Help with setting up project

Question

Hello, I need help setting up a project for tracking tasks that include requesting quotes (from multiple vendors), receiving quotes, sending quotes to engineers for approval, quote approvals, submitting requisitions for purchase orders, and receiving custom parts from vendors.

Example step by step:

1: First, I receive from a requester a project request to procure custom part(s) - I need to create a task with the project request's number (say it's 00001) and track the date I created the task

2: Next, I send requests for quotes to multiple vendors - I need to create a subtask listing all the vendors I sent requests for quotes to and track the date I sent the requests for quotes

3: Then, I will receive quotes from multiple vendors - I need to create a subtask that lists all the vendors I received quotes from and track the date I received the quote from each vendor

4: Next, I send the quotes I receive to the requester for approval - I need to create a subtask that lists which vendor's quote is being sent for approval and track the date I sent the quote for approval to the requester

5: Then, I will receive approval from the requester - I need to create a subtask that lists which vendor's quote is approved and track the date the requester approved the quote

6: Next, I will place a requisition for a purchase order - I need to create a subtask that lists the vendor that the requisition for a purchase order is placed to and track the date the requisition is placed

7: Finally, I will receive the custom part(s) from the vendor - I need to create a subtask that tracks the date I receive the custom part(s)

Thank you

Mary from Planyway · Answer

@Cameron “MCWILLIC” McWilliams

It's Mary from Planyway

Setting up a project in Jira Work Management to handle your procurement process can be a very organized way to track each step of your workflow. Here's how you can set up your project, step by step, in Jira:

1. Creating the Main Task for Project Request

* Create a new task: Name it with the project request's number (e.g., "Project Request 00001").
* Track the creation date: Jira automatically records the date when a task is created, but you can also add a custom field to record the specific date of the project request if needed.

2. Sending Requests for Quotes

* Create a subtask: Under the main task, create a subtask named "Sending Requests for Quotes to Vendors".
* List vendors and track dates: In the subtask, use the description or comments section to list the vendors. Add a custom date field to track when the requests were sent.

3. Receiving Quotes from Vendors

* Create a subtask: Name it "Receiving Quotes from Vendors".
* List vendors and dates: Record each vendor that sent a quote and the date received. This can be done in the description, comments, or a custom field.

4. Sending Quotes for Approval

* Create a subtask: Name it "Sending Quotes for Approval".
* List vendor and track date: Specify which vendor's quote is being sent for approval and the date it was sent.

5. Receiving Quote Approval

* Create a subtask: Name it "Receiving Quote Approval".
* List vendor and track date: Indicate which vendor's quote was approved and the date of approval.

6. Placing a Requisition for Purchase Order

* Create a subtask: Name it "Placing Requisition for Purchase Order".
* List vendor and track date: Mention the chosen vendor for the purchase order and the date the requisition was placed.

7. Receiving Custom Parts

* Create a subtask: Name it "Receiving Custom Parts".
* Track the receipt date: Use this subtask to record the date when the custom parts were received.

Additional Tips:

* Custom Fields: You might need to create custom fields to track specific information like dates or vendor names.
* Workflow Statuses: Customize your workflow statuses to reflect the stages in your process (e.g., "Quote Requested", "Quote Received", "Approval Pending", etc.).
* Attachments: Use the attachment feature to keep all related documents (like quotes or approvals) linked to their respective tasks or subtasks.
* Notifications: Set up notifications for task updates to keep all stakeholders informed.
* Dashboards and Reports: Utilize Jira's dashboard and reporting features to get an overview of your project's progress.

I would also recommend you to use the timeline capabilities. For example, Planyway addon can visualize both issues and subtasks on different timeline views.