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Fulfillment management application to match project/account resource demand with supply pools and automate rotation/approval workflows

DRAFT
4 months
$1
5 features
3 milestones
1 role

Project Overview

Problem Statement
Project/Account leads and competency leads spend 2–3 hours daily on calls to sort resource fulfillment. Need a system to capture demand by skill/competency, aggregate supply from multiple pools, enforce rotation/aging rules, and route approvals.
Ideal Customer Profile
Enterprise delivery organization: Project/Account Leads, Competency Leads, Resource Managers, PMO/Staffing team; resources/employees as participants
App Audience
Internal tool
Project Type
Greenfield

N/A (greenfield)

Integrations
TBD
Tech Stack Preferences
Open to suggestions
Deployment Preferences
AWS
Design Status
No existing designs (TBD whether engineer-led UI or need UX designer)

Features

Demand intake (resource requests)
Allow Project/Account Leads to raise resource demands capturing key fields to match with supply. Required fields: Project, Account, Skill, Competency, Required Date, Resource Grade (A/SA/M).
  • Demand request form UI

    Create UI for creating/editing demand requests with required fields (Project, Account, Skill, Competency, Required Date, Grade).

  • Demand data model + API

    Implement backend models and APIs for demand requests, validation of required fields, and status tracking.

  • Demand list & filters

    Build list view with filtering by project/account/skill/competency/date/grade and request status.

Supply management (resource pool)
Maintain a centralized resource supply pool aggregated across supply types (common pool, virtual pool, rotation, non-billable) with typical fields for matching: employee identity, competency/skills, grade, location/timezone, availability/allocation, supply type, current account/project, and rotation/account-aging metadata (e.g., last account start date) to enforce aging > 2 years for rotation eligibility.
  • Resource profile data model + API

    Implement resource entity with typical fields (employee id/name, competency, skills, grade, location/timezone, availability date, allocation %, supply type, current account/project, last account start date/aging).

  • Supply import / bulk upload

    Support initial population and ongoing updates via CSV/Excel upload (or API later) for resource pool management.

  • Resource list & search

    Build searchable resource directory with filters by skill, competency, grade, availability, supply type, location, and aging eligibility.

Matching & recommendations (demand → supply)
Provide matching between demand requests and available resources. Support manual search and/or ranked recommendations. Enforce business rules including rotation eligibility: if a rotation resource has account aging <= 2 years, the system should warn (not hard-block) when proposing/assigning.
  • Matching criteria configuration

    Define matching logic using demand fields (skill, competency, grade, required date) against resource fields (skills, competency, grade, availability, allocation, supply type, location) with configurable weights (optional).

  • Candidate shortlist UI

    Show candidate resources for a demand with reasons (matched skills/competency/grade), availability, and warnings (e.g., aging <= 2 years for rotation).

  • Assignment draft workflow

    Allow user to select a candidate and create a proposed assignment linked to a demand before final approval.

Approvals (Project/Account Lead)
Route proposed assignments for approval by the relevant Project/Account Lead. Support approve/reject with comments and maintain an audit trail to reduce ad-hoc fulfillment calls.
  • Approval workflow states

    Implement assignment status flow (Draft → Pending Approval → Approved/Rejected → Confirmed) and permissions around who can take actions.

  • Approval inbox UI

    Create an approval queue/dashboard for Project/Account Leads showing pending requests, key details, and action buttons with comments.

  • Notifications

    Notify approvers and requestors (email and/or in-app) when approval is requested and when decisions are made.

Role-based access control (RBAC)
Implement role-based permissions for Project/Account Leads, Competency Leads, Admin/PMO, and optionally Resources/Employees. Ensure correct access to demand, supply, matching, and approvals to reduce manual coordination calls.
  • Define roles & permission matrix

    Document and implement permissions for each role (create/view/edit demand; view/manage supply; propose assignments; approve; admin functions).

  • Authentication + session management

    Implement secure login (SSO integration TBD) and session handling for internal users.

  • Authorization enforcement

    Enforce permissions at API and UI layers; add audit logs for critical actions (approvals, assignments, edits).

Milestones

Milestone 1

Milestone 1: MVP demand + supply + matching
Deliver core data capture and usability: demand intake, resource pool management (bulk upload), and basic matching/candidate shortlist including rotation aging warnings.
$0

Assigned Features

  • Demand intake (resource requests)
  • Supply management (resource pool)
  • Matching & recommendations (demand → supply)

Milestone 2

Milestone 2: Approvals + RBAC + notifications
Implement Project/Account Lead approval inbox, assignment state machine, notifications, authentication, and role-based access controls.
$0

Assigned Features

  • Approvals (Project/Account Lead)
  • Role-based access control (RBAC)

Milestone 3

Milestone 3: Deployment, auditability, UAT & hardening
Finalize AWS deployment pipeline, audit logging review, admin polish, UAT support, bug fixes, and launch readiness. Add any essential dashboards/reports needed for adoption.
$0

Skills Needed

Full-Stack Developer
Build the internal fulfillment management web app end-to-end: demand intake, supply pool management, matching/recommendations, approval workflow, RBAC, and AWS deployment.
Product requirements clarificationReact (or similar SPA framework)Backend API development (Node.js/Java/.NET)Relational database design (PostgreSQL/MySQL)Authentication & RBACFile import (CSV/Excel)Notifications (email/in-app)AWS deployment (ECS/Lambda/RDS/S3)Audit loggingTesting & QA

Open Questions

What is the total budget for the fulfillment management application project?
Budget is currently unknown; needed later to plan scope and set milestone payment amounts.
Should approvals be completed inside the app (in-app approve/reject) or via email/Teams links that record decisions back into the app?
User confirmed approver is Project/Account Lead, but channel for approvals/notifications is not specified. Impacts integration and UX.