Streamline Microsoft Planner for Accounting Firm

We are a small accounting and administrative services firm using Microsoft Planner to manage our work. We currently have four Planner plans: Other Services Income Tax Bookkeeping MOS Master Operations Plan We need an experienced Microsoft Planner/Microsoft 365 specialist to review and improve our complete Planner system. The objective is to create a practical structure that allows: Employees to clearly understand and manage their assigned work. Our Operations Coordinator, Selma, to monitor deadlines, responsibilities and follow-up. Maria, the CEO, to see the overall status of the business from one place. Scope of Work The freelancer will: Review all four existing Planner plans. Evaluate whether the plans, buckets, labels, priorities and workflows are structured effectively. Recommend and implement improvements. Reduce unnecessary duplication between plans. Improve task assignment, deadlines, recurring work, follow-up and escalation. Recommend how confidential executive and management activities should be organized. Create a private solution for Maria and Selma to manage executive priorities and follow-up. Create a simple consolidated CEO Dashboard. Incorporate budgeted or quoted hours and actual Clockify hours where practical. Train Selma (manager) to manage and maintain the complete system. We want the specialist to recommend the best structure after reviewing our current setup. We do not want to prescribe the detailed solution before receiving professional recommendations. CEO Visibility Required Maria needs one place to see, as practically as possible: Pending and overdue work. Upcoming deadlines. Responsible employees. Unassigned or blocked work. Matters requiring CEO attention. Budgeted or quoted hours. Actual hours recorded in Clockify. Projects approaching or exceeding their budget. The specialist should recommend the simplest maintainable solution. This may involve Planner, Teams, Outlook, Microsoft Lists, Excel, Power Automate or another appropriate Microsoft 365 tool. Please explain what can be automated, what must be maintained manually and whether additional licenses or ongoing costs are required. Executive Privacy Maria and Selma also need a private area for executive activities, decisions, approvals, strategic matters and confidential follow-up. We will give you more information later. The specialist should recommend the best way to create this while ensuring it is not accessible to the general MOS Team. Training and Deliverables The complete project must include: Review and improvement of all four existing plans. Recommended structure for the complete Planner system. Private executive solution for Maria and Selma. Consolidated CEO Dashboard. Practical training for Selma using our actual system. Recording of the training session. Short written reference guide. Seven days of limited follow-up support. The completed system must be practical and maintainable by Maria and Selma without ongoing freelancer assistance. Access and Security The freelancer should work through screen sharing whenever possible. No significant changes to our existing plans, Microsoft 365 groups or permissions may be made without Maria’s approval. Full administrative access will only be provided if strictly necessary. Proposal Requirements Please include: Your total fixed price. Estimated completion time. Number and duration of meetings included. Examples of similar Planner or executive dashboard projects. Your initial recommendation for providing consolidated CEO visibility. How budgeted hours and Clockify actual hours could be incorporated. What would be automatic versus manually maintained. Any additional licenses or ongoing costs. Confirmation that training, recording and written guidance are included. Budget Total fixed-price budget for the complete project: USD 250–350. This is the total budget for the entire project, not a per-plan, per-stage or per-session budget. Please do not submit proposals above the stated total budget.