.)"}]
config_fields	[{"key":"requester_name","label":"Requester Name","required":true,"placeholder":"e.g., Jane Smith"},{"key":"hardware_type","label":"Hardware Type","required":true,"placeholder":"e.g., Laptop, Desktop, Monitor, Docking Station"},{"key":"business_justification","label":"Business Justification","required":true,"placeholder":"e.g., New hire starting April 1, current laptop end-of-life"},{"key":"budget_code","label":"Budget / Cost Center Code","required":false,"placeholder":"e.g., CC-ENG-2026, DEPT-MARKETING"},{"key":"urgency","label":"Urgency (standard/expedited)","required":false,"placeholder":"e.g., standard (2-3 weeks), expedited (3-5 days)"}]
features	["HELPDESK"]

Hardware Procurement Workflow

Hardware request: {{ hardware_type }} for {{ requester_name }} Justification: {{ business_justification }} Budget: {{ budget_code }} | Urgency: {{ urgency }}

Step 1 — Request & Approval

Request Validation

• Verify {{ requester_name }} is an active employee
• Confirm {{ hardware_type }} is a standard catalog item
• If non-standard: document special requirements and get additional approval

Standard Hardware Catalog

STANDARD OPTIONS
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Laptop (Standard):    [Model/Spec from catalog]
Laptop (Power User):  [Model/Spec from catalog]
Desktop (Standard):   [Model/Spec from catalog]
Monitor:              [Model/Spec from catalog]
Docking Station:      [Model/Spec from catalog]
Peripherals Kit:      Keyboard, mouse, headset

Approval Chain

• Manager approval for {{ requester_name }}
• Budget owner approval ({{ budget_code }})
• If cost > threshold: director/VP approval required
• Procurement team notified

Step 2 — Procurement

Vendor & Pricing

• Check existing inventory for available {{ hardware_type }}
  • If available in inventory: skip to Step 3 (Setup)
  • If not available: proceed with purchase
• Obtain quotes from approved vendors (minimum 2 for items > $1000)
• Select vendor based on price, availability, and warranty
• Verify vendor is on approved vendor list

Purchase Order

• Create purchase order with:
  • Item description and specifications
  • Quantity
  • Unit price and total cost
  • Budget code: {{ budget_code }}
  • Delivery address and attention