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We are building an automated project controls platform that replaces manual schedule progress chasing, consolidation, and reporting — while preserving Primavera P6 planning integrity. The platform uses n8n as the orchestration layer to automate: • Progress issuance • Progress chasing • Progress consolidation • Schedule update preparation • Reporting and distribution Oracle Primavera P6 is the priority planning system. Microsoft Project must also be supported. The automation must work with real-world constraints: • Primavera P6 is not API-first • Progress comes from multiple parties • Updates must be controlled, auditable, and reviewable before import ________________________________________ Scope of Work (What You Will Build) ________________________________________ 1. Client Onboarding Automation • Triggered by Stripe subscription purchase • Capture: o Client organisation details o Project count o Planning system (P6 / MSP) o Reporting frequency • Automatically: o Create project and portfolio structures o Define responsible package leads / contractors o Assign progress distribution logic o Create SharePoint project folders o Create Outlook distribution groups (or mapped contact lists) o Trigger onboarding instructions for schedule export ________________________________________ 2. Subscription & Billing Logic (Stripe) • Stripe Webhooks integrated with n8n • Subscription tier controls: o Reporting frequency o Number of projects o Level of automation • Billing status directly governs: o Workflow execution o Progress issuance cycles o Reporting output availability ________________________________________ 3. Schedule Intake & Progress Capture (Primavera P6 / MS Project) 3.1 Schedule Intake (Baseline for Progress) • Accept Excel/CSV schedule exports from: o Oracle Primavera P6 o Microsoft Project • Validate: o Activity IDs and WBS integrity o Responsible party / package assignment o Baseline vs current alignment • Store schedule data in a structured database for tracking ________________________________________ 3.2 Progress Breakdown Logic (Core Requirement) Progress is not issued as one monolithic update. Instead: • The schedule is filtered automatically by: o Responsible package lead o Contractor o Work package • n8n generates segmented progress datasets per party: o Each recipient only sees activities they own • This preserves accountability and reduces response friction ________________________________________ 3.3 Progress Issuance Mechanism Progress requests are issued via: • Automated Outlook emails (Microsoft 365 integration) • Each email includes: o Clear instructions o A progress template (Excel or SharePoint Form) o Response deadline • Progress templates are: o Generated dynamically per recipient o Pre-filled with activity IDs, names, and baseline dates o Locked where required to protect logic Templates are distributed via: • SharePoint document libraries or • Email attachments (to be agreed during design) ________________________________________ 3.4 Progress Receipt & Tracking n8n monitors progress returns via: • SharePoint folder uploads and/or • Outlook inbox rules (dedicated progress mailbox) The system must: • Track: o Who has submitted o Who has not • Validate received updates: o Date logic o % complete rules o Actual start/finish consistency • Automatically issue chase emails to non-responders based on SLA All actions must be timestamped and logged. ________________________________________ 4. Progress Consolidation & Transposition into P6 4.1 Consolidation Logic • Received progress files are: o Validated o Merged into a master progress dataset • Conflicts and anomalies are flagged for review • No blind imports — planner control is preserved ________________________________________ 4.2 P6 / MSP Import Preparation n8n prepares: • P6-compatible CSV import files • MS Project import files Including: • Actual starts / finishes • Remaining durations • Status flags Data date logic is: • Calculated • Checked • Prepared for controlled application ________________________________________ 4.3 Controlled Schedule Update Automation supports: • Semi-automated update workflows where: o Planner reviews prepared data o Planner executes import and schedule run • Post-update: o Updated schedule exports are re-ingested o Versioned and logged This avoids corrupting the critical path through uncontrolled automation. ________________________________________ 5. Automated Reporting Triggers Based on subscription tier and reporting frequency: • Generate: o Full updated programme (PDF) o 4-week lookahead schedules o Critical path extracts • Distribute outputs via: o Outlook email o SharePoint client folders • Trigger: o Power BI dashboard refresh (if applicable) All outputs must align with planning best practice. ________________________________________ 6. Portfolio-Level Logic (Advanced) • Multi-project clients supported under one subscription • Portfolio-level: o Progress completion tracking o Exception reporting o Aggregated lookaheads • Intelligent orchestration across: o Different contractors o Different planning systems o Different reporting cycles ________________________________________ 7. Security, Logging & Maintainability • Microsoft 365 secure authentication • Role-based access to SharePoint and email distribution • Execution logs and audit trails • Error handling and escalation • Modular n8n workflows • Clean documentation and handover ________________________________________ Deliverables (Non-Negotiable) Each milestone must include: • Live n8n workflows • Sample P6/MSP CSV inputs and outputs • Outlook & SharePoint integration demos • Workflow diagrams • Loom walkthroughs • Written technical documentation • Demonstration of: o Progress issuance o Progress chasing o Successful and failed imports ________________________________________ Project Milestones Milestone 1 – Architecture & Progress Capture Design • End-to-end progress lifecycle definition • Distribution and accountability logic Milestone 2 – Onboarding, Stripe & Schedule Intake • Subscription-driven automation • Schedule parsing and validation Milestone 3 – Progress Issuance, Receipt & Chasing • Outlook and SharePoint workflows • SLA enforcement Milestone 4 – Consolidation, Import Prep & Reporting • P6/MSP-ready outputs • PDFs, lookaheads, critical paths Milestone 5 – Portfolio Logic, Security & Handover • Multi-project orchestration • Final documentation ________________________________________ Required Experience (Strict) • Oracle Primavera P6 (hands-on) • Microsoft Project schedules • Progress capture and schedule updating • n8n production systems • Microsoft 365 (Outlook, SharePoint) • Excel/CSV automation • Strong communication and documentation skills ________________________________________ NDA & IP Ownership (Mandatory) • NDA signed before work begins • Full IP assignment: o All workflows, logic, documentation, and derivatives belong exclusively to the client • No reuse or disclosure permitted