SharePoint Database and Governance System

I am seeking a quote to create a SharePoint governance system for COPE — Centre of Psychological Enrichment, a psychology and NDIS service provider.
We currently maintain our registers in Excel. I would like to migrate up to 10 Excel spreadsheets into connected SharePoint Lists, including existing data, and configure associated forms, actions and automations.
The aim is a straightforward system that reduces duplicate entry and makes responsibilities, deadlines and outcomes easy to monitor.

1. SharePoint setup and data migration
Please include:
Reviewing our existing spreadsheets and recommending a simple list structure.
Creating the SharePoint site, lists and relevant document storage.
Migrating existing records from the agreed spreadsheets.
Converting fields into appropriate dates, choices, people, statuses and lookup links.
Preserving relevant historical information and supporting documents.
Checking migrated data against the original spreadsheets and identifying any exceptions.
The anticipated registers include:
Organisational Risk Register.
De-identified Incident Register.
Complaint and Feedback Register.
Quality Improvement Plan.
Audit Schedule.
Audit Results and Action Plan.
HR Credentials and Expiry Register.
A Master Governance Action Register (to be created)
We will confirm the final list of spreadsheets before commencement. Please clarify whether the Master Register and any supporting lists are included in your quoted list allowance.
2. Connections between registers
I would like related records linked—for example, an incident or complaint may identify an organisational risk and generate an improvement action.
The Master Register should provide a central view of actions, including:
Source register and record.
Action required.
Responsible person.
Due date.
Status and completion date.
Outcome or completion evidence.
Effectiveness review, where relevant.
The Quality Improvement Plan should remain identifiable separately, while its actions are visible through the Master Register. Please recommend how to achieve this without maintaining duplicate tasks.
3. Automations
Please quote for practical workflows such as:
Notifying the responsible person when a record or action is assigned.
Reminders before action deadlines and review dates.
Escalation or summary emails for overdue work.
HR document expiry reminders and manager verification of renewed evidence.
Audit reminders and recurring audit scheduling.
Complaint acknowledgements, where appropriate.
Approval of improvement suggestions before creating actions.
Follow-up reminders to review whether an improvement was effective.
COPE will provide the applicable deadlines and approval rules. Management decisions, including incident reportability, should remain with authorised staff.
4. Forms
Please include options for:
A staff incident reporting form.
A staff quality improvement suggestion form.
An external participant feedback and complaint form.
Submissions should populate the relevant lists and notify the appropriate manager. External respondents must not have access to internal registers.
5. Permissions, views and reporting
Full governance access is required for myself, Michiel Gonzales, Director, and Team Leader.
Staff should have appropriate submission access, with restricted permissions for sensitive incident, complaint and HR information. Administration access will be agreed separately.
Please include useful views or a simple dashboard showing:
Open and overdue actions by owner.
Risks requiring review.
Incident and complaint trends.
Upcoming and overdue audits.
HR requirements approaching expiry.
Improvements awaiting completion or effectiveness review.
Where applicable, I would also like incident or risk totals grouped by participant ID.
6. Optional: meeting notes integration
We maintain intake, quality improvement, risk and governance meeting minutes, sometimes using AI-generated summaries.
Please price separately an option to upload these summaries and assist with creating or updating relevant records and actions, subject to human review before changes are applied.
7. Testing and handover
Please include workflow testing, migration validation, a handover session and brief instructions so COPE can maintain the system and develop additional lists independently.
The finished system should remain within COPE’s Microsoft 365 environment.
Please include in your quote
Your recommended approach and platforms.
An itemised price, preferably with a fixed-price core scope.
Estimated timeframe and information needed from COPE.
Microsoft 365 or other licensing requirements and ongoing costs.
Assumptions, exclusions and limits on data migration or workflows.
Post-handover support and costs for additional changes.
Examples of comparable SharePoint projects.
I can provide the spreadsheets, existing forms and detailed SharePoint notes for you to review before finalising the quote.