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Launch Plan
New Tool Evaluation & Rollout
[YourCompany.com] · IT Department · Prepared by FullSpec · [Today's Date]
This Launch Plan covers everything you need to know about how your New Tool Evaluation and Rollout automation is being built and delivered. It is written for the business owner or IT manager overseeing the project, not for a technical audience. FullSpec handles the entire build, testing, and go-live process end to end. Your role is to provide access to your existing tools, confirm one key decision before the build begins, and monitor the results once the automation is live.
01What you're launching
Right now, every new software tool request kicks off a different chain of emails, spreadsheets, and calendar invites depending on who receives it that week. Security reviews are skipped, approval decisions are buried in email threads, and IT has no reliable audit trail of what was evaluated or why. This automation replaces that inconsistency with a single structured pipeline: a form submission triggers automatic Jira logging, a duplicate check, a security review checklist, a scored evaluation, a routed approval with automatic reminders, and a DocuSign signature flow, followed by an instant Slack rollout notification. The one step that stays with your team is licence provisioning and SSO configuration, which requires hands-on system access.
Process
New Tool Evaluation & Rollout
Trigger
A staff member submits a structured tool request form
Final output
A signed vendor agreement on file, the Notion software register updated, and a Slack rollout notification sent to end users
Agents being built
3 agents: Request Intake Agent, Evaluation and Approval Agent, Procurement and Rollout Agent
Tools involved
Jira, Notion, Google Workspace, DocuSign, Slack
Volume
3 to 6 tool evaluations per month
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02How the build works
FullSpec builds this automation across four stages: Connect, Build, Test, and Launch. Each stage has a defined owner and a clear set of actions so you always know where things stand. The build is rated Moderate complexity, meaning it spans three agents and five tool integrations including a DocuSign API connection, and is scoped to complete within four weeks of Connect closing. You do not need to manage any part of the build directly. FullSpec handles every technical step and keeps you updated at each stage transition.
Complexity: Moderate. Estimated delivery: 4 weeks (20 business days). The delivery clock starts at the close of Connect, not payment. Until Connect is complete and credentials are confirmed, the build has not started.
1Connect
Business days 1 to 3
FullSpec
Reviews the mapped process, audits the existing Notion software register for data quality, confirms which approval roles and signatory types are needed, and sets up the shared project workspace.
You
Provide admin credentials for Jira, Notion, Google Workspace, DocuSign, and Slack. Confirm the approval authority for tool purchases and identify who holds signatory rights in DocuSign.
2Build
Business days 4 to 15
FullSpec
Builds all three agents in sequence: the intake form and Jira ticket automation with Notion duplicate check; the Notion scorecard and security checklist with Google Workspace approval email and 48-hour reminder logic; and the DocuSign signature trigger, Notion register update, and Slack rollout notification.
You
Review and approve the intake form fields and the security checklist criteria. Confirm the DocuSign vendor agreement template is ready to load. Respond to any clarifying questions from FullSpec within one business day.
3Test
Business days 16 to 18
FullSpec
Runs end-to-end test evaluations using sample data, verifies duplicate flag logic, tests the 48-hour approval reminder, simulates a DocuSign rejection and re-send, and confirms all Slack notifications fire correctly.
You
Submit one real or realistic test request through the intake form. Confirm the Jira ticket, Notion records, and Slack messages look correct from your perspective. Flag anything that does not match your expectations.
4Launch
Business days 19 to 20
FullSpec
Switches the automation to live, retires any manual handoff steps, hands over the full documentation suite, and confirms monitoring is active. Provides a recorded walkthrough of the live flow.
You
Notify your team that the new intake form is the only way to submit a tool request going forward. Archive or close the old spreadsheet or informal logging process.
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03What FullSpec needs from you
Getting started requires only access to your existing tools. No technical knowledge is needed on your side. FullSpec will guide you through each credential step during the Connect stage, and all access is handled securely via standard OAuth or API key methods provided by each platform.
Jira
Admin access to your Jira project so FullSpec can configure ticket creation, status transitions, and field mapping
Before Connect closes
Notion
Admin access to the workspace containing the software register, so FullSpec can read existing entries and create new database pages
Before Connect closes
Google Workspace
OAuth connection to a Google account with permission to send emails and access the intake form responses in Google Forms
Before Connect closes
DocuSign
API credentials and access to the account where vendor agreement templates are stored; signatory roles must be defined in advance
Before Connect closes
Slack
A Slack app installation or webhook token for the channel where requestor and rollout notifications will be posted
Before Connect closes
One decision to confirm before Connect closes: your Notion software register must be cleaned and standardised before the build begins. Incomplete or inconsistently formatted entries will cause the duplicate-check query to return false negatives, meaning the automation will miss existing tools. FullSpec will flag any data quality issues found during the Connect audit, but your IT manager needs to confirm the register is ready before the build stage starts.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (IT Manager / business owner)
Submit any out-of-process exceptions manually if a request arrives outside the form. Provision licences and configure SSO once a tool is approved (this step stays with IT). Update the DocuSign agreement template when a new vendor type is added. Review the Notion software register periodically for accuracy.
Chasing approval decisions by email. Building evaluation scorecards and security checklists from scratch. Manually updating the software register after each rollout. Sending Slack notifications to end users. Following up on overdue approvals.
FullSpec
Monitor automation health and alert you if any step fails. Apply fixes within the agreed support SLA. Notify you of any platform API changes that require an update to the automation. Reachable at support@gofullspec.com for any post-launch questions.
Not applicable. FullSpec does not participate in day-to-day tool evaluations. The automation runs without FullSpec involvement once live.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The first real tool requests come through the new intake form. Jira tickets are created automatically, the Notion software register is queried for duplicates, and the security checklist appears in Notion without IT building it manually. Approval emails go out as soon as scoring is complete.
Zero manual logging steps required from IT for any new request submitted via the form
Month 1
Three to six evaluations have run through the full pipeline. Approval times are tracking at one to two business days rather than five to ten. Every evaluation has a complete Notion record including the scorecard, security checklist, and the approval decision.
100% of evaluations fully documented in Notion with no missing records
Month 3
The IT manager is saving approximately 4.5 hours per week previously spent on manual coordination. Duplicate tool requests are being caught automatically on every submission. The automation is running consistently with no manual intervention needed between form submission and DocuSign signature.
Approximately $2,250 in staff time recovered by the 90-day mark, on track for $9,000 in annual savings
Next step: to get the build started, share credentials for your five tools using the secure link FullSpec will send after you confirm the go-ahead. If you have questions before then, contact the FullSpec team at support@gofullspec.com.
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