SharePoint Setup Finalization

Your Way Care Providers SharePoint Setup Brief — Shift Notes, Registers & Flows Prepared for engaging a SharePoint / Power Automate consultant 1. Background Your Way Care Providers is a small, family-run NDIS provider currently operating as a sole trader, transitioning to a Pty Ltd structure after the next audit. We are migrating our shift notes, registers, and operational workflows into SharePoint to support our NDIS Practice Standards compliance ahead of an upcoming audit. The transition has started but is taking longer than expected, and we need a consultant to help finalise the build quickly. 2. Objective Finalise a functional, compliant SharePoint environment with associated Power Automate flows, ready for day-to-day use by support workers and coordinators, and able to demonstrate good record-keeping practice at audit. 3. Scope of Work Area What's needed Priority Shift Notes Digital form (Microsoft Forms or SharePoint list form) for support workers to log shift notes on mobile/tablet. Auto-routes to a SharePoint list. Flow to notify team leader/coordinator on submission. Fields should map to NDIS support documentation requirements (date, time, participant, supports delivered, observations, incidents flag). High Registers SharePoint lists for: Incident Register, Complaints & Feedback Register, Restrictive Practices Register, Worker Screening/Induction Register, Vehicle/Asset Register (if applicable). Each with required fields aligned to NDIS Practice Standards categories. High Approval / Review Flows Power Automate flows so submitted shift notes and incident reports are flagged for supervisor review, with a clear audit trail (who reviewed, when, any follow-up actions). High Permissions Set up so support workers can only see/edit their own entries; coordinators/owner have full visibility. Pty Ltd transition should be considered for future user/role structure. Medium Document Library / Policies Central library for current policies, procedures, and forms version-controlled for audit purposes. Medium 4. Current Status • SharePoint site has been created but is not fully built out • Some lists/libraries started but not finalised • No flows currently in place for shift notes or registers • Need this completed quickly due to upcoming audit timeline 5. What We Need From the Consultant • Review current SharePoint setup and recommend the fastest path to completion • Build/finish the shift note submission form and connect to a SharePoint list • Build out the required registers as SharePoint lists with appropriate fields and views • Set up Power Automate flows for notifications, approvals, and audit trail • Configure permissions appropriate for a small team (owner, coordinators, support workers) • Provide brief training/handover so we can maintain it ourselves day-to-day • Keep it simple — we're a small, non-technical team and want something we can manage without ongoing IT support 6. Compliance Considerations All registers and shift note fields should be able to demonstrate compliance with NDIS Practice Standards (incident management, complaints handling, restrictive practices reporting where relevant, and SIL-specific requirements given our registered supports). Please flag any fields or workflows you'd recommend adding for audit-readiness, even if not explicitly requested above. 7. Timeline We have an audit coming up and would like this finalised as soon as possible. Please indicate your earliest availability and an estimated timeframe to complete the above scope. 8. Budget Please provide a fixed-price quote or hourly estimate for the scope above, noting any assumptions. 9. Contact Your Way Care Providers [Insert contact name, phone, email]