This is a big project. Only for people with very extensive experience in developing and structuring databases. We are a big company and we need a database for contact management, project management, invoicing and payments, files to be archived (library) in it. Workflow and travel. It must be accessible on line, not via VPN, SQL server, Must be secure with people with different level of access, the codes must be in English, The database will be accessed from so many part of the world. Number of people using this database will range between 90-150. Right now, we have MS database to manage the projects at a minimum level.
Please view Project description. Please read carfully. Execuse my spelling mistake. i had to put this together in a very short time. Some time this week, I will revise. If you hgave not worked with something similar, please do not bid.
Before the client is a client. They go in stages, the stages goes through different process. Expenses such as travel, catering, and other occur. We need to be able to capture such expenses. Because the company that caters will invoice us later, we need to be able to pay the caterer from this case to know the cost associated with each client. When the lead becomes a client, then it will transition to the project management for contracting.
we need to manage the contracts to know the end date, a reminder to let us know that the contract will end soon. So we can request renewal. We need to be able to upload the actual contract in the database for viewing at anytime. One client may have several contracts with us. Contracts are different from one another. Some may require invoicing clients on monthly basis, some quarterly, and some annually.
During the year, based on each contracts engagements take place. Some clients are very busy requesting different activities and some may have few activities a year. Activities may require travel for our providers for engagements. Some not. We offer different type of services. But at the end, you may say we have about 30-40 products. Some involve month meeting, some require several events to complete, and some are ongoing project. Just an example, some may require 4 visits a month, a year, a week. In some situation, we may have two different engagements for the same client during the same time. Each one is different than the other. But the providers need to know how else is going with them to this client. Again, there may be set budget for the engagement or may not. The engagements may be short or long. The engagement may have different project manager. Each client is managed by a group of people at different level of management. One person is heading the project and 2 project managers. Some time we may have different project manager may help handling the project internally.
All the engagements must be signed by the project leader; we need to have the system be able to send direct e-mail to project leader to request his approval and or signature on the project. The engagement can start without the signature but the engagement cannot be closed without signature.
Since we have a lot of clients, we may end up delivering the same service for different clients at different time, we need to be able to look up things in the database to copy the same engagement and the work for other clients. The steps, the protocol, the providers…etc and then we need to make modification to it. Now, each provider writes a note or report. We need to be able to store the report in the database as it is done. Some word format, PDF, PowerPoint….We need to be able to retrieve the reports at anytime. Some providers are in advisory position that does not involve any activity that we are aware of. But we need to keep track of people.
Since we mentioned that our providers and project managers may need to travel. The policy is that we offer economy class or business class for travelers. Some providers are entitled to business but want to change the ticket to economy to fly his family member. So they do not pay. We are ok with that but we need to be able to know that this is done at the end of every month. Providers may need to pay the difference from his own pocket. We need to be able to calculate that.
Also, transportations and travel expenses need to be captured in the database sine at the end of engagement, the project manager needs to review and decide what is billable to the client.. All the items that are not billed for the whole month need to be gathered for review.
Some time client book and pay for the ticket directly, we need also to know that so our travel agency will not bill us by mistake.
We must have field that indicate the reason for the travel, the travel request need to be approved by manager. We need automatic e-mail to manager to requesting approval.
We need to have travel itinerary printed for each traveler with the details of each stop. Also with the location and the hotel stay and transportation scheduled for each providers.
Since the contracts differ, we need to find a way to set automatic invoicing based the timing specified quarterly, annually or monthly. We may send several invoices to one client for different contracts. Or some clients may prefer on invoice for all contracts. Some clients want to separate the travel expenses from the consulting invoice. Some want all together. Some does not mind anyway we want. Some of the invoice we send have nothing to do with the contract. Example travel invoices, catering invoices. Our project manager needs to accrue invoices for the finance department. We need to be able to create P&L statement from our database. , but some time the client want to have one invoice for both events for the travel. Some may want to have one invoice per month for all activities. Items in the invoices need to be grouped together. For example, if we have 6 travelers airfare needs to be as one item, other clients require all broken in details. Some clients may carry balance to spend from one year to another. We need to be flagged that before the end of the year that there are balance to be carried over.
Calendar: we need to have calendar of activity for all clients to view by week, moth, date. In the calendar, we want to have information such as client name, activity type, travel, traveler names, ….
Payments to providers:
Our providers are working in different departments. One provider may manage part of the contract, we pay him on a monthly basis for the whole year. Some may quiet on us and we select someone else. We need to be able to know who was the previous person and all the work done by him/her and the department that this person belong to . Some engagement is one time thing so we pay once. Some engagement is done with the whole department, so we pay the department direct every month for the services provided. The payment can be broken to different accounts for the providers. Now, internal providers cannot be paid directly. Amount for outside provides that exceeds certain amount need a contract signed. They system has to stop this. Sometime a provider may select to pay someone else instead of him/her; we need to be able to do that.
The payments that we are paying have to come from invoices, example, if we invoiced the client $100.00 for the year, but we end up paying so many people, we need to be able to know how much left from the invoices that was not used. Basically, available funds to be utilized. Now, we need to make sure that we are not using the travel part of the invoice into this. Example, we need to be able to see summary in each page with total invoices, travel from the total invoices, expenses spent (travel, transportation, catering (non consulting expenses, $$$ paid for consulting) .
We need to be able to have contact management system. Some of the traveler and providers who travel meet so many people during the travel. They bring business cards. We need to have the info documented I n the database. Now, 3 project managers may be in the same place and meet one person. I do not want to see the same person entered 3 times in the database. Maybe he will be in onetime under 3 different people. We need be able to create mass e-mailing from the contact section, we need to be able to have follow up activity in the contact section as well.
Has relation with the project management. All the reports that are written by the providers will need to be available to the client via login portal. We want to be able to grant client limited access to certain area for example viewing what is available as engagements. We will post what the client will need to view.