Boom Vendor Management Workflow

Role: Project Manager | Tool Used: Asana

🧭 Project Objective

To create a scalable, efficient, and transparent Vendor Management Workflow using Asana that allows the Boom team to:

• Onboard vendors faster

• Track contracts and compliance

• Monitor performance and mitigate risk

• Streamline communication with vendors

How I Used Asana to Drive the Project

1. Discovery & Planning Phase

• Project Kickoff Board: I created a centralized Asana board to define project goals, key deliverables, and stakeholder expectations.

• Custom Templates: Set up templates for each vendor lifecycle phase (e.g., onboarding, evaluation, renewal) to standardize processes.

✅ Outcome: All stakeholders had real-time visibility into goals and timelines.

2. Workflow Mapping

• Asana Timeline View: Used to map out the full end-to-end vendor journey, including key checkpoints like KYC, legal review, and onboarding.

• Dependencies: Applied dependencies to tasks like contract drafting > legal review > signature > vendor activation.

✅ Outcome: Prevented bottlenecks by ensuring task owners were notified at the right time.

3. Execution & Task Assignment

• Sections & Custom Fields: Created workflow stages (e.g., "Pending Review," "Awaiting Documents," "Activated") with custom fields like vendor category, priority, and risk level.

• Automations: Used Asana Rules to automate transitions—for example, once KYC is complete, auto-assign contract tasks to the legal team.

✅ Outcome: Reduced manual coordination and ensured smooth handoffs.

4. Communication & Collaboration

• Task Comments & @Mentions: Used Asana’s built-in communication to cut down on email clutter. Tagged team members directly within tasks for feedback or approvals.

• Vendor Playbook Wiki: Linked a Notion doc inside Asana for a centralized vendor SOP that anyone on the team could reference.

✅ Outcome: Everyone was on the same page with less back-and-forth.

5. Monitoring & Reporting

• Custom Dashboards: Built dashboards to track:

  • Average onboarding time

  • Number of vendors in each workflow stage

  • Contracts approaching expiration

• Weekly Standups via Asana Updates: Summarized weekly progress directly in Asana using status updates and linked task reports.

✅ Outcome: Clear KPIs and visibility helped leadership make faster decisions.

6. Closure & Optimization

• Retrospective Board: Set up a board for team feedback on what worked, what didn’t, and what to improve.

• Archived Project for Reuse: Saved the project as a template for future vendor-related projects.

✅ Outcome: Created a scalable system that can be reused by other departments.

🎯 Key Results

• ✅ 30% faster vendor onboarding time

• ✅ 100% contract renewal compliance

• ✅ 20% improvement in vendor responsiveness

• ✅ Zero missed tasks thanks to automations and clear ownership

🧩 Using Jira to Drive Progress on the SwiftPay Fintech App

In the SwiftPay mobile application project, Jira played a central role in helping me organize work, track progress, and stay aligned with the MVP goals.

🔹 What I Did with Jira:

• Structured the entire project into Epics, Stories, and Tasks
  I broke down major features like Authentication, Wallet, and Money Transfer into manageable Epics. Each Epic had clearly defined user stories and tasks, which helped the team understand priorities and responsibilities.

• Created a custom workflow
  I configured a simple but effective workflow to reflect our process — from To Do ➝ In Progress ➝ In Review ➝ Done. This gave everyone visibility into the status of each task.

• Used Labels and Components
  I used labels like backend, frontend, design, and QA to help filter tasks by team function. This made standups and sprint reviews more focused.

• Monitored progress through Dashboards and Burndown Charts
  I created a sprint dashboard to monitor real-time progress and used burndown charts to track velocity and identify blockers early.

• Kept the backlog clean and prioritized
  I consistently groomed the backlog, making sure stories were clear, estimates were updated, and tasks were properly linked to their parent stories and epics.

• Facilitated smooth communication
  By adding comments, attachments (like UI mockups), and tagging team members directly in Jira issues, collaboration was centralized and traceable.

✅ Outcome

Thanks to this structure in Jira, we were able to:

• Maintain focus on the MVP features without scope creep.

• Track development and QA in parallel.

• Spot and resolve blockers early.

• Achieve steady sprint velocity and complete key features like login, wallet, and transfer ahead of time.

Jira Automations

To improve efficiency and reduce manual follow-up, I set up a few simple but effective Jira automations, such as:

• Auto-transitioning tasks: When a pull request was merged or a branch was linked, the related Jira task automatically moved from In Review to Done.

• Comment triggers: When an issue was moved to In Review, an automatic comment reminded the team to tag the reviewer and attach relevant links (e.g., PR or test results).

• Due date reminders: I configured reminders for tasks approaching their due dates, helping us avoid missed deadlines and keeping sprint goals on track.

• Label-based actions: Tasks tagged with QA automatically notified the QA tester and changed status to Ready for QA.

These small automations saved time, kept the team accountable, and ensured tasks flowed smoothly across the board.