Digital binnacle

Project overview

We are a private security firm that provides mostly guarding and gatekeeping. As a part of our job, we are required (sometimes by law) to register every relevant event that happens in the facilities we guard. These records are kept on paper and are of course inaccessible remotely and generate an important volume that afterwards needs to be scanned manually, and originals kept safe for up to two years. To eliminate this paper records we would like to create a web-based ‘binnacle’ for our employees to record/type in text logs (events) whenever something occurs at workplace and requires to be registered because of its importance. Front end: Security guards The system should have a front end in which the user logs in with Office 365/Microsoft email and select in which facility they are working in. If possible, a security guard should only be able to log in from a specific computer or mobile device. (So they cannot generate entries or read when they are outside work) Whenever they create an entry it must record the exact date and time and must have a unique ID# in the system for the entire company that combines letters and numbers. (In some cases a picture or file should be able to be attached) Once entered, the content must not be able to be deleted or modified. But it must be able to be hidden by supervisors, leaving in all cases a proper record of this action. The employee should be able to check a few boxes before submitting a record. For example: - Require review/approval/response: whenever this box is checked a supervisor will be notified and approve or leave a comment so it can be read by the person who submitted. - Communicate to referral (client): whenever this box is checked a supervisor will be notified and approve, add a comment and mark this registry to be automatically sent after approval by email to specific person outside the company. Usually, this person is a client. - Follow up: whenever this box is checked, supervisors and other coworkers that works in the same facility are notified and have to mark as ‘read’ this specific entry when they log in. These entries are very important since our services are a 24x7 and whenever a shift ends the next guard might have some important info that has to be taken into account for a specific period of time. Some specific entries are repeated several times in a day so instead of being a text-only registry they could have a pre-stablished format. For example: When a shift starts a security guard is normally in charge of recording time and stating if he is working alone or with another security guard. This is useful because generates a very important record of who is working when and where. When a security guard leaves (no matter the reason) a special registry is made. The guard entering this registry and the one leaving must sign. When a security guard arrives, special registry is made by both. The guard entering this registry and the one arriving have to sign. In this case probably one must sign off and the other must sing in to do this. Recording the time of this digital signature is very important. When a shift ends two records are made, the one that says the names of every guard that is leaving and the one that enter all the names of the guards picking up the new shift. – This is normally called “shift exchange” and it happens normally every 8 hours. Supervisors: Supervisors should be able to read al entries created by the employees that works for them, make comments to specific entries, accept/authorize or reply entries that have been marked for approval and approve the entries that have been marked to be sent to the referral. Supervisors can also make entries and must have a different and distinctive color so it can easily seen and recognized. The supervisor should be able to check a few boxes before submitting a record. For example: - Require confirmation and notification by all: whenever this box is checked all employees that log into a specific facility should be prompted to read and mark this entry as accepted. - Require confirmation and notification by specific person: whenever this box is checked that specific persona must be prompted to read and mark this entry as accepted. - Communicate to referral (client): Supervisor cand mark specific entries made by others, add a comment and mark this registry to be automatically sent after approval by email to specific person outside the company. Usually, this person is a client. - Follow up: whenever this box is checked, supervisors and other coworkers that works in the same facility are notified and must mark as ‘read’ and mark this entry as accepted when they log in next. These entries are very important since our services are a 24x7 and whenever a shift ends the next guard might have some important info that has to be taken into account for a specific period of time. Entries must be able to be hidden by supervisors, leaving in all cases a proper record of this (accessible only by them or other supervisors). Supervisors should be able to see when someone has not yet read or marked as accepted an entry that has been made. Common functionalities: Search for keywords, specific period of time, or specific person. Back End AMD, Creating and blocking (not deleting) users and assigning roles (Guard, Supervisor, Coordinator, General Admin, etc) Creating facilities Assigning users to facilities Search and view logs with date and time log in and log out info (date and time). Audit capabilities: Logs that must record and track every action and be filtered. This is important in case we are required by the client or by law officials or a court of law to provide paper proof (as we currently do with our books). All coding, programing, designing must be properly documented for future reference and following up by other IT developers

Category IT & Programming
Subcategory Web development
What is the scope of the project? Create a new custom site
Is this a project or a position? Project
I currently have I have specifications
Required availability As needed
Roles needed Developer

Delivery term: January 21, 2022

Skills needed