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
  • Requested delivery date based on {{ urgency }}
• PO approved and submitted to vendor
• Order confirmation received with estimated delivery date
• Track shipment

Step 3 — Receiving & Setup

Receiving

• Verify received hardware matches PO (model, specs, quantity)
• Inspect for physical damage
• Record serial numbers and asset tags
• Create asset record in asset management system

Configuration

• Apply standard OS image
• Install latest OS patches and updates
• Install standard software suite for {{ requester_name }}'s role
• Configure device encryption (BitLocker/FileVault)
• Enroll in MDM (Intune/Jamf/etc.)
• Configure network settings (WiFi profiles, certificates)
• Apply security baseline policies
• Run hardware diagnostics

Quality Check

• Boot and verify all hardware components functional
• Test network connectivity (wired and wireless)
• Verify all installed software launches correctly
• Confirm encryption is active

Step 4 — Deployment

Delivery

• Schedule handoff with {{ requester_name }}
• For remote employees: ship with tracking and insurance
• Include setup instructions and IT contact information
• Hand off device with any peripherals

User Setup

• Assist {{ requester_name }} with initial login
• Complete MFA enrollment on new device
• Transfer data from old device if applicable
• Verify {{ requester_name }} can access all required resources

Old Device Handling (if replacement)

• Collect old device from {{ requester_name }}
• Back up any user data
• Wipe and reimage or decommission
• Update asset records

Step 5 — Documentation & Close

• Update asset management: assign {{ hardware_type }} to {{ requester_name }}
• Record warranty information and expiration date
• Update budget tracking with actual cost
• Close procurement ticket in ITSM
• Notify {{ requester_name }} and manager of completion

Counter-Rationalizations

Shortcut	Counter	Why
"We can skip some steps for this case"	Adapt the workflow steps, don't skip them	Skipped steps are where incidents and oversights originate
"The user seems to already know what to do"	Complete all workflow phases with the user	The workflow catches blind spots that experience alone misses
"This is a minor case, full process is overkill"	Scale the process down, don't turn it off	Minor cases become major when unstructured; the process scales, not disappears
"I'll fill in the details later"	Complete each section before moving on	Deferred details are forgotten; real-time capture is more accurate
"The template output isn't necessary"	Always produce the structured output format	Structured output enables comparison, audit trails, and handoff to other teams

Output Format

Generate a procurement report with:

1. Request summary (hardware, requester, justification)
2. Procurement details (vendor, cost, PO number)
3. Configuration summary (OS, software, security)
4. Deployment confirmation and asset assignment