plasma-workflow

byJanvi S

Statement of Work (SOW) Centralized Workflow & Project Management System 1. Project Overview The objective of this project is to design and develop a centralized workflow management system that streamlines the entire business lifecycle from Lead → Quotation → Project Execution → Production → Delivery → Accounts. The system will eliminate manual coordination gaps, improve documentation management, enhance vendor sourcing, and ensure accurate project costing and timelines. The solution will enable better inter-department collaboration between Sales, Project Management, Sourcing, Factory, and Accounts, while also ensuring SOP compliance, cost control, and faster quotation turnaround. 2. Objectives The key objectives of the system include: Reduce quotation preparation time Improve department coordination Maintain standardized documentation Track timesheets and mandays Control project budgets and cost overruns Enable vendor comparison and sourcing Improve client communication tracking Implement complaint/ticket management Ensure project documentation handover 3. Scope of Work 3.1 Lead & Sales Management The system will provide a structured workflow to manage leads and follow-ups. Features Lead creation and tracking Lead status management Follow-up reminders SOP compliance tracking Client communication history Document attachment Outcomes No missed follow-ups Complete client communication records 3.2 Quotation & BOQ Management A standardized BOQ (Bill of Quantities) and costing module will be developed to generate accurate quotations. Features BOQ creation module Standard costing templates Quote comparison with previous quotes Quote comparison with vendor quotations Automated quote generation Documents Generated Quotation Proforma Invoice (PI) Outcomes Faster quotation preparation Improved pricing accuracy 3.3 Vendor Sourcing & Comparison Module A vendor management system will help teams source and compare suppliers efficiently. Features Vendor database Vendor category management Vendor quotation comparison Outcomes Faster vendor sourcing Better price comparison Improved procurement decisions 3.4 Project Management Workflow A structured project workflow will be implemented to manage the transition from Sales → Project Management → Production → Delivery. Features Project creation from approved quotation Project status tracking Project documentation management Project handover documentation between teams Milestone tracking Outcomes Smooth project transitions Reduced miscommunication 3.5 Document Management System A document management system will standardize all project documentation. Supported Documents Quotation PI (Proforma Invoice) PO (Purchase Order) Order List Loading List CI (Commercial Invoice) PL (Packing List) Features Standardized templates Document versioning Centralized storage Download/export options Outcomes Standardized documentation Faster document preparation 3.6 Timesheet & Mandays Tracking A time tracking system will monitor project effort and resource allocation. Features Employee timesheet entry Mandays calculation Project-wise effort tracking Budget vs actual comparison Outcomes Control over project budgets Avoid cost overruns 3.7 Complaint & Ticket Management System A complaint management system will ensure faster issue resolution. Features Complaint ticket creation Ticket assignment Status tracking Escalation management Resolution tracking Outcomes Faster problem resolution Better accountability 3.8 Department Coordination System The platform will support seamless coordination between departments. Departments Covered Sales Project Management Sourcing Factory Accounts Features Task assignments Project updates Shared project dashboards Internal communication logs Outcomes Improved collaboration Reduced delays 4. System Features Core Platform Features Centralized dashboard Notification system Search and filtering Document upload & storage Activity logs