FS-DOC-03Operations
Process Runbook / SOP
New Tool Evaluation and Rollout
[YourCompany.com] · IT Department · Prepared by FullSpec · [Today's Date]
This runbook is the day-to-day operational reference for everyone involved in the New Tool Evaluation and Rollout process. It tells you what the automation does at each step, where your team's only manual action sits, how to respond when something goes wrong, and what routine upkeep keeps the system running cleanly. FullSpec has built and configured the automation end to end. Your team's responsibility is the one human checkpoint described in Section 02 and the ongoing maintenance tasks in Section 05.
01Process overview
When a staff member submits a structured intake form requesting a new software tool, three automated agents handle everything from logging the request and checking for duplicates, through generating a security checklist and routing for approval, to triggering the vendor agreement in DocuSign and notifying users in Slack. The one step that remains with your IT Manager is provisioning licences and configuring SSO after the signed agreement is returned. This step requires direct system access and environment-specific judgement that cannot be safely automated. Everything else is handled without manual intervention, producing a complete, timestamped audit trail in Notion and Jira for every evaluation.
Process name
New Tool Evaluation and Rollout
Trigger
A staff member submits the structured tool request intake form
Final output
A signed vendor agreement on file, an updated Notion software register entry, and a Slack rollout notification sent to end users
Agents running
Request Intake Agent, Evaluation and Approval Agent, Procurement and Rollout Agent
Tools involved
Jira, Notion, Google Workspace, DocuSign, Slack
Weekly volume
Approximately 3 to 6 tool evaluations per month
Human checkpoint
Licence provisioning and SSO configuration (IT Manager, after signed agreement is returned)
Process owner
[Your name], IT Manager
Process Runbook / SOPPage 1 of 4
FS-DOC-03Operations
02Step-by-step: what happens and who acts
What you actually need to do: there is exactly one step in this process that requires a human action. After the signed vendor agreement is returned via DocuSign, the IT Manager provisions user licences and configures SSO or directory integration for the new tool. Every other step is handled automatically by the three agents. You do not need to log requests, chase approvals, or update the software register manually.
Step
What happens
Who acts
Type
1
A staff member completes and submits the structured intake form, providing their name, the tool they want, the use case, the number of users, the budget range, and any integration requirements.
Requestor
Automated
2
The Request Intake Agent receives the form submission, creates a Jira ticket containing all request details, and posts an acknowledgement message to the requestor in Slack confirming the request has been received.
Request Intake Agent
Automated
3
The Request Intake Agent queries the Notion software register to check whether a tool covering the same use case already exists. If a match is found, a duplicate flag is added to the Jira ticket and IT is alerted to review. If no duplicate is found, the evaluation continues automatically.
Request Intake Agent
Automated
4
The Evaluation and Approval Agent generates a pre-built security and compliance checklist in Notion and assigns it to the IT Manager for completion. This checklist covers data residency, access controls, SOC 2 status, and GDPR obligations. The evaluation cannot progress until the checklist is marked complete.
Evaluation and Approval Agent
Automated
5
The Evaluation and Approval Agent opens a standardised scorecard page in Notion, pre-populated with the request details, and shares it with the designated reviewers for scoring against criteria including cost, integration fit, support quality, and security posture.
Evaluation and Approval Agent
Automated
6
Once the scorecard is marked complete, the Evaluation and Approval Agent sends an approval request email via Google Workspace to the relevant manager, with the evaluation summary attached. If no response is received within 48 hours, a follow-up reminder is sent automatically.
Evaluation and Approval Agent
Automated
7
The manager reviews the evaluation summary and records their decision (approved or rejected) in response to the approval email. This is the only touchpoint required of the approving manager.
Approving Manager
Human
8
On approval, the Procurement and Rollout Agent sends a DocuSign envelope containing the vendor agreement or internal purchase order to the required signatories. If rejected, the rejection is recorded in Jira and the requestor is notified automatically.
Procurement and Rollout Agent
Automated
9
Once the signed agreement is returned via DocuSign, the IT Manager provisions user licences, sets up accounts, and configures SSO or directory integration for the new tool. This is the single human checkpoint in the process and typically takes 30 to 45 minutes depending on the tool.
IT Manager
Human
10
The Procurement and Rollout Agent updates the Notion software register automatically once the agreement is signed, adding the tool name, licence count, renewal date, monthly cost, and the name of the IT owner.
Procurement and Rollout Agent
Automated
11
The Procurement and Rollout Agent sends a Slack notification to the requestor and any named end users confirming the tool is live, along with a link to onboarding materials. The evaluation is now complete and fully documented.
Procurement and Rollout Agent
Automated
Process Runbook / SOPPage 2 of 4
FS-DOC-03Operations
03Handling exceptions
Situation
What the system does
What you do
Intake form is submitted with missing or incomplete information (for example, no use case or no user count provided)
The form validation prevents submission and prompts the requestor to complete the required fields before the Jira ticket is created. No ticket is created for an incomplete submission.
Nothing is required from you. If a requestor contacts you directly saying the form will not submit, direct them to complete all mandatory fields. If the form itself has a structural issue, contact support@gofullspec.com.
The duplicate check finds an existing tool in the Notion software register that covers the same use case
The Request Intake Agent adds a duplicate flag to the Jira ticket, includes the name and link of the existing tool, and sends an alert to the IT Manager in Slack. The evaluation does not proceed automatically.
Review the flagged ticket in Jira. If the existing tool genuinely covers the need, close the ticket and notify the requestor in Slack. If the requestor has a legitimate reason to evaluate a second tool, remove the duplicate flag in Jira to allow the evaluation to continue.
The approving manager does not respond to the approval request within 48 hours
The Evaluation and Approval Agent sends an automatic reminder email via Google Workspace. A second reminder is sent after a further 48 hours. After two unanswered reminders, the Jira ticket is flagged as stalled and the IT Manager receives a Slack alert.
Check the stalled ticket in Jira. Contact the approving manager directly to confirm they received the email and are able to respond. If the approver is unavailable, reassign the approval to an authorised delegate and update the approval email recipient in the Jira ticket notes.
DocuSign fails to deliver the agreement envelope, or the signatory does not complete signing within 5 business days
DocuSign sends an automatic reminder to the signatory at the 2-day and 4-day marks. If the envelope is not completed by day 5, the Jira ticket status is set to 'Signature Pending - Escalation' and the IT Manager is alerted via Slack.
Contact the signatory directly to confirm they received the DocuSign email and check their spam folder if necessary. If the envelope needs to be voided and resent, contact support@gofullspec.com and the FullSpec team will void and reissue the envelope. Do not attempt to edit or resend the DocuSign envelope manually without guidance.
Notion or Jira is temporarily unavailable when the automation tries to write data
The automation platform retries the failed action up to three times with a 5-minute delay between each attempt. If all three attempts fail, the workflow pauses and the IT Manager receives a Slack alert identifying which step could not be completed.
Check whether the tool is experiencing a known outage by visiting its status page. If the outage resolves quickly, the automation will retry on the next scheduled cycle. If the outage is extended, log the missing data entry manually as a short-term measure and notify support@gofullspec.com so the FullSpec team can confirm the record is reconciled once the tool is back online.
The Notion software register contains inconsistent or badly formatted entries, causing the duplicate check to return unreliable results
The duplicate check query runs against whatever data is currently in the register. If entries are incomplete or formatted inconsistently, the check may return a false negative (no duplicate found when one exists) and allow a duplicate evaluation to proceed.
This is the most common data-quality risk for this process. Keep the Notion software register clean and consistently formatted at all times. Run a monthly spot-check (see Section 05). If you suspect a false negative has occurred, search the register manually before allowing a new evaluation to continue. Report persistent query issues to support@gofullspec.com.
04Who to contact and when
Fill in the rows below once your team is confirmed. Keep this table updated whenever roles change. The FullSpec rows are fixed and do not need to be edited.
Role
Name
How to reach them
Process owner (IT Manager)
[Your name]
[Your email or Slack handle]
Approving manager (spend approval)
[Approving manager name]
[Approving manager email]
Finance contact (agreement sign-off)
[Finance contact name]
[Finance contact email]
Operations lead (escalation)
[Operations lead name]
[Operations lead email or Slack handle]
FullSpec builder (technical issues, configuration changes, agent updates)
FullSpec team
support@gofullspec.com
FullSpec support (errors, outages, failed automations)
FullSpec support
support@gofullspec.com
Process Runbook / SOPPage 3 of 4
FS-DOC-03Operations
05Ongoing maintenance
Whenever a new tool is added or removed outside this process
Update the Notion software register manually to reflect the change. Ensure the entry includes the tool name, licence count, renewal date, monthly cost, and owner. Inconsistent entries will cause the duplicate check to return unreliable results.
IT Manager
Whenever the security checklist or evaluation scorecard criteria change
Update the Notion checklist and scorecard templates directly. The automation uses these templates as its source, so changes take effect immediately for all new evaluations. Notify the FullSpec team at support@gofullspec.com if structural changes to the template fields are needed.
IT Manager, with FullSpec support if template structure changes
Monthly spot-check
Review the last 4 to 6 completed Jira tickets to confirm all records are fully populated, the Notion software register entries are accurate, and DocuSign agreements are on file. Flag any gaps and correct them manually.
IT Manager
Monthly error-log review
Check the automation platform's error log for any failed or retried steps over the past 30 days. If recurring failures appear for the same step or tool connection, contact support@gofullspec.com so the FullSpec team can investigate and resolve the root cause.
IT Manager, FullSpec support
Whenever a team member's role changes (new approver, new IT owner, team departures)
Update the approval routing in the Evaluation and Approval Agent to reflect the new approver's email address. Update the contact table in Section 04 of this runbook. Contact support@gofullspec.com if the change involves the signatory roles in DocuSign.
IT Manager, with FullSpec support for DocuSign signatory changes
Quarterly volume review
Review the number of tool evaluations processed over the past quarter against the expected volume of 3 to 6 per month. If volume has grown significantly, assess whether the current automation configuration and Notion register structure need to scale. Share findings with FullSpec at support@gofullspec.com for a capacity check.
IT Manager, FullSpec team
The most common maintenance issue for this process is the Notion software register falling out of date. If tools are added, removed, or renamed outside this automated process and the register is not updated immediately, the duplicate check will produce false negatives, allowing redundant evaluations to proceed. Make updating the register a non-negotiable step whenever any change to your software stack happens outside of this workflow.
Process Runbook / SOPPage 4 of 4