Application to Automate the Scheduling Process for Castle Tour Guides
Budget: €1,500 – €3,000 EUR
Objective:
Develop a system to automate the scheduling process for castle tour guides, which involves extracting and processing unstructured data from free-text emails, matching availability with booked tours, and managing feedback loops for declined assignments.
Key Tasks and Workflow:
1. Email Parsing and Data Extraction:
- Extract availability information from free-text emails sent by tour guides.
- Handle inconsistencies in the monument names as guides often use various abbreviations (e.g., "HD" for Schloss Heidelberg, "SW" or "SWE" for Schloss Schwetzingen, "MA" for Schloss Mannheim).
- If no specific monument is mentioned, assume the availability applies to all monuments where the guide conducts tours. This information is maintained in a separate "Masterliste" document.
- Consider using the Chat-GPT API to assist in parsing and extracting data from these unstructured emails.
2. Creating the "Wunschliste":
- Compile weekly availability lists ("Wunschliste") based on the extracted data, organized by calendar week and by day (Mo, Di, Mi, Do, Fr, Sa, So).
- Ensure the availability aligns with the details in the "Masterliste."
3. Matching Guides to Booked Tours:
- Upload the weekly list of booked tours ("Wochenzettel"), which includes the type of tour, date, and time. Each monument will have a separate "Wochenzettel."
- Match available guides to the booked tours, considering:
- Monument
- Languages spoken
- Number of tours per day (min and max)
- Required break time between tours (0-45 minutes)
- Use the priority criteria from the "Masterliste" if multiple guides are available for a tour.
4. Generating the "Kästchenplan":
- Create a weekly plan ("Kästchenplan") that details the assigned guides for each booked tour.
- Format the plan for easy review and printing.
5. Feedback Loop for Declined Assignments:
- Send emails to guides with their assigned tours.
- If a guide declines a tour, reassign the tour to another available guide and update the "Kästchenplan."
- Continue this process until all tours are adequately staffed with confirmed guides.
6. Final Review and Adjustments:
- The admin has the final review to make any necessary changes and approvals before finalizing the schedule.
Deliverables:
- A fully functional web or desktop application that automates the described process.
- An intuitive user interface that allows for easy data uploads, reviews, and adjustments.
- Integration with the Chat-GPT API for efficient email parsing and data extraction.
- Clear documentation on the workflow and usage of the application.
Budget:
The budget for this project is a maximum of €2000.
Timeline:
The expected timeframe for project completion is within two weeks, with flexibility for thorough testing and quality assurance.
Attachments:
- Example lists for the "Wunschliste," "Wochenzettel," and "Kästchenplan" are provided in the attachment for reference.
Develop a system to automate the scheduling process for castle tour guides, which involves extracting and processing unstructured data from free-text emails, matching availability with booked tours, and managing feedback loops for declined assignments.
Key Tasks and Workflow:
1. Email Parsing and Data Extraction:
- Extract availability information from free-text emails sent by tour guides.
- Handle inconsistencies in the monument names as guides often use various abbreviations (e.g., "HD" for Schloss Heidelberg, "SW" or "SWE" for Schloss Schwetzingen, "MA" for Schloss Mannheim).
- If no specific monument is mentioned, assume the availability applies to all monuments where the guide conducts tours. This information is maintained in a separate "Masterliste" document.
- Consider using the Chat-GPT API to assist in parsing and extracting data from these unstructured emails.
2. Creating the "Wunschliste":
- Compile weekly availability lists ("Wunschliste") based on the extracted data, organized by calendar week and by day (Mo, Di, Mi, Do, Fr, Sa, So).
- Ensure the availability aligns with the details in the "Masterliste."
3. Matching Guides to Booked Tours:
- Upload the weekly list of booked tours ("Wochenzettel"), which includes the type of tour, date, and time. Each monument will have a separate "Wochenzettel."
- Match available guides to the booked tours, considering:
- Monument
- Languages spoken
- Number of tours per day (min and max)
- Required break time between tours (0-45 minutes)
- Use the priority criteria from the "Masterliste" if multiple guides are available for a tour.
4. Generating the "Kästchenplan":
- Create a weekly plan ("Kästchenplan") that details the assigned guides for each booked tour.
- Format the plan for easy review and printing.
5. Feedback Loop for Declined Assignments:
- Send emails to guides with their assigned tours.
- If a guide declines a tour, reassign the tour to another available guide and update the "Kästchenplan."
- Continue this process until all tours are adequately staffed with confirmed guides.
6. Final Review and Adjustments:
- The admin has the final review to make any necessary changes and approvals before finalizing the schedule.
Deliverables:
- A fully functional web or desktop application that automates the described process.
- An intuitive user interface that allows for easy data uploads, reviews, and adjustments.
- Integration with the Chat-GPT API for efficient email parsing and data extraction.
- Clear documentation on the workflow and usage of the application.
Budget:
The budget for this project is a maximum of €2000.
Timeline:
The expected timeframe for project completion is within two weeks, with flexibility for thorough testing and quality assurance.
Attachments:
- Example lists for the "Wunschliste," "Wochenzettel," and "Kästchenplan" are provided in the attachment for reference.
Related categories:
Software Architecture
Programming
Data Extraction
Graphical User Interface (GUI)
Data Management