360° Business Operating System, CRM & Enterprise Resource Management Platform

REQUIREMENT FOR: 360 Degree Enterprise Business Operating System (CRM, HR, Operations and AI Engine) FOR ( VIRKAB MEDIA PRIVATE LIMITED COMPANY) DOCUMENT VERSION: 1.0 INTENDED RECIPIENT: Software Engineering Agencies / Development Partners * PROJECT OVERVIEW AND GOALS We are seeking an experienced software development agency to architect, build, and deploy a custom, unified 360 Degree Enterprise Business Operating System. The goal of this initiative is to replace fragmented tools (standalone task managers, spreadsheets, WhatsApp work groups, third-party HR portals) with a single, centralized platform. Management requires complete visibility across the business lifecycle: Employees -) Attendance -) Tasks -) Projects -) Clients -) Content -) Approvals -) Accounts -) Invoices -) Payroll -) Performance -) AI Insights Deployment Targets * Web Portal: Director Command Center, Department Dashboards, Employee Web App. * Mobile Apps: Native or cross-platform (Android and iOS) deployed directly to our corporate Google Play Store and Apple App Store accounts. * SYSTEM ARCHITECTURE AND CORE PLATFORM REQUIREMENTS * API-First Architecture: Clean separation of frontend and backend. Every feature must expose REST/GraphQL APIs for future third-party tools, accounting tools, or custom hardware integrations. * Strict Role-Based Access Control (RBAC): Dynamic role and permission creation down to individual field-level visibility (e.g., hiding contact details, restricting financial data). * Intellectual Property and Ownership: 100% source code, databases, cloud infrastructure, app store listings, and API credentials will belong exclusively to our company. Zero vendor lock-in. * CORE FUNCTIONAL MODULES Module 1: 360 Degree Director Command Center A real-time executive dashboard displaying macro operational data: * Live Employee Status: Active working, WFH, late, absent, on leave. * Task and Work Metrics: Active vs. overdue assignments, projects at risk, pending approvals. * Financial Oversight: Pending invoices, total receivables, active revenue, project expenses, overall profitability. * Content Operations: Content in production, waiting for approval, and scheduled for posting. * Department Leaders: Real-time top performer list per department based on automated scoring. Module 2: Assignment, Time and Task Management * Task Allocation: Assign tasks to individuals, team leaders, or whole departments with priority, deadlines, targets, check-lists, and instructions. * External Integration Synchronization: Connect Google Workspace (Sheets, Docs, Drive) to track real-time progress. * Time Tracking: Log start time, pause time, end time, total revision cycles, and final approval timestamps per task. Module 3: Central Approval and Workflow Automation Engine * Configurable Multi-Tier Approvals: Custom approval chains without developer assistance (e.g., Employee to Team Lead to Dept Head to Director). * WHEN to IF to THEN Automation Engine: Admin-configured rules (e.g., When invoice is approved by Director, if amount is greater than 5000, send to CA and Accounts). Module 4: HR, Attendance, WFH and Payroll Automation * Location Attendance: Geofenced mobile check-in/out verification for office workers. * Work From Home (WFH) System: Approval workflow for WFH requests with productivity activity connections. * Privacy-Compliant Verification: Optional, explicit, policy-controlled camera/screen check-ins for specific remote roles with clear status indicators and security audit logs. * Automated Payroll Engine: Calculates salaries automatically based on attendance, approved leave, overtime, bonuses, tax rules, and deductions, generating automated salary slips. Module 5: Client CRM, Campaign and Project Profitability * Client CRM: Lifecycle tracking from initial lead and proposals to active contracts and renewals. * Influencer and Vendor Database: Specialized module tracking creators, contact data, rates, geographic demographics, niches, and past campaign performance. * Project Profitability Engine: Real-time net margin calculation: Net Profit = Client Revenue - (Employee Hours Cost + Production Expenses + Third-Party Vendor Costs) Module 6: Social Media and Content Production Lifecycle * End-to-End Pipeline: Track content progression across teams: Idea/Script to Raw Footage to Editing to Timestamp Review to Director Approval to SMM Publishing Queue. * SMM Module: Platform scheduling, thumbnail selection, hashtag management, and post-performance analytics tracking (reach, engagement, saves). Module 7: Accounts, Invoicing and Contact Data Privacy * Invoice Workflow: Accounts Executive to Director Approval to CA/Tax Formalities. Full version history for corrections. * Strict Data Privacy: Contact database (clients, influencers, employees) must be masked and restricted based on role. Prevents unauthorized exports. * Audit Trail: Every data access, assignment edit, invoice modification, and system login is recorded with timestamps and user IDs. * ROLE-GATED AI KNOWLEDGE AND INTELLIGENCE ENGINE The system must feature an integrated AI assistant trained on internal company SOPs, case studies, departmental documents, brand assets, and CRM records. To preserve security, the AI Engine must enforce Role-Based Access Control (RBAC) at the query level: | Department/Role | Permitted AI Knowledge Access | Restricted AI Access | |---|---|---| | Sales and Business Development | Client lead lists, influencer rates, campaign case studies, sales pitch scripts | Profit margins, company overhead, payroll, employee records | | Video Editors and Designers | Official brand guidelines, typography, hex color codes, raw asset locations, project editing SOPs | Client billing details, employee salaries, agency financial metrics | | HR and Operations | Attendance policies, leave balances, SOP manuals, asset allocation logs | Financial statements, executive client contracts | | Directors and C-Suite | Full aggregated access (financial forecasts, project root causes, agency profit summaries) | None (Unrestricted system visibility) | * TECHNICAL STACK AND PROPOSAL SUBMISSION REQUIREMENTS Agencies providing proposals must include the following: * Architectural and AI Proposal: Proposed technology stack, design plan for the AI engine (RAG/Vector database implementation), and strategy for external platform API integrations. * Execution Timeline: Phase-by-phase development schedule (UI/UX, Core Engine, AI Integration, QA, App Store Deployments). * Commercial Terms: Itemized cost structure and written agreement acknowledging 100% transfer of IP, source code, and developer accounts upon completion. * Relevant Portfolio: Case studies of complex enterprise applications, ERPs, CRMs, or AI-integrated business platforms.