Project Tracking

Project Tracking

We would like to use Zoho Creator to help us track a project. I'll provide you with the details of the project. The good news, we do have a working solution up and running, it is just manual and a lot of room for error. 

 I have looked at Zoho Creator and it looks like it may be a good fit. I am very technical and would like to either assist with the project or at least have some training on Zoho Creator. Thank you for your time. 

Scanning Project We have 1000 boxes of paper that needs to be scanned. Each box has a unique number identifier for tracking. There is a set number of tasks that need to be completed, for each box, in a certain order. Based on the completion of a task, the next task is scheduled to begin. We use a series of online reports for our contractors to know what is in the "queue" that needs completed. Our contractor use an online checkout form to check out a box and a task so we do not have duplicate tasks completed for the same box. 
 We are currently using excel to track the project and Wufoo Online Forms to collect the data. From Wufoo, we export the data as a csv to excel. In excel, we use two main worksheets for the project and a few other worksheets to maintain consistency with the drop downs. We use a vlookup to pull fields between the sheets. We use a "Stats" worksheet to track details about the box and known variables at the start of the project.
 The most import part of the "Stats" worksheet is to track which boxes have been delivered and the delivery date. We use a "Compensation" worksheet to track the tasks completed by the contractors. Contractor use an online form to submit their task completion. Stats Known Variables about the Box Box # Client Project Location Additional Tracking on Stats: populated as tasks are completed Status - i.e. Delivered Delivered Date Destruction Date Number of Records Number of Pages Compensation Our contractors our paid by production ever other Friday. Each task has a set rate based on client, project, task and location. The rate can be a flat rate per task or a rate based on a variable, for example the number of records or pages in the box. The contractors get paid for completed tasks, except for a task for Review / Rescans or QA - Reviews. But we still need to track how many Review / Rescans that a contractor receives to see if they are doing a good job. The records and pages are not collected until the final QA. For example; a task is completed for Prep / Scan. If there were not any mistakes, a QA - Final task is submitted . If there were mistakes, then a QA - Reviews task is submitted. During QA - Final, the records and pages are collected and both tasks can be paid on the next pay date. Contractors need access to a report listing each of their completed tasks and how much they paid. They also need access to a report listing each of their direct deposits to date. Workflow - Reports Upon completion of a task, the box # is added to a "To Do" report for the next task. Each task can be completed by multiple contractors on a first come first serve basis.

 Upon completion of each task, the box # goes on an report: Scan / Prep Task to a QA Report QA - Reviews to a Review / Rescans Report Review / Rescans to a Review / Rescans Completed Report QA - Final to a Delivery Processing Report Delivery to a Delivered Report Task List Prep / Scan Prep Only Scan Only QA - Reviews QA - Final Delivered Rates There are different rates based on the Client, Project, Task and Location. Hendrick-HIS-Prep / Scan-CO - is .0225 per page / .10 record Hendrick-HIS-Prep/Scan-WA - is .0250 per page / .10 record Hendrick-HIS-QA - Reviews - CO - is .005 per page / .03 record Hendrick-HIS-QA - Reviews - WA - is .005 per page / .03 record Etc. - I have an excel file with the rest of the rates Client / Projects Hendrick / HIS Kadlec / Maher Kadlec / Kalichman Kadlec / Dramis etc. Contractors Multiple contractors that change frequently. We need to collect information about each contractor. Contractor Name SS # Address (street, city, state) Phone DD collected and added Added to the online schedule Added to basecamp Task Completion Form - completed by contractors when they complete a task. The data needs to be collected via a web form. Date Task Completed Name of the Task Name of Contractor Name of Scan Person (if QA - Final task) Prep Time Indexing Time Scan Time Reporting Client Invoicing - tracking We invoice the client by box. We need to track completed boxes that have been delivered but not invoiced. Destruction - tracking 30 days after the delivery date, we notify the client that their box is ready for destruction. If they choose to "delay" the box destruction, they are charged a monthly rate until they notify us or give us a date for destruction.


Budget : $1000 | Duration : Two Weeks

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