Timekeeping and PTO Management System using Office 365

User Profiles: - All employees have user profiles in Office 365. Access Control: - Owners/Back Office Personnel have full access to employee records, PTO balances, usage, and reporting. - Managers can view and manage team-specific PTO information. - Account Managers (employees) can view their personal PTO balance and history and request PTO. Data Management: - Employee Database: Utilize a SharePoint site to manage employee profiles with details such as total PTO, carry-over PTO, and usage history. PTO Tracking: - PTO Lists: Utilize Microsoft Lists to track PTO requests, approvals, balances, and reasons for PTO. - Carry-Over Automation: Implement Power Automate workflows to handle the annual carry-over of PTO up to a maximum of 5 days. Workflow Automation: - Power Automate Flows: Automate the following processes: - Send email notifications to employees when PTO balances are updated. - Trigger alerts to owners, managers, and back office personnel when PTO is requested or used. - Implement approval workflows for managers. Reporting: - Excel Online Reports: Create reports for back office personnel using Excel Online, pulling data from SharePoint lists to display comprehensive PTO reports. User Interfaces: - Microsoft Forms: Enable employees to submit PTO requests. - Custom SharePoint Views: Tailor views for different user roles within the SharePoint site. Email Integration: - Outlook Integration: Integrate with Power Automate to send notification emails based on specified triggers, such as PTO balance updates and request approvals. Non-Functional Requirements: - Usability: - Design an intuitive user interface for all roles. - Provide clear instructions and help documentation for system usage. - Scalability: - Ensure the system can support an increasing number of users and data volume. - Security: - Implement role-based access control to protect sensitive information. - Ensure secure data handling and storage. - Reliability: - Maintain high availability of the system. - Perform regular backups of the database. Deliverables: - Develop a fully functional PTO management system as per the specified requirements. - Provide comprehensive documentation for system setup, usage, and maintenance. - Create training materials for end-users. Proposal Submission: Please submit a detailed proposal that includes the following: 1. Your understanding of our project requirements. 2. Proposed solution architecture, including the use of Office 365 tools and technologies. 3. Detailed information on the technologies and tools you plan to use. 4. An estimated timeline with milestones for project completion. 5. A cost breakdown for the development and implementation of the system. Proposals will be evaluated based on your understanding of the project, the proposed solution, cost, and estimated delivery time.