To build a new SharePoint based request system using 365 to the following specification:
1/ Request form (and map area selection – API needs identifying) – input from engineers to initiate request, identify coordinates as well as scheduling in automatic re-requests.
2/ Update Progress – Team to update which items have been provided and which are outstanding – links to notifications
3/ Enquiry Database – to replace existing spreadsheet and provide a searchable and auditable trail. Needs to include ability to link documents to each column, e-mail confirming nothing present. The database should have the ability to either automatically allocate certain requests to certain team members or allocate them at random.
4/ Enquiry Dashboard – to monitor input, output, outstanding requests, SLA and staff productivity. For Team Leader and senior managers to access.
5/ Assess suitable replacement for using One Note to produce outputs – determine whether a different method or format can be used to fit better with new system.
6/ Create enquiry ‘Drop Box’ – folders on SharePoint for each request to be dropped into. Links to notifications
7/ Notification e-mails – to notify requestor of delivery or updates to their requests. Look to add reminder e-mails when enquiry packs are due to run out.