What sort of procurement solutions do people use with JSM

[Steven Lees-Smith]

As part of us moving to JSM we are trying to consolidate some systems that relied on us importing data into our current ITSM solution.

One of our goals is to remove our purchasing / asset tracking system from the equation and leverage JSM for that.  So we would create out PO, receive our assets into the system also, tag that assets and ideally have some sort of barcode reading ability for when we move assets around.  We move artists around all the time so we are scanning assets to and from people, moving workstations and the like so day to day asset tracking is important.

Is there something that is a go to for this sort of thing with JSM or are we still going to be needing a third party solution and then an import somehow to JSM cloud.

Thanks.

[Vincent Mutambuki { Mumo Systems }]

@Steven Lees-Smith  - Take a look at Checkout. It is purposely built for procurement and inventory management through JSM. You can create POs right from Jira that are sent to your vendor. You can have full interaction with your internal customers and vendors right inside JSM. Checkout gives you a full cycle workflow (with JSM approvals ) from customer request ->  Vendor procurement through PO, asset receipt and tracking through built in inventory systems. Vendors can also deliver Invoices through portal as well and track all their procurement requests and payments. Check It Out. 

[Steven Lees-Smith]

I am literally looking at that now, I was just trying to see about customisation specifically around what I am looking at.  For example, this is what I built in our current ITSM solution as our asset tracking / PO solution we have doesn't capture this information.  Currently we are doubling up with data entry but we can see, how many active rentals, subscriptions, permanent licenses we have, when there are expiries coming up, what location the license can be used if it is local as opposed to floating etc etc.

Can Checkout be customised to capture extra information for our software purchases.  

S.

[Vincent Mutambuki { Mumo Systems }]

Yes. You can create custom attributes to capture any type of information including attachments such as receipt, images e.t.c. You can also import your current inventory into checkout using CSV. 

[Steven Lees-Smith]

Can this information then be leveraged in dashboards and alert emails.  Basically I have emails that get sent out 14, 7 and 4 days out from licenses expiring.

We also have dashboards that track the total number of licenses and then a forward view on what the expiries look like when there are licenses expiring.  Basically it is a downward trending graph over time as it always assumes nothing gets renewed.

[Vincent Mutambuki { Mumo Systems }]

Requests, PO and invoice issue types can be added to a dashboard, Kanban board or JSM queue easily. 

We do not have asset reports yet. But it's coming. You can filter and query assets and download CSV with consequential dates. You can also use built in automation or automation for Jira to send notifications on upcoming renewals. 

[Steven Lees-Smith]

So we can export asset information as we still need to deal with depreciation and asset lifecycle.

[Vincent Mutambuki { Mumo Systems }]

Yes

[Steven Lees-Smith]

Looping back to here for another question (and maybe more to come).

We get requests for purchasing of items that are one-off or something we haven't purchased before.

Is there a way in Checkout to have a freeform text area to request a product or request a quote for a product.  The requestee may not know anything about the supplier or pricing or anything, they just know the name of something they need priced up.

How does checkout take requests like that and quote to approval to purchase workflows or would we need to use another request type for that.

[Vincent Mutambuki { Mumo Systems }]

@Steven Lees-Smith - Checkout does support unlisted request within the same checkout issue type. You should not create additional issuetypes in a Checkout project. Checkout also allows you to customize the form based on the category of the item to be requested. You can create approval workflows based of JSM approvals just as the list items.