[dsuguy]

Need a script that works with mysql and will run on Microsoft or Unix system.

The office I work for is having trouble with losing requests for money because it has to be submitted and approved by many layers of people. I am looking for a script that our office could utilize to help us keep track of these requests. I have php and javascript knowledge but not sufficient to create a script to do all we need it to do. The organization works with troubled children and often a counselor needs to request money for a child. this paper request form must go through at least 3 levels of approval before it makes its way to the finance department to be cut as a check. Oftentimes the process is slowed and paperwork is lost and a no one ever really knows the status of any particular request. I want to streamline this process to make everyone's lives easier and simplier.

Below is an example of how a particular request might go:

Counselor completes check request form and submits it to his/her supervisor for approval.
Supervisor approves or denies request. If denied the request is sent back to counselor with reason why (sometimes this is requesting more information or whatever...comments will be written on the request identifying the reason for denial) If approved the request is sent on to the regional supervisor for approval/denial. If regional supervisor denies request then request is sent back to supervisor with comments. the supervisor then might send it back to counselor. If regional supervisor approves the request then it goes to the regional manager for approval/denial. If the regional manager approves request then it goes to finance to print the check. The check is then interoffice mailed to the regional supervisor to be dispersed to the counselors.

Once a counselor submits a request to their supervisor it is rare for a counselor to know the status of that request for several days.

the system needs to be setup so that the counselor, supervisor, regional supervisor, regional manager, and finance can log in and check on the status of each request. Finance needs the ability to mark a request as printed and checks returned to regional supervisor with a date printed and returned. The regional supervisor then needs to be able to mark returned items as dispersed to counselors. The counselor then must submit a receipt to the regional supervisor showing where the money was spent as proof it was spent on the appropriate item. So once the regional supervisor marks an item as dispersed it should go into a que marked as waiting for evidence/receipt. then once the receipt is given have the ability to mark it as completed and it should archive itself.

Each person should have the ability to add comments to the request.


Anyone know of a script like that I could tweak or anyone willing to create me one free or inexpensively. It is a nonprofit who works with troubled children. It would be used internally to help us keep track of our funds request. Email me or reply on here if you can help. I will get you details of what information needs to be included on the actual request form.

[bizzar528]

I've found the eticket support software to be pretty easy to work with. It's a helpdesk package, but with a little tweaking, it could probably be used for what your looking to do.

http://eticket.sourceforge.net

[dsuguy]

Thanks bizzar528 i'll check it out.

dsuguy

[TheKiser]

dsuguy, I do have one suggestion to help make your system a success. After you get it implemented they need to totally eliminate the paper system. I have worked on multi-level systems like this that try to track the paper and they usually fail. People approve or reject a paper and never bother to note it on the system. If the information is only on the system, not counting printouts people get for themselves, this problem can be avoided.

[dsuguy]

Yes that is the goal TheKiser.

i don't think the etickets system will work. I can't get it to do what I want. Thought the documentation isn't very good for etickets. I need the system to auto assign the ticket to the appropriate person automatically once a person either denies or approves it with their comments. eticket does not do this one would have to choose who to assign the "ticket" to each time. Let me just say if they can loose a piece of paper they will most certainly assign the "ticket" to the wrong person.

Any other suggestions? I'm not good enough at coding to be able to tweak the system to do what I need it to do. Surely someone somewhere has written some code that will do what I need it to do.

DSUguy

[TheKiser]

dsuguy, email me at jimkiser@sodtwareonwheels.com. I have a couple of questions and then I may have some suggestions.

[dsuguy]

TheKiser: I emailed you but got no response.

I've searched and searched and can't find anything that would work. Does anyone have any suggestions at all?

[dsuguy]

Looking for a programmer to write a program for me. Asking for those interested to submit how much they would charge to create the script. Below is a description of project.

I want the project written in php maybe some javascript and utilizing a mysql db.

Above I've detailed some info about the project and why I'm wanting it. Below are some required features.

This system could be implemented by multiple offices within our organization. The system needs the ability

to specify which office each user is in and keep those seperate.


REQUIRED FEATURES
*ability to add new users and for each user to "edit" their profile (password, title, email, etc)
*system should include an email notification system to notify of updates to request.
*system should utilize a login/password system
*system should have administrator which can edit anyone's information
*system should be able to search requests to check on status
*each person should be able to add comments to the request which can be viewed in the history
*requests should be able to be canceled and a comment required as to why it was canceled
*ability to add/edit/delete users, funding sources, etc. (I can provide more info on this)
*supervisors have the ability to add or remove counselors from their team.
*ability to create a pdf report from a request in order to print it.
*Automatic email when request isn't "touched" for XX amount of time. Ability to specify multiple amounts of

time and notifications.
example:
10 hours email que owner
15 hours email request submitter
20 hours email administrator
24 hours email everyone (requestor, supervisor, regional supervisor, regional manager, etc.) these should be

able to be configired.

*ability to run reports based on date, team, funding source, etc to be printed/viewed on screen.
*ability to have access levels to various parts of system (ie. some reports only certain access levels

should have access to)
*quick links for each user such as My Requests, My Que, etc. each of these should list in a table format

with basic info displayed...each should have link to display details which will have the ability to add

comments, approve, deny, cancel, complete, etc.


I'm sure as I go along I'll think of other things.

I will want to see some examples of your designs. This system needs to be extremely user friendly due to many of the users who will be using it are not computer literate. It should be straight forward and easy to use.

Please remember when submitting your bid that this is for a nonprofit organization and I will be paying for this system out of my own pocket.