Assignment Tracking System

The Vendor is required to provide assignment tracking system.
- Assignment Creation & Management
• Executive management must be able to initiate assignments across all levels of the organization.
• The system shall allow the configuration of assignment fields (title, priority, due date, assignee, etc.).
• Assignments can be directed to individuals, teams, or departments.
• Support for recurring assignments and reusable templates.
- Workflow Management
• The system must support the creation of custom workflows for different types of assignments or projects.
• Approval levels must be configurable at each step of the workflow.
• Each workflow step must have the ability to:
○ Request approval.
○ Request additional information.
○ Track status (Pending, Approved, Rejected).
• Support for conditional workflows based on assignment type or department.
- Document Management & Version Control
• Users must be able to upload and attach documents to assignments and projects.
• In-application document editing should be supported.
• The system must maintain version control:
○ Maintain version history.
○ Allow side-by-side comparisons.
○ Enable reverting to previous versions.
• Accept common file formats (DOCX, XLSX, PDF, PPT, etc.).
- Project & Subtask Management
• The system must support the creation of projects with multiple assignments or subtasks.
• Users can add, edit, and assign subtasks within each project.
• Tasks and subtasks should support dependency tracking.
• Progress tracking at both the task and project level.
- Dashboards & Reporting
• Real-time dashboards for executive and team-level users.
• Dashboards must track:
○ Assignment/project status.
○ Workflow stage.
○ Deadlines and overdue tasks.
○ Individual or departmental performance.
• Custom report generation with export options (CSV, Excel, PDF).
• Alerts and summary reports (e.g., weekly updates).
- Security & Access Controls
• Role-based access control (RBAC) must be implemented.
• Permissions should be configurable at the document, task, and user level.
• Document security through encryption
• Full audit logging for all actions (edits, approvals).
• Support for Single Sign-On (SSO) and Multi-Factor Authentication (MFA).
- Integration & Interoperability
• Must integrate with internal tools (e.g., email systems, calendar tools, Microsoft Teams, SharePoint).
• Import/export functionality for documents and data.
- Usability & User Experience
• Intuitive and accessible user interface.
• Mobile-friendly or responsive web design.
• Built-in tutorials, help center, or onboarding support.
• Personal dashboards, activity feeds, and notification systems.
• AI functionality to help get metrics or assignment information.
- Contract Period/Term: 5 years