Project Goal:

To assist in streamlining HR and administrative processes through task coordination, process optimization, and the implementation of our new Project Management tool Odoo. This project aims to improve operational efficiency while providing learners with hands-on experience in project management, workflow analysis, and HR operations.

The Tasks involve:

• Bi-weekly check ins
• Project documentation and AI recordings review
• Project oversight and task priorities
• Upcoming project planning
• Managing an internal email address
• Migration to a new Project Manegement Software
• Process Document and SOP creation (for future administrator)

Project Activities:

Meeting Coordination & Reporting:

• Schedule and manage bi-weekly team check-ins.
• Early Week Check-in - Go over the scheduled tasks coming up this week.
• Late Week Check-in - Summarize the events that occurred during the week and to outline the tasks that are due before the next week.
• Document and distribute progress reports and action items.

Meeting Summaries Analysis:

• Analyze AI-generated meeting notes (Fathom AI) to extract follow-up tasks.
• Update team workflows accordingly.

Email Management:

• Organize and manage a dedicated business email account for the role of a future administrative assistant.
• Categorize, prioritize, and track responses.

Odoo Migration:

• Develop a migration plan to transition from Google Classroom to Odoo Project Management Software.
• Ensure data integrity and alignment of workflows.
• Develop SOP standard instructions for future admin HR members on Odoo functionalities.

Google Classroom Oversight:

• Maintain and oversee dual-system coordination during migration. (Previous Project Management Software)
• Review Archived completed projects in Google Classroom post-migration.

Riipen Workflow Integration:

• Review future Project list from the Riipen company portal.
• Document a compiled list of all the projects currently in the portal and integrate them to the Odoo portal.
• Create, post, and manage new projects to align academic goals with business requirements.

SOP Development:

• Draft and update Standard Operating Procedures (SOPs) for all the processes from cradle to grave of all projects.

SOP of Cradle-To-Grave Project Management:

Currently, projects begin on Riipen, where we attract student involvement. Some projects are actively underway, while others are pending matches.

The next phase involves conducting interviews with professors, with discussions recorded and documented via the Fathom AI note-taking tool. Once a project is refined and approved, it transitions to Google Classroom, where students access essential documents and post questions.

We aim to enhance this workflow by seeking student assistance in managing, documenting, and improving the current process. Additionally, support is needed to migrate this structure to Odoo for greater efficiency and scalability. This is an excellent opportunity for students to gain insight into end-to-end project lifecycle management and propose solutions to optimize the workflow.