About This Automation
Technology roadmap and budget planning requires IT managers to manually collect requests from multiple departments, research vendor pricing across dozens of products, and consolidate everything into a master budget spreadsheet.
Automation standardizes request collection through a single form, looks up current vendor pricing automatically, consolidates data in real time, and flags budget conflicts instantly. The roadmap and executive summary are generated from approved data, cutting total cycle time to 1 to 2 weeks.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
The automation is triggered when the annual budget planning window opens or a new technology request is submitted. A centralised request form is automatically distributed to all departments.
A structured Google Form is sent to all department heads, collecting hardware, software, and infrastructure needs in a standardised format. Responses are automatically logged in a linked Google Sheet.
The automation queries vendor APIs and pricing databases to pull current costs for requested items, eliminating manual website visits and quote requests.
Department responses and vendor pricing are automatically merged into a master Google Sheet, organised by department, category, and cost, with formulas pre-calculated.
An intelligent reviews the consolidated data to identify duplicate requests, budget overruns, and conflicting priorities, flagging them for IT manager review.
The automation generates a draft technology roadmap document and budget summary with narrative text, charts, and breakdowns, ready for IT manager refinement and leadership review.
A notification alerts the IT manager that the draft roadmap and budget are ready, with links to the consolidated data and flagged items requiring human decision.
The finalised roadmap and budget are logged as a Jira epic with linked stories for each major initiative, enabling tracking and dependency management throughout the year.
Most popular tool stack used
— the complete tool combinations companies use
Google Forms
Google Sheets
Slack
Gmail
Jira Software CloudWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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