The system will cater for 4-5 job roles to begin with. Many forms will be integrated with each other. I will provide all the forms as they are in word and pdf format, or I can create excel files with your direction if it helps. Be sure to add Superstar in your application and let me know how you can brand the program and make it more visually based rather than technical with rows and columns of cells.
• Password protected
• User rights per function or per job role
• Some sort of online updating/back uping capabilities with regular if not real time updates/backups
• Ability to update accounting softwares
• Ability to send notifications and track time, dates etc
1st Module: Ads Tracking
We will place ads for 4-5 job roles and we need to track where the ads were placed and at what cost if they were paid for. Also we would like to track which ads our clients found us on and generate ROI reports.
2nd Module: Call tracking + screening
As people call in we will need to pre-screen them which might include a call back and scheduler for interview dates with options to track all contact from the call to hiring and beyond.
3rd Module: Interview
As we go thru the process of interviewing the person we would like forms to transfer the paper application to the database and still track the process of hiring and steps involved. This must also allocate employee reference numbers and stage names if applicable. We may also need to upload ID details, scanned copies of agreements and such, this must only be in a secure location for Data protection regulations.
4th Module: Induction and Training
As the employees go thru training we would like to keep track of this in each one of they files as well as in a distinct module with comments on there performance and dates to refresh.
5th Module: Work Schedule
We will require all employees to submit a two week schedule at a certain interval. We will need to track these as well as set reminders and notifications of when the schedules are due from the employees. It must allow for changes and track history.
6th Module: Daily Schedule
All the information from the bi-weeky schedule must populate a daily planning worksheet with all the people working that day. It must allow for changes and track history. People not coming into will be disinclined under certain conditions and that must be recorded here or somewhere more convenient.
7th Module: Disciplinary Rules
We must be able to log and track any punishments and rules under many different conditions from other modules
8th Module: Booking
We will need to book clients and recording the details, we have a processes for this. Also we will need to track the time of each booking and be informed when each is about to end or overdue. Disciplinary Rules will apply to this for failing to maintain our standards.
9th Module: Client database
We will need to keep a record of our clients and be able to look them up quickly as they call. These should be updated with every booking or every call for estimates and quotations. Also our backlist and white list must be integrated.
10th Module: Bonuses
The more bookings our employees do is the more reward they will need, so we need to track these over time.
11th Module: Stock control (rent and purchase)
We will need to track what we have rented and sold to employees and customers, there will be paper forms that will update this module.
12th Module: Revenue tracking
For all sales (cash, credit card, etc) we will need to track how much was made and how much was the cost of sale and any commissions owed to employees.
13th Module: QuickBooks integration
If this can be done via API then great, if not then an excel document can be generated which can be uploaded to QBs easily. This will assist us in issues invoices and receipts without having to wait for data entry to occur.
14th Module: Call consolidation
We would also need to cross reference the calls made for business purposes with unauthorized personal calls. So if we know people with access to phones on any given day we can deduct unauthorized calls.
15th Module: Promotion
We will need to produce promotion materials and its idea to have all the processes created for our databases. We would need to find talent, track costs, track licenses and agreements. Track places were the materials were used and have QBs online updated via file upload or API.
If you have no attention to detail I will not hire you. I want you to tell me your process of working, if you will be able to create flow charts, a user Manuel, how you will test it, if you will provide a trouble shooting document and any other details you believe are relevant.