APP LOGIC PRO
PROPOSED SERVICE SYSTEM PROJECT DESCRIPTION Tim Vance
13
APP LOGIC PRO Contact details CEO: Tim Vance www.digitalexposure.com.au Contact details: tim@digitalexposure.com.au Skype ID: tiger_vance Phone +613 9770 7070 By receiving this document you are in agreement to keep the information and ideas contained in this document to no other parties without written consent prior. Legal action will be taken against any developer found to have breached/pirated the concept for their own gain.
Summary: The proposal is to develop an APP that is integrated with a cloud based website. The system is to allow flexibility and control over the day’s tasks whilst keeping the flow of information between the website, mobile devices and clients up to date as possible. The system is requiring the development of a website, Android and IOS Apps for smart phones and tablets. The APP is to be designed to suit a single user or a large work force with areas of accessibility and updating functions setup.
Business requirements: The chosen developer will be required to deliver a quality finish that is both easy for users and administrators to handle. All work is owned by Digital Exposure, including software development relating to the project. The software developed is not to be used, copied or plagiarised in any form without written consent by Tim Vance, Digital Exposure.
The details of the service: The outline of the service is to provide the following features for a business APP and cloud based server.
Functions include:
ACCOUNT MANAGER – Cloud based SCHEDULE/CALENDAR FUNCTIONS – Cloud + APP CLIENT CRM – Cloud Based QUOTING – Cloud Based JOB SHEETS – Cloud + APP ACCOUNTING PACKAGE – INVOICING – Cloud + APP ADMINISTRATION TRACKING ‐ Cloud TIME TRACKING – Cloud + APP LOCATION TRACKER – Accessed only through the Cloud SMS AND EMAIL PUSH NOTICES – APP + Cloud GPS NAVIGATION ‐ APP SCHEDULE ALERT SYSTEM – APP
The cloud website will be responsive so access by any device is possible. Anything that is only CLOUD next to it means it is not to be a part of the APP system.
Functions Explained: Account Manager: The Account Manager will be controlled by industry types. As a user comes online to use the system and they find their service is not included in the list they can then add their service to the list. The list is made available to all cloud administration access areas.
Creating users for both the APPs and the Cloud can be managed through this main admin area. This is a top level admin position and overrides any other cloud user’s controls. Multiple cloud users can be added, and the same for the APP users. This area is where details such as giving permissions to users for the APP are assigned. They can also increase the package tools from the basic level upgrading by selecting additional options they may require. Payment details are located in this area, along with the user’s monthly invoice being made available for printout. The main account holder can control the users into the cloud server as well as controlling the users who are assigned the APP. Each user assigned the app are delivered different schedules for the day. This is not a single schedule process; it is a multi user system. This area allows the cloud users to set up invoice templates and any APP user default messages.
Schedule/Calendar Functions Provides: Daily, Weekly, Monthly and Yearly task scheduler This segment of the service is controlled through different systems, the first being directly through the administration console and the second being through the mobile device. Updating or removing tasks/jobs can be done through both areas. With the APP, only the assigned user(s) can make changes to a schedule. Job schedules can be entered as a repeat contract, or as a single one off job. The ability to make the variations to the schedule is required. Within the days schedule the information relating to the client is loaded to the APP. The client name, location and the details of the job are required to be viewable through the APP. The APP when initiated will download the database schedule for everything that is listed on the calendar for the forthcoming future. Previous data is eliminated from the system. Modifications may be made through the cloud or via the mobile device where user rights are enabled.
CLIENT CRM This is where all information relating to the client and jobs are stored. Whether it’s a one off or a contract job the information of what is required and what has been done is recorded. The CRM can be added to through the Quote system or through the Invoicing system. Cloud users can update client details while devices are subject to permissions set by the administrator.
Job sheets will be stored on the cloud database and can be accessed by the APP upon requesting the information from those who have permission.
QUOTING Quoting can be created through both the APP and the Cloud system. Once a user enters in all the details, the Clients information, the job sheet, and the parts required, and the quote is finalised the user can either send via email or via SMS or both, and at the same time the quote is stored on cloud. Quotes that are accepted can then be turned into job sheets and added to the schedule/calendar on the day selected and the time preferred. This process can be completed through the APP and the Cloud.
JOB SHEET Job sheets consist of client information, the task required and the part needed to complete the job. A job Sheet can be created through converting a quote or by creating a single job sheet as required. A job sheet is to be updateable at any stage prior to invoicing. From the scheduler the user selects the job sheet and then the start icon. At the end of the job the user then selects the finished icon. At this stage the job sheet opens and asks for part(s) used. If the user is able to invoice, they then update the price charged and the hourly rate to be charged. If the user is not authorised to proceed to invoicing, they can update the job sheet and then submit to the cloud for invoicing.
ACCOUNTING PACKAGE Invoicing can be completed through the APP for permission based users or via the Cloud. From a job schedule an invoice can be generated. Where times and items are different from an original quote or job schedule, the user is able to modify the time taken to complete the job and/or the items required for the job. The invoice then reflects the final update if there is one. If there are no updates, the original job sheet applies and the invoice as quoted, is created. In the instance where there is no quote in the system, the user is to log the start time and the completion time and any items used to finalise the project. The invoice is then generated from the data entered by the user. The invoice is either sent via SMS or email or both are sent to the client. Where invoicing is not permitted by the user of the APP they will update the job sheet with the start finish icons and to list the items used if different from the original quote. The job sheet on the server is then updated and an email is sent to the admin as well as an indicator is provided on the console telling admin the job is completed and ready for invoicing. The invoice is sent via email and SMS to the client. The accounting system will also give details of paid and unpaid invoices. The accounting system is to be able to export so that the data can integrate with software packages such as MYOB, Quickbooks and any other major software solutions.
A report function is for the purpose of performance by staff and the overall financial reports for the business. Advice is required on how to make this system compliant for different countries, in particular the tax rates etc.
ADMINISTRATION TRACKING Admin tracking is for tracking the workflow of cloud users and APP users. Only assigned cloud users have access to this area. The system records the log in and log out times from the cloud system. It also records what jobs, quotes and invoices have been produced.
TIME TRACKING This function is recorded on the cloud. It tracks the times of starting and finishing projects and the time between jobs. The results are to be made exportable and displayed in a graph format and a time table format. Only designated Cloud users can utilise this function.
LOCATION TRACKING This function is to record the actual location address when a user selects the start icon and again when the finish icon is selected. Select cloud users are to be able to export these readings as required. The database will only hold information for 3 months then it will be automatically dumped from the database.
CLIENT SMS & EMAIL UPDATES This function is to provide the client with notice that the person coming to do a job is on their way. The system will send out a SMS message or email to the client indication where they are in the order of attending the job. For example Fred turns up for the first job of the day, upon hitting the START Icon a message is sent to the next job with the message preset in the admin, the person after that also receives a message saying what has been set as a default message. When Fred hits the Finish Icon the client is sent a message that Fred is on his way to the job.
GPS NAVIGATION INTEGRATION The users of the APP can utilise the function of a GPS navigation system. By selecting the address for the client from the job schedule, the smart phone navigation system will be enabled (where GPS is available). If they do not have a GPS system within the phone then it is to recommend getting one.
SCHEDULE ALERT SYSTEM The schedule alert system is a function to warn the APP user that they should be at the next job or on the way. It is something that is to ring twice within a 5 minute period. If the Finish Icon is selected prior to the ALERT going off then it is not to sound an alarm.
Purpose of each section
Top level control can add Assistants to the management system and they can access every clients control panel and assist where needed. Assistant top level users, as above but can’t add new top level users. An accounting system for checking the number of users, the systems they are utilising and to be able to manage the rates of each of the services available. Payment gateway is to be integrated through an assigned company, yet to be determined. The ability to stop payments being deducted is required. We intend to set up 3 start‐up packages for clients to select from. 1. A basic Single User Package with the assigned applications included as a part of the package. 2. A medium business system having the standard admin user plus one additional Cloud user, and assigned package inclusions. The first APP user is included, for additional APP users an extra fee is applicable. 3. The Works system where they have full use to all the inclusions and can have up to 5 Cloud users + the Admin Cloud Manager.
The Users Cloud Server:
Main admin controller will be able to add and remove packages from the Account Management System. This is also where the payment details are added to the system. Subject to the package selected, they may be able to add additional Cloud Users to the system. They will only have access to the assigned setting by the administrator. o Cloud users are assigned functions by the Administrator. APP users are able to do and access inclusions as assigned by the Cloud users. APP to cloud access, any information actioned by the APP while not in a WIFI or mobile area will hold the information until a form of mobile network or WIFI is available.
The Design The design concept will be supplied in PDF layouts for both the Cloud and the APP layouts. It is not a closed book and if a better design option can be offered then we’re willing to listen. Ongoing will be some additional stages to be integrated into the system. These stages are all a part of the overall plan. As the service grows we’ll be looking to acquire a team to maintain the system, as we go global we’ll be needing support teams to look after any questions asked through an online help support system.