Achva - Drive wizard

Context

The organization has two full-time employees and the rest of the staff are volunteers. Which creates a high turnover of personnel, almost renewed every year and there is no consistency from year to year, according to the managers. ¾ arrive for one year only.

What is the problem and its effects?

Organization of documents and processes at a high scale: During the year each volunteer upload files, reports, sheets to the drive. (Filling out feedback, activity reports, attendance report, task acknowledgment by his supervisor).

A volunteer uploaded a form to his drive and not to the shared drive of the organization and just shared

not updated, not saved in the right place, inconsistent

Organizing documents and processes on a high scale

50 people manage documents with different permissions for each document and folder.

Current state

Difficulty for the supervisor to make sure that tasks are done: read the document, fill out Google Sheets 80 people manage documents with different permissions for each document and folder

Proposal for solution

A script that arranges the materials according to appropriate folders for the organizational tree (by location, year, event, etc.) - connection to Google tasks and sites (management and visualization)

Assumptions

Arrange the drive automatically (the materials that are there so far)

Permissions setting

Constraints

Not all documents are under the organization's domain

Google sites (vpn?)

OUT OF SCOPE

Interface with external systems like Monday/Airtable for insights and analytics

Metrics for success

The organization's representatives know how to find material according to desired definitions

The organization's representatives and volunteers knew how to maintain the existing order for at least six months

The representatives of the organization are able to give appropriate permissions for the next school year

Technical requirements

Google Drive order

Research for existing tools and implementation (Zapier, Google Apps Script, IFTTT, FileBird??)

A script that arranges the materials according to appropriate folders for the organizational tree (by location, year, event, etc.) - (May be use of existing plugins)

Permissions definition and settings for future use

Defining of critical templates (מהממת)/sheets etc for UI integration

Integration with UI - connection to Google tasks and sites (management and visualization)

Output

All materials are arranged according to organizational structure

Distribution of privileges according to positions in the organization

A saving mechanism under a corporate domain and not just a share from a private domain

Connection to Google Sites or Frontend UI – (visualization and management?)

Connection and synchronization with Google Tasks according to permissions (staff management)