Wispr Flow

Please create a swim lane process flow of 'Sales and Marketing, Engineering, Workshop, procurement, store, finance and Exco based on the following: EXECUTIVE SUMMARY
To design an effective navigation flow for a feature in HR software that tracks employee requirements for a project, the interface should be intuitive and easy to use. The goal is to streamline the process of managing employee details, projects employee is assigned to, and tracking of living out allowance and overtime worked in a project, making it effortless for HR to access relevant information and take necessary actions.
Breakdown of how the navigation could work, along with its key features, from the perspective of HR Unit.
1. Main Dashboard
• Access Point: This should be the first screen upon logging in. The dashboard should provide a high-level view of all current projects and employees assigned.
• Key Elements:
o Project Overview: List of ongoing project/s with basic stats (project name, project duration (start/end date).
o Employee Allocation Summary: Snapshot of how employees are distributed across projects (e.g., total employees, and role assigned to each employee).
Navigation Action: Clicking on any project or employee will take the user to a detailed view of that project or employee profile.
2. Project Management Section
• Access Point: From the Dashboard, click on the "Projects" tab or section.
• Key Features:
o Project List: A table or card-based layout showing all active and past projects.
o Project Filters: Filters to view projects by code
Navigation Action: Clicking on a project will open a detailed page with more in-depth data about the project (assigned employees, assigned employees job title on the project, milestones, and status updates).
3. Employee Profile and Skills Management
• Access Point: From the "Employees" tab on the main navigation bar, HR can see a list of employees.
• Key Features:
o Employee Search: A search bar at the top of the page to quickly find employees by name, skill assigned to project, or project code.
o Employee Cards: Each employee is listed in a card format, which provides a brief overview (photo, position in the project, and project start and end date).


4. Resource Allocation & Project Assignment
• Access Point: This feature can be accessed from the detailed project page, which shows the employees currently assigned to a project.
• Key Features:
o Employee Assignment: A list of employees assigned to the project (based on skills, and availability).
o Drag-and-Drop Interface: For quick assignment of employees to specific roles or tasks within the project.
o Notifications: HR to receive notifications of all employees assigned to the project via email. Information will include their roles, expectations, and timelines.
5. Project Milestones and Progress Tracking
• Access Point: Accessible via the project page or the project management section.
• Key Features:
o Employee Performance Metrics: Display metrics like task completion, hours worked, and progress in real-time for each employee assigned to the project.
o This date must update living out allowance and overtime spent by each employee on the project.
6. Performance and Feedback System
• Access Point: Can be accessed through both the employee profile and the project page.
• Key Features:
o Employee Feedback: HR or project managers can leave feedback or ratings for employees working on the project.
o Performance Analytics: Visual graphs and reports showcasing the employee’s performance, including adherence to deadlines, quality of work, and feedback ratings.
o Self-Assessment: Employees can provide self-assessments of their work, offering additional context for performance reviews. (debatable)
Navigation Action: A "Performance" button within the employee profile lets managers leave feedback or view performance history, and employees can view their performance reports from their dashboard.
7. Reports and Analytics
• Access Point: A section dedicated to reports, accessible from the main navigation or project dashboard.
• Key Features:
o Project Days and Hours: Analytics on the total days and hours employees spent on the project, including hours worked on Sundays and public holidays.
o Employee Performance Reports: Detailed insights into each employee’s contributions to the project (performance metrics, skill growth).
o Project Health Reports: Status reports on project milestones, task completions, and employee feedback.
Navigation Action: Click on “Reports” to access pre-built or custom reports, with options to export as PDFs or Excel files for team meetings or leadership updates. This will enable HR to pull total days employees spent on the project which will ensure living out allowance is accurately allocated to each employee. This will also ensure total hours worked on Sunday and public holidays are pulled for overtime pay.

8. Conclusion
The navigation structure for an HR software feature managing employee requirements for a project should be designed with a clear and logical flow. Each section of the software/APP should be easily accessible with intuitive, consistent navigation paths. Key elements like employee profiles, project assignment/s, project duration and performance tracking, should be quickly accessible, ensuring that HR professionals, managers, and employees can efficiently track progress, performance, and the overall success of a project. This will ensure both HR teams and project managers can maintain control over their workforce and project timelines with minimal effort.
Executive Summary

Digital Fingerprint is embarking on a project for the following scope of supply:
1. To create and integrate a system within Salesdam that effectively tracks tasks associated with workshop production. The program will facilitate the scheduling of each project, allowing real-time updates on task completion. This should give access to everyone involved in the project e.g (managers, design engineers, and supervisors to update progress in real time).
2. The objective of this initiative is to enhance efficiency, maintain up to date project tracking. Also improve transparency during fabrication process.
1. Details of the application

a) The program should be able to load each project with a list of planned outcomes
b) We should be able to expand the task and add information to the schedule for each project.
c) The custodian of task should be able to define and manage time lines for the project also lock the information added to prevent unnecessary editing of the spread sheet
d) Departments involved in the project should be able to track each task and update, this can be engineering drawings approval and updates, procurement of material and delivery dates and fabrication progress as per project schedule.
e) After completion the custodian of the project will close the project and prepare reports including postmortem.
f) Remote accessibility by site supervisors should be included in the system for updates during site work.

2. Details of work committed
a) The must be a seamless integration of the system (Program) with existing Salesdam functionality.
b) The system must ensure real-time updates when information is added.

3. Details of the work in process of being committed
a) The prototype must be developed and tested to ensure functionality.
b) Training must be conducted for end users
c) Finally rollout the system as full function in Salesdam.
4. Conclusion
The aim of this system is to change the fabrication projects tracking within Salesdam. Enhancing monitoring and overall improvement in projects execution.
Executive Summary

Digital Fingerprint is embarking on a project for the following scope of supply:
5. Linking Salesdam with the project tab on Xero.
6. Have an option of creating a project Invoice on Salesdam.
7. Have recurring tasks every month. 
8. Details of the application
4.1 The system should be able to transfer Orders from Salesdam to be “InProgress projects” in Xero.
4.2 The system should be able to pull actual cost reporting data from Xero and report it to Salesdam.
4.3 The system should have the option of reporting budgeted costs against actual costs for all projects.
4.4 The system should have an invoice creation option, the invoice should include Purchase Order number as an input, 2 addresses and Vat numbers, date of the invoice, our banking details and invoice number, invoice descriptions.
4.5 Monthly recurring tasks should be regenerated automatically.
Implementation Process for Signed Delivery Notes, Job Cards, and Inventory Management on Salesdam App

To enhance efficiency and streamline communication between departments, the following process will be implemented on the Salesdam App for handling signed delivery notes, job cards related to strip and quote requests from the mine, and, in the future, inventory and asset management.

1. Uploading Signed Delivery Notes & Automated Notifications

When the Stores department receives signed delivery notes for delivered items, the responsible personnel will immediately upload them onto the Salesdam App using a simple drag-and-drop function. Upon successful upload, the system will automatically trigger notifications to the Sales/Marketing and Accounts teams, informing them that the signed delivery notes are now available. This notification serves as an alert that invoicing can proceed, and, where applicable, a Job Card for repairs should be generated. This process ensures seamless communication between departments and eliminates delays caused by manual follow-ups.

2. Task Completion Monitoring & Delayed Task Alerts

To ensure that all tasks are completed within the required timeframes, the system will track the status of document uploads and RFQ openings. If there is a delay in uploading delivery notes or in opening job cards based on RFQs received from the client, the system will generate an automated pop-up reminder to the responsible individual.

This notification will act as a prompt to take the necessary action, preventing unnecessary workflow interruptions. Additionally, repeated delays can be flagged for managerial review to improve accountability and overall operational efficiency.


3. Final Confirmation & Comprehensive Notifications

Once all necessary documents—signed delivery notes, RFQs, and job cards—have been successfully uploaded onto the Salesdam App, the system will send a final notification to all relevant stakeholders.

This notification serves as a confirmation that all required information has been fully captured in the system, allowing the invoicing, repair quotation, and any subsequent processes to proceed without any unnecessary delays.

4. Future Integration of Inventory & Asset Management on Salesdam

Currently, we rely on an Excel spreadsheet for inventory and asset management, which helps us track stock levels, monitor assets, and maintain critical financial data. However, we aim to transition this function entirely to the Salesdam App at a later stage.

The goal of this transition is to:
• Eliminate dependence on Excel and move to a centralized, automated system within Salesdam.
• Track inventory levels in real-time, ensuring that we always have an accurate view of stock availability.
• Monitor company assets effectively, with all necessary data recorded, including purchase values, depreciation, and current monetary worth.
• Improve accessibility by ensuring that all inventory and asset-related information is stored in one centralized platform, reducing errors and enhancing efficiency.
• Enhance reporting capabilities, allowing for better forecasting, budgeting, and asset management strategies.

By implementing this inventory and asset management function on Salesdam, we will achieve a more structured, reliable, and efficient approach to managing stock and assets, ensuring that we have access to accurate financial and operational data at all times.
Executive Summary

Digital Fingerprint is embarking on a project for the following scope of supply:
3. Incorporate Enterprise Resource Planning (ERP) software on Salesdam. This will digitalize most procurement functions, simplifying the procurement process to best suit the organization’s goals.
 
9. Details of the application
a) Provide an ERP system that will enable procurement to execute all their functions online. The process starts with the end user establishing a need to purchase goods or services. When the need is established, the end user will then create a purchase requisition (PR) (PDF) for goods or services needed, on the software. PR must have a unique number.
b) The End user must then be able to attach any relevant documentation on the purchase requisition is created, be able to also include prices (where applicable) and send it through to procurement manager/ group email (Software notification).
c) The procurement manager (a separate transaction) must be able to access all the new and unactioned PRs where they will be able to allocate them to a buyer.
d) Once the purchase requisition is allocated to the buyer, the buyer must be able to view and retrieve it, to source the requirements.
e) When sourcing, the system should allow the buyer to create a request for quotation (RFQ) and send it out to the suppliers (function to select suppliers on the software, we have a supplier database in excel).
f) Once the RFQ are sent out, and quotes will be obtained via email, the buyer should be able to create a purchase order (PO). The PO must have a unique number.
g) The PO transaction should enable the buyer to retrieve all the PR info just by entering a PR number, access the supplier database, attach the successful quote, enter delivery dates.
h) Once the PO is created, the document should go for approval. The procurement manager must be able to approve all POs below a certain amount (e.g. R400k), thereafter the software must add another approval (executive approval).
i) Once the PO is fully approved, it should go straight to the supplier’s email and notify the buyer when the supplier has received the PO.
j) A function that enables goods receiving process/ checking, for stores & finance department.
k) The software must be able to pull reports for the following, All PRs, open/ not converted, per projects. Also, all POs, open/ not fully approved, not delivered, per projects, per suppliers.
Executive Summary

Digital Fingerprint is embarking on a project for the following scope of supply:
4. Supply of a Sales Application developed on the Salesforce platform for the engineering team’s design processes and activities leading to project’ completion.  
10. Details of additions for the engineering department

g) The application should include a function to track the duration of each task. This can be done by having a start date and end date. In the instance that a task had to be put on hold, an option to pause the project should be included. This will stop counting how many hours are spent on a task.
h) Create a function to have a project folder and underneath the project folder have tasks that belong to that project.
i) An option to list tasks per priority and or due dates. (filters).
j) Option to assign task to someone else.
k) Include an option to attach documents or files to a task.
l) Group tasks per department (under filters).
m) Be able to add more task status options pertaining to each department. For example, if a task has to move from 3d modelling to 2d modelling
n) Another option is to have a project folder. In it have a folder for each department. The folder will then have tasks. We recommend the statuses to include research, concept design, concept review, 3d detailing, 2d drawings, drawings review then completed