---
# System prepended metadata

title: Portal Web App Proposal
tags: [proposal, Ronbow, ruoxi]

---

| Metric                    | Protected Attribute | Reweighing | Reject Option Based Classification (ROBC) |
|---------------------------|---------------------|------------|-------------------------------------------|
| Statistical Parity Diff.  | Sex                 | 0.07       | 0.08                                      |
| Equal Opportunity Diff.   | Sex                 | 0.16       | 0.17                                      |
| Average Odds Diff.        | Sex                 | 0.07       | 0.09                                      |
| Disparate Impact          | Sex                 | 1.13       | 1.15                                      |
| Theil Index               | Sex                 | 0.27       | 0.25                                      |
|---------------------------|---------------------|------------|-------------------------------------------|
| Statistical Parity Diff.  | Age                 | -0.02      | -0.23                                     |
| Equal Opportunity Diff.   | Age                 | -0.34      | -0.37                                     |
| Average Odds Diff.        | Age                 | -0.09      | -0.12                                     |
| Disparate Impact          | Age                 | 0.64       | 0.61                                      |
| Theil Index               | Age                 | 0.29       | 0.26                                      |


### Project Proposal
#### Project Name: Portal
#### Proposed by: [Your Name/Your Team]
#### Date: [Current Date]
#### Duration: October 4, 2023 - February 1, 2024
#### Budget: $200,000

### Executive Summary
- **Objective**: To develop a unified web application, "Portal", that streamlines the workflows of Ronbow employees by centralizing data and functionalities of various applications and external systems.
- **Problem Statement**: Current workflows at Ronbow involve utilizing multiple applications, leading to inefficiencies, potential miscommunications, and a fragmented customer experience. Designers, engineers, and other stakeholders navigate through various platforms such as Design Studio, Hubspot, Google Drive, and Netsuite, which can be time-consuming and error-prone.
- **Proposed Solution**: Implement a centralized web application that integrates with various APIs and systems to provide a one-stop solution, reducing time spent on task-switching and improving data accuracy.
- **Features**: Portal will provide a number of features to Ronbow employees, including:
    * A schedule to view and manage customer appointments
    * Contact information for customers and vendors
    * Project information, including design plans, estimates, and invoices
    * Sales targets and commission tracking
    * A design tool to create and edit kitchen designs
    * Communication tools to collaborate with customers and team members
    * User profiles to store personal information and preferences




### Project Description
#### 1. Background
   - **Current Challenges**: 
     - Fragmented data across various platforms.
     - Inefficient workflows due to multiple app usage.
     - Potential for errors during data transfer between systems.
   - **Opportunities for Improvement**: 
     - Streamlined workflows through a centralized platform.
     - Enhanced data accuracy and real-time availability.
     - Improved customer and employee experience.

#### 2. Objectives
- **Enhance Efficiency:** Minimize the use of multiple platforms and centralize operations through Portal.
- **Improve User Experience:** Provide a seamless and intuitive user interface for various stakeholders.
- **Streamline Communication:** Facilitate smooth communication and data exchange internally and with external entities.
- **Optimize Data Management:** Ensure structured and real-time data management through integrated data architecture.

#### 3. Scope
   - **In Scope**: Data integration, ETL processes, UI/UX development for various user types, API development, external communication, and data exchange.
   - **Out of Scope**: [Define what is not covered in this project to set clear boundaries.]

#### 4. Technical Architecture
- **Data Source Level:** Integration of various data sources, including Design Studio API, Communication Tool, Hubspot API, Google Drive API, Netsuite API/JDBC, ERP systems, and MRP systems.
- **Data Lake:** Centralized storage for raw data.
- **Data Warehouse:** ETL processes to facilitate structured data storage.
- **Data Marts:** Segregated data storage for specific user types.
- **Portal Web App:** A user-friendly interface with tailored UIs for different user types (Home Owner, Trade Pro, Designer, etc.).
- **Backend Database Cluster:** Real-time data storage and management.
- **External Communication:** Interaction with external users and systems, e.g., MRP systems, Emails, CRM systems, File Storage, ERP systems, Adobe, and Design Studio.

#### 5. User Flow

1. **Design Initiation:** 2.5 hours for initial design and form creation.
2. **Customer Communication:** 45 minutes for understanding and aligning with customer requests.
3. **Draft Creation:** 3-4 hours for the first version draft and 2 hours for proposal creation.
4. **Initial Payment:** Customers pay $1500 or 50% for the first draft.
5. **Customer Review:** Approximately 5 days for customer contemplation.
6. **Finalization:** 1-hour internal meeting post-customer approval and receipt of full payment.


### Project Plan
#### 1. Project Milestones and Timeline
- **Milestone 1:** Project Kickoff and Planning (1 week)
- **Milestone 2:** Development Phase 1 – Core Functionality (8 weeks)
- **Milestone 3:** Development Phase 2 – Additional Features and UI Implementation (8 weeks)
- **Milestone 4:** Testing and QA (4 weeks)
- **Milestone 5:** User Training and Documentation (2 weeks)
- **Milestone 6:** Go-Live and Post-Launch Support (2 weeks)
#### 2. Resource Allocation
   - **Project Manager**: [Name]
   - **Development Team**: [Names/Team]
   - **Testing Team**: [Names/Team]
   - **UI/UX Design Team**: [Names/Team]
#### 3. Budget Estimate and Allocation
A detailed budget breakdown will be provided upon initial assessment and requirements gathering. Anticipated budget categories include:
* Portal Web App Development: $70,000
    * Front-end, server-side, and back-end development, ensuring a seamless user experience and robust data management.
* API Integration and Data Management: $60,000
    * Involves integrating various APIs and managing data flow through the data lake, ETL processes, and data warehouse.
* Project Management and Administration: $30,000
    * Ensuring smooth coordination, adherence to timelines, and resource management.
* UI/UX Design: $20,000
    * Crafting intuitive and user-friendly interfaces for various user types.
* Testing and Quality Assurance: $20,000
    * Ensuring the app is bug-free, secure, and performs optimally across all intended functions.
* Maintenance: $10,000
    * Reserved for unforeseen challenges or opportunities.
* Training and Documentation: $5,000
    * Training staff to use the Portal effectively and creating documentation.
* Marketing and Launch: $5,000
    * Promoting the new platform internally and ensuring a smooth rollout.



### Risk Management
   - **Identified Risks**: [List potential risks.]
   - **Mitigation Strategies**: [Describe how you plan to address these risks.]

### Benefits and ROI
   - **Efficiency Improvement**: [Quantify if possible.]
   - **Cost Savings**: [Quantify if possible.]
   - **Enhanced User Experience**: [Describe.]
   - **ROI**: [Provide an estimate based on cost savings and efficiency improvements.]

### Next Steps

Upon approval of the proposal, the following steps will be initiated:

- Detailed Requirement Gathering
- Finalizing Project Plan and Milestones
- Formulating a Detailed Budget
- Initiating Development Phases

### Appendices
   - [Include any additional information, charts, or data that support your proposal.]

### Approval
   - **Prepared by**: [Your Name]
   - **Reviewed by**: [Reviewer’s Name]
   - **Approval**: [Approver’s Name and Signature]





# Proposal for Building an Internal Efficiency Platform

## 1. Introduction

**Context:** 
We are a growing cabinet company with a current strength of over 50 individuals. As we're poised for rapid expansion, the need for a streamlined internal process becomes imperative. Presently, our designers and other team members are scattered across multiple platforms, leading to redundancy and inefficiencies in their daily tasks.

**Problem Statement:** 
Our designers, crucial to our product delivery, are burdened by the manual labor of duplicating information across different systems. This not only hampers their productivity but also increases the chances of errors. Additionally, existing systems like Hubspot CRM, though functional, have a user experience that leaves much to be desired. 

**Purpose of the Proposal:** 
This proposal outlines the creation of a new internal platform tailored to our needs. The goal is to amalgamate the functionalities of various tools we currently use and provide a singular, efficient, and user-friendly environment.

**Benefits of the Platform:** 
- Reduction in manual and repetitive tasks, leading to fewer errors.
- A unified platform offering a superior user experience.
- Boost in overall productivity and job satisfaction among designers and other staff.

**Stakeholders:** 
While the immediate beneficiaries would be our designers, the ripple effect of increased efficiency will positively impact all departments, from sales to logistics.

**Scope:** 
This proposal covers the development of a comprehensive internal portal targeting our immediate pain points and designed to scale with our rapid expansion plans.



## 2. Objectives

### **Primary Goals:**
- **Improve Workflow Efficiency:** Streamline processes to reduce bottlenecks and increase speed.
- **Eliminate Manual Work:** Remove the need for repetitive tasks to avoid errors and inefficiencies.
- **Enhance User Experience:** Design a platform that is intuitive and user-friendly for both internal employees and potential future external partners.

### **Desired Outcomes:**
- Equip designers with tools and workflows that enable them to close at least two deals per week.
- Minimize the number of clicks and typing required, thus speeding up tasks and reducing potential for errors.

### **Functional Requirements:**
- Integrate seamlessly with existing tools and software.
- Establish a centralized database for all designs.
- Implement automated data transfer capabilities.
- Ensure the platform can accommodate future business processes and technological integrations, such as AI, AR, and XR.

### **User Experience Goals:**
- Develop an intuitive user interface with streamlined navigation.
- Ensure tasks can be completed with minimal clicks and typing.
- Create a platform that is adaptive and flexible, allowing for easy pivots in case of business strategy changes.

### **Future-Proofing:**
- Design the platform to be robust and adaptable for various scenarios.
- Ensure ease of integration for emerging technologies and methodologies in the future.

### **Communication & Collaboration:**
- Foster inter-departmental communication with integrated tools.
- Provide collaboration tools specific to designers' needs.
- Incorporate features like notifications and alerts for timely updates and task management.

### **Security & Data Integrity:**
- Implement stringent security protocols to protect sensitive data.
- Ensure mechanisms are in place to maintain the integrity of transferred and stored data.

### **Training & Onboarding:**
- Design the platform in a manner that requires minimal training, allowing for quick onboarding of new and existing staff.

## 3. Current State Analysis

### **Existing Tools & Systems:** 
Our team currently navigates through a diverse set of tools including:
- Design and collaboration: Design Studio, Adobe, Milanote (moodboard)
- Communication: Google Calendar, Email, Slack, WeChat, Google Chat, Zoom Phone
- CRM and Sales: Hubspot
- Documentation and Tracking: Google Doc (proposals), Google Sheet (order tracking), Google Drive (document retrieval), ClickUp (order updates)
- Accounting: NetSuite, Paychex (commission)

### **Workflow & Process:**
Attached is a workflow chart that provides a visual representation of our current processes, highlighting the journey from sales to installation.

### **Employee Feedback:** 
- Challenges with excessive manual work, especially during document creation and pricing calculations.
- Designers often feel unprepared due to a lack of client information before the first meeting.
- Variability in lead quality, leading to inconsistencies in potential conversions.
- Designers are frequently interrupted by customer service inquiries which disrupts their core tasks.

### **Technological Infrastructure:**
The current technological setup sees CRM, NetSuite, ClickUp, Google Suite, and Design Studio operating in silos. The lack of integration results in data redundancy and extra manual labor.

### **Training & Onboarding:** 
There's a noticeable deficiency in structured training for new tools and processes.

### **Inter-departmental Communication:** 
Communication often happens across various channels without a standardized protocol, leading to missed messages and inefficiencies.

### **Future Growth Projections:** 
With 6 showrooms currently in operation, there are ambitious plans to expand to 30 showrooms by next year. Moreover, we're considering branching out from employee-only designers to collaborating with independent designers.

## 4. Requirements Gathering

### **User Requirements for Designers:**

#### **Customer and Project Information:**
- **Customer Profile**
  - Projects
  - Contact
  - Lifestyle
  - Meeting Notes
- **Project Information**
  - Budget
  - Floor Plan
  - Inspiration
  - Project Status Visualizer
  - Job Site Location

#### **Knowledge Base:**
- **Company Overview:** Information about the company's history, mission, values, and more.
- **Product Overview:** Detailed insights into products, specifications, uses, etc.
- **Finishes:** Information on available finishes, possibly with visual representations or samples.
- **Comparison Chart:** Tools to compare products, finishes, or services.
- **Hardware:** Details on hardware offerings.
- **Accessories:** Information on accessory offerings.
- **Installation:** Guidelines, tips, related to product installation.
- **Checklist for Customers:** A ready-to-share checklist for customer decision-making.
- **Inspiration Library:** Curated repository of design inspirations, trends, and references.
- **Search:** Robust functionality for knowledge base searches.
- **Filter/Tags:** Advanced options to refine results.

#### **Design Studio:**
- **Design Tool:** Integrated suite for designers to conceptualize, draft, and refine.
- **Inspiration Space:** Collaborative space for gathering, visualizing, and sharing design inspirations.
- **Quote:** Tools for detailed design, product, and service quotations.
- **Automated Proposal Compiler:** Auto-generates professional proposals from project details.
- **Live Feedback Interface:** Collaborative design review space for real-time feedback.

#### **Communication:**
- **Agenda Builder:** Tools for meeting agenda preparation and sharing.
- **Meeting Checklist:** Ensures all crucial points are covered during client meetings.
- **Interactive Showcase Platform:** Digital space for interactive design presentations.
- **On-the-Fly Sketchpad:** Digital tools for instant design brainstorming or changes.
- **Discussion Summary Generator:** Compiles key discussion points into clear summaries.
- **Chat:** Real-time messaging for swift communication with team members or clients.
- **Document Preparation:** Tools for design-related document creation and editing.
- **Template Management:** System for storing, categorizing, and accessing design templates.

#### **Others:**
- **Account Management:** Update profile and password.
- **Industry News:** Updates, trends, and news feed from the design industry.
- **Notification:** System for updates, feedback, and other relevant alerts.
- **To-Do List:** Lists for daily task and priority management.
- **AR Measurement Tool:** Augmented Reality tool for spatial measurements.
- **AR Design Immersion:** Virtual design experience in intended space using Augmented Reality.
- **Search:** Robust functionality for design, product, or information searches.


### **UX/UI Requirements:**
- Design adheres to brand guidelines. 
- Intuitive, elegant, desktop web-based initially. (Attachments referenced)

### **Performance & Scalability:**
- Initial and growth projections: 200 users.
- **Load Time**: 
    - Ideal: under 1 second
    - Acceptable: 1-2 seconds
    - Threshold: 3 seconds
- **Uptime**: 99.9% uptime over a year ( ~ 9hours a year).
 
### **Security & Compliance:**
- Currently password protected
- Future VPN implementation

### **Data Management & Reporting:**
- Proposal on centralizing data (CRM, design file, etc.) on the platform.
- Reporting on sales performance and user behavior tracking.

### **Customizability & Extensibility:**
- Easy addition of future features or modules. 

### **Training & Support:**
- Intuitive system with simple guides and FAQ. 
- User management, support ticketing features.

### **Feedback & Evolution:**
- User feedback/reporting mechanisms. Plans for periodic platform reviews and updates.





## 7. Resources

### **Human Resources:**

- **Frontend Engineer**: 1
- **Backend Engineers & DBA**: 3
- **QA Engineer**: 0.5
- **Integration Specialists**: 0.5
- **DevOps Engineer**: 0.5
- **Business Analyst**: 1
- **UI/UX Designer**: 0.5



### **Technological Resources:**
- **Development Tools**: Bitbucket.
- **Design Tools**: Figma.
- **Testing Tools**: Selenium.
- **Management Tools**: JIRA.
- **Server & Hosting**: AWS EC2, RDS, S3.
- **Integration Tools**: GraphQL.


### **Other Resources:**

- **Documentation**: System architecture, user guides, technical specs.
- **Training Material**: User manuals, video tutorials, FAQs.




## 6. Budget Estimation
Offer a rough estimation of the budget required for:
- **Development (both initial and ongoing)**
- **Training and onboarding of staff**
- **Maintenance and updates**
- **Any third-party tools or services that need to be procured**

## 7. Timeline
Propose a timeline for the development and deployment of the platform:
- **Requirement gathering phase**
- **Design and development phase**
- **Testing phase**
- **Roll-out phase**

## 8. Risk Assessment
Identify potential risks associated with the project:
- **Resistance to change among employees**
- **Possible technical challenges**
- **Integration issues with existing tools**
- **Delays in development**

## 9. Metrics and KPIs
Outline the metrics and KPIs that will help measure the platform's success:
- **Increase in task completion speed**
- **Reduction in communication-related issues**
- **Uptime and performance metrics of the platform**

## 10. Conclusion
_Summarize the key points of the proposal and reinforce the value proposition of the platform._

## 11. Call to Action
_Encourage stakeholders to provide feedback, support, and resources to move forward with the project._
