OHS Findings Management Web App

Occupational Health and Safety (OHS) Findings Management Web Platform

1. Executive Summary

We are requesting a quote for the development of a responsive web application (desktop and mobile use) for the logging, tracking, and analysis of Occupational Health and Safety (OHS) findings on job sites/projects involving multiple contractors (vendors). The platform must enable field reporting of findings (with photo uploads), closure management, tracking of contractor-worked man-hours, and an executive dashboard featuring key performance indicators (KPIs) and data visualizations.

2. Objective

To centralize and standardize OHS management for the company and its contractors: reporting unsafe acts, unsafe conditions, and accidents; tracking open items to resolution; and measuring performance by project and vendor through reliable data.

3. Roles and Access Control (RBAC)

The application manages permissions by role and project scope (a user may view all projects, a single project, or multiple projects according to their assignment):

Administrator: Full control (users, master data/catalogs, findings, configuration, audit logs).

Monitor: Reporting and read-only access limited strictly to their own submitted findings and assigned projects.

Operator: Logs findings, closes findings, and approves closure requests within their assigned projects.

Vendor (Contractor): Requests finding closures and submits man-hours for their assigned projects.

Viewer: Read-only access (findings, dashboard, filters). Configurable for all projects or specific projects; may hold special permission to view hidden findings.

Authentication via email/username and password, secure session management, and the option to enforce a password reset upon first login.

4. Functional Modules

4.1. Finding Reporting (Mobile-Optimized)
Form with photo upload capabilities, project/vendor selection, assigned party, and finding category. Three distinct categories with specific business rules:

Unsafe Act: Must be logged directly as closed (requiring a closure description).

Unsafe Condition: Can be logged as open (requiring an estimated closure date) or closed.

Accident: Can be logged as open or closed; requires a mandatory severity rating (non-disabling injury / disabling injury / fatality) and incident description. Reporting a fatality requires a two-step confirmation prompt.

4.2. Finding Directory / Listings
Table and mobile card views with multi-criteria filters (project, vendor, category, status, date ranges), vendor column, full detail view with change history, and role-based action triggers.

4.3. Closure Workflow
The vendor submits a closure request; the operator/administrator accepts or rejects it along with resolution notes. Every closed finding requires a documented closure summary.

4.4. Disabling / Hiding Findings
Administrators can hide a finding (requiring a mandatory justification) instead of permanently deleting it—removing it from analytics while preserving the record reversibly. Accessible only to administrators and authorized viewers.

4.5. Man-Hours / Headcount Tracking
Weekly logging per vendor (Monday through Sunday): employee headcount and daily hours worked—individual worker names are not required. Supports attaching one supporting PDF or image document per week. Automatic calculation of person-days and total man-hours, including weekly lock/closure.

4.6. Executive Dashboard
KPIs and interactive charts (Recharts or equivalent): executive summary, segregated rankings for acts vs. conditions, weekly stacked charts by vendor highlighting open items, multi-select and year filters, and click-to-zoom/drill-down features. Dedicated tabs for "Findings" and "Man-Hours."

4.7. Administration & Support
User management and project assignments; master data catalogs (projects, vendors, unsafe act catalogs, unsafe condition catalogs); bulk Excel imports; system audit trail (who performed what action and when); internal notifications; action plans.

5. Technical and Non-Functional Requirements

Fully responsive web application (optimized for mobile and desktop browsers); no native app required.

Accurate timezone handling (America/Guatemala) and a specific business rule for week numbering (a week belongs to the month containing four or more of its days).

Persistent object/file storage (for photos and supporting attachments).

Security: Project-level and role-based access control across all architecture layers, encrypted password storage, and audit logs.

Cloud deployment utilizing managed database services and automated backups; delivery of a fully functioning production environment.

Baseline scale: ~1,300 findings, ~25 vendors, ~25 projects, and dozens of active users (must support future scalability).

Spanish-language user interface.

(Reference stack used in an initial prototype, not mandatory: Next.js/React, PostgreSQL, Auth.js authentication. Vendors are welcome to propose an equivalent stack.)

6. Expected Deliverables

Complete web application covering all outlined modules.

Database schema and migration scripts.

Production deployment and operational documentation.

Basic user manual and onboarding/training session.

Full source code repository and post-delivery warranty/support terms.

7. Required Information for the Proposal / Quote

Total project cost with a milestone- or module-based breakdown.

Estimated development and delivery timeline.

Monthly maintenance and support model (including ongoing costs).

Estimated monthly cloud hosting and infrastructure expenses.

Proposed technology stack and relevant case studies/portfolio experience.

Source code ownership and intellectual property terms.