We are building a structured executive task management system inside Microsoft 365. The system must automatically convert Fathom meeting summaries into structured Planner tasks organised under: • Key Areas • Action Items No additional hierarchy. This will be used at executive level. Clarity, discipline and governance are critical. Target Structure Layer 1 – Key Areas (Buckets) Examples: • Strategy • Investments • Fundraising • Operations • Hiring • Legal & Compliance Stable long-term categories. ⸻ Layer 2 – Action Items (Tasks) Each task must: • Belong to one Key Area • Have one owner only • Have a mandatory due date • Contain meeting reference link • Be trackable and reportable No task exists outside a Key Area. ⸻ Governance & Permission Model (Critical) We require the following governance structure implemented and documented: CEO • Full visibility • Can edit any task • Can reassign owners • Can modify deadlines • Can close/reopen tasks Task Owner • Can update status • Can modify due date (with comment requirement) • Can add notes • Can mark complete • Cannot delete tasks Others • View-only access • Comment only if necessary • No structural edits Freelancer must propose how to best implement this inside Microsoft Planner and/or SharePoint permissions. System must prevent task deletion and structural changes without control. ⸻ Scope of Work 1. Planner Architecture Design Design and implement optimal structure in Microsoft Planner. Likely structure: • One Executive Plan • Buckets = Key Areas • Tasks = Action Items Freelancer must confirm best structure and explain rationale. ⸻ 2. Fathom → Task Automation Build Power Automate flow that: Trigger: • When Fathom meeting summary email arrives Process: • Extract Action Items using AI Builder or GPT parsing • Identify: • Owner • Task description • Due date • Key Area (if identifiable) Logic: • If Key Area not identifiable → route to “Unassigned” bucket • Apply default deadline if missing • Enforce single owner assignment Create: • Planner task • Assign owner • Attach meeting summary link • Post confirmation message in Teams channel Reliability and clean parsing are essential. ⸻ 3. Owner Mapping Logic Implement editable name-to-email mapping. Must be maintainable without rewriting the flow. ⸻ 4. Weekly Governance Automation Create automated weekly report: Every Monday: • Send each executive: • Overdue tasks • Due this week • Total open tasks Post summary in Executive Teams channel: • Overdue by person • Open tasks by Key Area • Completion rate ⸻ 5. Governance Documentation Provide written guidance covering: • Editing rights model • Escalation logic for overdue tasks • Naming conventions • Task hygiene rules • Process for adding new Key Areas • How to prevent system degradation This is part of the engagement. ⸻ Deliverables • Fully built Power Automate flows • Structured Planner board • Governance model implemented • Owner mapping logic • Weekly reporting automation • Documentation package • 1–2 live walkthrough sessions System must be production-ready. Requirements • Advanced Power Automate experience • Experience with AI parsing inside flows • Strong Microsoft 365 architecture understanding • Experience designing structured executive workflows • Ability to implement governance discipline, not just automation ⸻ Timeline 1–2 weeks maximum. ⸻ Budget Fixed price preferred. Senior-level specialist only.