Tender: Laptop Loan

[SallyMcGrath]

Here's the first tender - let's just do this in a simple doc for now

Laptop Loan System

For help writing your bid, look at the sample bid in the template doc

UPDATE:

We will leave this tender open until

OCTOBER 24 2023 23:00 UTC

and then give our decision by

OCTOBER 27 2023 23:00 UTC

UPDATE

Finance informs that the winning contractor must have or purchase Professional Indemnity Insurance. Please itemise the cost on your bid and we will pay this before signing the contract.

[haroon-ali-dev]

Hi Sally. Here is my bid. Please let me know if anything needs to change or if something should be said differently etc. Thanks.

Qualified Supplier

Declaration

I am a qualified supplier, and I am tendering for this work.

• I am a CYF-certified developer. I have graduated CYF Fundamentals.
• I have a minimum of 4 kyu on my Codewars profile and I am happy to walk through any kata on my profile on request.
• I have a portfolio website with at least two team and two solo projects. I have provided links.
• I have right to work in the UK which I can prove with an online share code.

Portfolio

• Portfolio website
• Solo project 1
• Solo project 2
• Team project 1
• Team project 2

Contact Details

• Name: Haroon Ali
• Email: haroon.ali.1104@gmail.com
• CV: View

Proposal

This proposal outlines the development of a comprehensive solution to streamline and automate the management of laptop loan requests, approvals, and document handling. The system will leverage existing tools such as Airtable, Google Forms, Slack, Zapier, QR-ME, and Xodo Sign (formerly Eversign) to create an efficient and user-friendly workflow.

Components

1. Airtable Database Setup

Set up an Airtable database with four tables: hardware, human, location, and value.

2. Google Forms Integration

Create a user-friendly Google Forms interface for submitting laptop loan requests.

3. Zapier Integration

• Connect Google Forms to the Airtable database using Zapier.
• When a form response is submitted, update the Airtable database with the user's request details.
• Post a notification message in a designated Slack channel to inform admins of the new request.

4. Admin Actions

• Admins can review and manage requests within the Airtable database.
• If a request is rejected, Zapier will automatically send an email notification to the requesting user.
• If a request is approved, the following actions will be triggered:
  • A QR code will be generated using Zapier and QR-ME.
  • Admins can access the QR code through the QR-ME dashboard.
  • A document template will be emailed to the user using Zapier and Xodo Sign (formerly Eversign) for signature.

5. Document Signing Workflow

• Once the user signs the document, the database will be updated to reflect the signed status.
• A Slack message will be posted in the designated channel to notify admins of the completed process.

6. Deadline Reminders

• Create a scheduled task in Zapier (running daily) to check for approaching document signing deadlines.
• Implement a custom script, if necessary, to analyze data in the database and send reminder emails to users with impending deadlines.

7. Data Migration:

• Import existing data from Google Sheets into the Airtable database, ensuring alignment with the Airtable schema.
• Perform necessary data transformations, export to CSV, and import into Airtable to ensure data continuity.

Benefits

• Streamlined laptop request and approval process.
• Real-time notifications and automatic generation of QR codes.
• Automated document signing and tracking.
• User-friendly deadline reminders.
• Efficient data migration and management.

Deliverables

• Professional Indemnity Insurance - £68.28/year - Before contract is signed
• Setup and configure Airtable database - £180 - 22nd November 2023
• Create and connect Google Forms to Zapier and Airtable - £50 - 24th November 2023
• Connect Slack, Xodo Sign (formerly Eversign), Airtable and Zapier to complete automation. Add schedule for checking deadlines - £225 - 1st December 2023
• Data import - £180 - 8th December 2023
• Document the system - £100 - 15th December 2023
• Train staff on the new system and record the training session (30min) - £50 - 22nd December 2023
• Transition plan - £50 - 3rd January 2023
• Six-month bonus - £100 - 1st July 2024

Considerations

• Zapier Starter plan. It seems some of the requirements require multi-step zaps. This is only available on the paid Zapier Starter plan so we might need that.
• QR-ME Premium plan. To generate a QR code automatically using QR-ME API, a premium plan is required. Admins can manually generate QR codes using websites easily so maybe this cost can be completely avoided.
• For sending emails, there is a 5/hour and 10/hour sending limit on free and paid Zapier plans respectively if using Email by Zapier. Might want to consider using SMTP by Zapier with SendGrid API (100 emails a day for free).

[Mohammedal-abdulhamid]

Hi Sally, here is my bid, please inform me if you need any further details

Declaration

I am a CYF-certified developer. I have graduated CYF Fundamentals. I have a minimum of 4 kyu on my CodeWar and I am happy to walk through any kata on my profile on request. I have a portfolio website with at least two team and two solo projects. I have provided links. I have right to work in the UK which I can prove with an online share code.

Contact Details

Name : Mohammed Al-abdulhamid Email : mohammedalabdulhamid@gmail.com CV : see my CV

Proposal

Project Overview:

Code Your Future (CYF) is seeking a solution to streamline its laptop management process. Currently, managing laptops for trainees is a time-consuming task, creating delays in starting new classes. To address this, CYF is looking to improve equipment management by enhancing efficiency, accountability, and transparency.

Objectives:

• Determine WHO possesses WHAT and WHERE it's located.
• Ensure all machine holders sign a loan agreement acknowledging responsibility.
• Allow trainees to provide sufficient notice when requiring a machine, with the deadline being two weeks before Fundamentals begins.

Solution:

We propose implementing an Equipment Management System that integrates Airtable, Zapier, Google Forms, Eversign, and Slack. The solution consists of the following components:

Airtable Database Setup (£180): We will set up and configure the Airtable database, creating tables for HARDWARE, HUMAN, LOCATION, and VALUE.

• Integration with Eversign, Zapier, Google Forms, and Slack (£225): we will integrate Airtable with Eversign for loan agreement signing, Zapier for automation, Google Forms for simplified user interaction, and Slack for automated notifications.
• Google Forms Creation and Integration (£50): We will create user-friendly Google Forms to streamline the trainee request process and integrate them with Airtable for data management.
• Data Import and Cleanup (£180): We will clean and import data from existing Google Sheets into the new Airtable structure, ensuring a smooth transition.
• Documentation (£100): We will thoroughly document the entire system, including user guides and system architecture.
• Staff Training (£50): We will train CYF staff on how to use the new system and provide a 30-minute recorded training session for future reference.
• Transition Plan (£50): We will create a comprehensive transition plan for the project, ensuring a smooth handover to CYF's team.
• Six-Month Bonus (£100): If the system remains in regular use at CYF six months after implementation, we will provide a bonus payment to acknowledge its ongoing value.

Project Timeline:

• Set up and configure Airtable database: November 7th to November 14th (1 week)
• Integrate Airtable with Eversign, Zapier, Google Forms, and Slack: November 15th to November 24th (1.5 weeks)
• Create and connect Google Forms: November 25th to November 28th (4 days)
• Data import - Clean and import data from existing Google Sheets: November 29th to December 6th (1 week)
• Document the system: December 7th to December 16th (1.5 weeks)
• Train staff on the new system and record the training session: December 17th to December 20th (4 days)
• Transition plan: December 21st to December 23rd (3 days)

[SallyMcGrath]

🤝 Contract Awarded

I am awarding this contract to @haroon-ali-dev pending these amends:

1. Please schedule transition in the New Year so it doesn't get lost in the Christmas holidays

~ @SallyMcGrath

👣 Next steps

1. Finalise your proposal with any amends.
2. Book a call with @SallyMcGrath, link in my Slack Profile

🎚️ Feedback

If your bid was unsuccessful and you would like private feedback, please write to sally@codeyourfuture.io and I will send it to you directly. Please include a link to your bid. And if you would like to help our community learn, please post that feedback in this thread!

🎉 Thanks for the bids, everyone!