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We require an internal Business Process Management system to be developed. It will need to be browser based, generate pdf files and emails from templates. Our main goal is to simplify our order fulfillment process so that all staff can track what stage jobs are at.
The full list of various job stages can be found later in the document and you will see that a number of stages are just for reporting purposes, while other stages will have entire sections of the site dedicated to them.
We want to improve efficiency by being able to generate reports for jobs based on their current stage, reminder notices to follow up clients and suppliers and have management properly evaluate performance of staff.
We order stock from a large range of suppliers, 50+, and will add to this as the business grows, so the system needs to adapt to that. Each item we order requires input from up to 2 different suppliers before it can be delivered to the client. The first supplier supplys the item only while the second supplier offers a range of services to decorate the item.
Each decorate supplier will have their own cost table, with a range of options that apply to different types of items.
While we want the system to automate a lot of these processes, it also needs to be flexible enough to allow the user to make changes to the automatic responses from the system. Work flow will also need to be able to go 2 ways, allowing for jobs to move backwards to a previous stage.
The system should also have the capability to email alerts to associated staff for that item. Eg; if a support staff changes the stage from ‘waiting for artwork’ to ‘artwork complete’ the system should email the sales staff for that item.
We also envisage building on the system down the line, adding a CRM module, a quoting/proposal module, etc. So the system needs to be able to handle these additions easily.
The layout and design of the system is VERY important, so your bid should included examples of work you have done.
Main goal of the system:
To allow staff to create, send and track orders to clients and purchase orders to suppliers at any stage of the production process.
Bid with the following information:
• Your Bid Price
• Time frame
• Sample projects (screen shots or a working link)