Hardware Procurement Workflow

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

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