MyCareCottages

1. Resident Dashboard

• Display resident details including name, rent amount, care amount, and total care costs.
• Show Next of Kin information (name, phone number, email) with options to edit.
• Reflect resident status (active, inactive, deceased, moved).

2. Client Relationship Management (CRM)

• Lead Tracking: Monitor potential leads with details like name, phone number, email, and follow-up actions.
• Waitlist Management: Oversee waitlisted clients who have completed applications and paid deposits.
• Active Client Access: Provide access to full applications and all signed documents.
• Former Client Management: Maintain records for clients who have relocated.
• Deceased Client Archive: Securely store and manage deceased clients’ information.
• Onboarding Process: Facilitate both digital and in-person onboarding processes, including application completion, agreement signing, and banking setup.

3. Facility Maintenance System

• Task Scheduling: Schedule and monitor cleaning tasks for each shift; store task records as CSV files.
• Temperature Monitoring: Monthly logging of water temperatures, stored and managed within the database.
• Maintenance Checklist: Maintain and oversee monthly and yearly preventive maintenance schedules, initiate maintenance requests as required.
• Maintenance Order Management: Track and prioritize maintenance requests based on urgency and manage to completion.

4. Staff Administration

• Profile Management: Handle complete staff profiles from hiring through to termination.
• Timesheet System: Manage daily timesheets through a centralized system for all staff members.
• Training and Certification: Link training modules to staff profiles and oversee certification renewals.
• Staff Service Requests: Manage staff requests for employment letters, address updates, and banking changes.
• Staff Relocation and Archiving: Manage the transfer of staff between facilities and archive records of former employees.

5. Financial Administration

• Client Invoicing: Administer billing details for resident rent and care charges.
• Payroll and Accounts: Manage payroll processing and financial records, ensuring accurate bookkeeping.

6. Communication Framework

• Email Communication System: Support both automated and manual email interactions for internal and client communications.
• SMS and Messaging Integration: Integrate SMS and messaging platforms to facilitate quick and effective communication.

7. Regulatory Compliance and Reporting

• Produce comprehensive reports on client status, financials, maintenance tasks, and staff activities.
• Maintain adherence to health and safety standards and regulatory compliance.

8. Data Security and Management

• Implement advanced security protocols to safeguard sensitive information.
• Ensure integrity and regulatory compliance in data handling and storage.

Additional Functionalities:

• Access Control: Define and manage user roles and permissions for administrators, staff, and potentially residents or their families.
• Alerts and Notifications System: Customizable alerts related to maintenance, client care, and other important notifications.
• Device Compatibility: Guarantee full functionality across mobile and tablet devices to support on-the-go access by staff and administrators.

1. CRM Tool for Lead Generation and Engagement

• Description: Develop a Customer Relationship Management (CRM) tool tailored for generating leads and maintaining connections with previous customers and potential leads. This tool will facilitate targeted communication strategies and manage interactions effectively to enhance client relationships.
• Details: Includes lead tracking, customer interaction logs, automated communication features, and analytics to monitor engagement.

2. Client Database Management

• Description: Create a comprehensive client database to store and manage internal client information, including sensitive data such as Next of Kin details. This database will support efficient client management and ensure quick access to essential information.
• Details: Features will include data entry forms, secure storage, easy retrieval options, and integration capabilities with other systems for seamless operations.

3. Staff Database and Timesheet Management

• Description: Implement a staff management system that includes a detailed staff database encompassing timesheets, scheduling, and personnel details. This will automate payroll processing and enhance human resources management.
• Details: The system will provide modules for timesheet submission, approval processes, and staff profile management, along with alerts and notifications for shifts and updates.

4. Maintenance and House Management Database

• Description: Develop a database system for tracking and managing maintenance tasks and house management operations. This will include scheduling regular maintenance, logging requests, and tracking the status of each task.
• Details: Integration with mobile devices for on-the-go updates, inventory management for supplies, and historical data analysis for predictive maintenance planning.

5. Library for Document and Policy Storage

• Description: Establish a centralized digital library for the storage of important documents, licenses, and organizational policies and procedures. This library will serve as a single source of truth, accessible to staff for reference and compliance needs.
• Details: Features robust search capabilities, version control, and secure access permissions to ensure that sensitive information is protected yet readily available to authorized personnel.

Phase 1: Foundation and Infrastructure Setup

• Task 1: Authentication System Development
  • Develop a robust, multi-tiered authentication system to support different user roles, including admin, staff, and clients.
  • Implement secure login and user onboarding processes.
• Task 2: Application Infrastructure Setup
  • Establish the core application framework that supports scalable, feature-by-feature development.
  • Set up foundational backend and frontend environments that will house all subsequent functionalities, ensuring robust performance and security from the outset.

Phase 1 Duration: 1 month
Phase 1 Cost Estimate: $9,000

Phase 2: CRM System with Client Interaction

• Task 1: CRM Development
  • Develop the CRM system to enable admin users to manage and interact with client data effectively. This includes viewing, editing, and managing client profiles and histories.
• Task 2: Client Portal Implementation
  • Create a client portal where clients can log in to view and manage their personal information, communicate with administrators, and access limited functionalities tailored to their needs.
• Task 3: Integration and Testing
  • Ensure seamless integration between the admin and client portals, allowing for smooth data flow and communication.
  • Conduct thorough testing to ensure the CRM and client interaction functionalities are fully operational and bug-free.

Phase 2 Duration: 2 months
Phase 2 Cost Estimate: $21,000

Phase 3: Comprehensive Maintenance System

• Task 1: Maintenance and House Management System
  • Implement a comprehensive system for managing maintenance requests, scheduling, and tracking.

Phase 3 Duration: 1 month
Phase 3 Cost Estimate: $15,000

Phase 4: Staff Management System

• Task 1: Staff Management System
  • Develop a system for managing staff profiles, timesheets, training, and certifications.

Phase 4 Duration: 1 month
Phase 4 Cost Estimate: $15,000

Phase 5: Document Library Implementation

• Task 1: Document Library Implementation
  • Create a secure, searchable library for storing and accessing important documents, policies, and procedures.

Phase 5 Duration: 1 month
Phase 5 Cost Estimate: $15,000

Total Project Timeline and Costs

• Total Duration: 6 months
• Total Cost Estimate: $75,000
• Preferred Client Discount: - $6,000
• Final Cost Estimate: $69,000

Pricing Strategy

• Modular Development: Each phase is priced as a separate module, allowing the client to budget for and review the impact of each phase before proceeding.
• Fixed-Price for Each Phase: Offers clear, predictable budgeting for each development phase.

Considerations

• Early and Practical Deliverables: Focus on delivering functional modules that provide immediate value, ensuring the client can utilize the system effectively after each phase.
• Iterative Development and Feedback Integration: Utilize feedback from each phase to refine and prioritize subsequent feature developments, adapting to the client’s evolving needs.

This structure ensures that the project provides immediate utility with each phase, aligning closely with the client’s operational needs and providing them with a scalable solution from day one.

Support Services

• Description: Provide ongoing user support, troubleshooting, and query resolution.
• Availability: Business hours support with options for 24/7 coverage.
• Pricing Model:
  • Monthly Retainer: $3,000 for up to 20 hours of product support, bug fixing, minor Feature Development, and Maintenance per month.
  • Hourly Support: $175 per hour for ad-hoc support requests above 20 hours per month.

General Terms

• Response Time: Guaranteed response within 24 hours for support, with prioritized response for critical issues.
• Customization: Any specific customizations requested outside of regular updates or feature development will be scoped and priced separately.
• Reporting: Monthly reporting on system status, user feedback, and support activity.

Contact and Communication

• A dedicated support line for immediate assistance during business hours.
• Support Email: support@mycarecottages.com
• Phone Number: Something like “1-800-555-CARE”, can be automated or directed to a support team.

Feature Development

• Description: Continuous improvement and addition of new features based on user feedback and regulatory requirements.
• Update Frequency: Quarterly updates with major annual upgrades.
• Pricing:
  • Fixed Price for Scheduled Updates: $10,000 per update, or included for an annual retainer.
  • Custom Feature Development: Priced based on scope and complexity, estimated after requirements gathering.

Maintenance

• Description: Regular system checks, security updates, and performance enhancements.
• Schedule: Monthly maintenance checks with immediate action on any critical issues.
• Pricing:
  • Annual Maintenance Contract: $12,000 per year, which includes all regular updates and security patches, or included for an annual retainer.