Overview Claire’s business is evolving, and the system that once served your team now struggles to keep up with increasing demand and remote workflows. This proposal outlines a tailored, modern web application built with the MERN stack that will simplify job scheduling, improve team productivity tracking, and ensure real-time visibility into machine usage all while preserving the legacy data you rely on. From day-to-day visibility of gaps in production to accurately logging projected versus actual hours, the solution is designed to directly solve the pain points you mentioned. It also lays the technical foundation for future features like automated CRM follow-ups and scalable remote collaboration. The system will be clean, fast, secure, and intuitive enough for everyone on your team whether on-site or remote to adopt seamlessly. We’ll work in clearly defined stages, starting with discovery and design, moving into development, real-time integration, data migration, and deployment. Each step ensures clarity, control, and room for feedback as your system takes shape.
Milestone 1: Research & Discovery – £300 Scope: Understand Claire’s existing workflow, team structure, database limitations, and technical constraints. Deliverables: • Discovery session (async or call-based) • Documentation of current workflow and pain points • Feature definition, project plan, and data requirements • Timeline and final scope confirmation
Milestone 2: MongoDB Setup – £250 Scope: Set up a cloud-based MongoDB environment and prep it for legacy data and future app modules. Deliverables: • Database structure design (Users, Jobs, Machines, Time Logs, etc.) • Cloud MongoDB setup with roles and security • Ready-to-connect database for development • Connection string and config for backend integration
Milestone 3: UI/UX Design – £400 Scope: Design a user-friendly interface focused on team scheduling, machine tracking, and job logging. Deliverables: • Wireframes for calendar, job creation, and time logging • UI mockups (Admin, Team Member, Remote User views) • Visual hierarchy and navigation structure • Client walkthrough and approval of design before build
Milestone 4: Backend Development – £450 Scope: Build a secure, scalable backend using Node.js and Express with all necessary endpoints and logic. Deliverables: • API for jobs, machines, users, and time tracking • Role-based access control with JWT • Input validation and error handling • Backend socket setup for real-time sync • Fully tested endpoints connected to MongoDB
Milestone 5: Integration & Real-Time Functionality – £400 Scope: Connect frontend to backend, enable real-time updates, and ensure seamless data flow. Deliverables: • Socket.io-based sync for scheduling board • Real-time updates for job changes and machine status • API integration with frontend pages • Live collaboration support
Milestone 6: Frontend Development – £500 Scope: Build responsive frontend interfaces with React, focusing on usability and clean UI. Deliverables: • Calendar view (Day/Week/Month toggle) • Job/machine dashboards • Time logging interface • Role-specific views and conditional UI • User authentication flow
Milestone 7: Data Migration & Legacy System Integration – £200 Scope: Migrate historical data from FileMaker to MongoDB and preserve searchable access. Deliverables: • Data conversion (CSV/JSON → MongoDB) • Scripts to clean and tag old records • Interface to access archived orders • Legacy functionality review
Milestone 8: Testing, Deployment & Handoff – £250 Scope: Launch the application, test all functions, and provide Claire with training and documentation. Deliverables: • QA testing across devices and roles • Deployment of frontend and backend • Admin walkthrough • Final documentation (usage + developer notes) • 1 week of post-launch support Conclusion This solution isn't just about replacing a legacy database, it’s about giving you and your team a powerful tool that evolves with your workflow and workload. With a total project cost of £2,500, broken down into transparent, milestone-based phases, you'll see real progress every step of the way. I’ll ensure your historical records are preserved, your daily operations become more visible and efficient, and the final product feels like a natural extension of how your team already works just much better. Once you're ready, we’ll begin with the Research & Discovery phase to align everything with your current process and goals. If you're happy with the plan, I’ll prepare the onboarding steps and get things rolling.
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