HEARTS Merit System — Interactive Showcase

ICT Pilot · 2026

Employee Task, Reward & Performance Management

A fair, transparent, merit-based incentive system for HEARTS Care Ethiopia. ClickUp handles task execution; the HEARTS Dashboard is the system of record for points, claims, rewards, and audit.

ClickUpTask platform (v1)

Vue + NodeDashboard stack

PostgreSQLPoint ledger & audit

120K ETBMonthly reward pool (pilot)

Task categories

User roles (RBAC)

Claim approval steps

Week rollout plan

End-to-End Workflow

Manager creates task
ClickUp

→

Employee completes

→

Supervisor verifies

→

Webhook sync
HEARTS API

→

Cycle close
Payment day

→

Employee claims reward

→

Finance approves payout

Architecture

See for full SVG roadmaps, ERD, and approval workflows.

ClickUp (N4PCC)

Task creation & assignment
Custom HEARTS fields
Status workflows
Webhooks → API

⟷

HEARTS Dashboard

Vue.js portals
Express API
Point engine
Claim & reward services

⟷

PostgreSQL

Immutable transactions
Audit logs
Leaderboards
Fraud flags

Strategic Decisions

Decision	Choice	Rationale
Task platform	ClickUp	Cross-functional; existing N4PCC workspace; custom fields for merit rules
Dashboard	Vue + Node + PostgreSQL	Central platform for points, claims, analytics, governance
Rollout	ICT pilot first	Backend, Frontend, Mobile, ICT Head — expandable by department
System of record	Split model	ClickUp = execution; Dashboard = points & audit (prevents manipulation)

Point Formula

task_points = base_points × completion × verification × urgency × quality

Basic tasks always = 0. Final allocation at cycle close (payment day).

ETB Conversion (Pool-Based)

ETB_per_point = approved_pool ÷ total_approved_points
employee_ETB = points × ETB_per_point

Example: 120,000 ETB ÷ 1,600 pts = 75 ETB/pt

5-Phase Roadmap

Visual Gantt chart and milestones in

Phase 1 · Weeks 1–2

Business Rules & ClickUp Setup

Finalize point/bonus/claim policies. Configure ClickUp workspace (statuses, custom fields, ICT lists). Map employees. Run 2-week parallel-tracking pilot (salary unchanged).

Phase 2 · Weeks 3–5

Integration & Database

PostgreSQL migration. ClickUp webhook receiver + reconciliation worker. Employee ↔ ClickUp account linking. E2E sync testing.

Phase 3 · Weeks 6–8

Employee & Supervisor Dashboards

My Tasks, My Points, Verification Queue, Team Performance, Leaderboards. RBAC middleware. Internal UAT with ICT staff.

Phase 4 · Weeks 9–11

Claims & Rewards

Point cycle close. Pool-based ETB. 4-step claim approval. Reward catalog. Fraud rules. Finance portal.

Phase 5 · Weeks 12–14

Analytics & Optimization

Management KPIs. Annual rankings. Audit viewer. Pilot retrospective. Department expansion playbook.

ClickUp vs Linear

Criterion	ClickUp	Linear	HEARTS
Cross-functional teams	Strong	Engineering-focused	ClickUp
Custom merit fields	Rich dropdowns	Limited	ClickUp
Manager usability	High	Lower outside eng	ClickUp
Engineering velocity	Good	Excellent	ClickUp for v1
Existing workspace	N4PCC / Hearts	None	ClickUp

Task Point Categories

Category	Points	Eligible	Examples
Basic	0	No	Admin, meetings, routine reporting
Minor	1–2	Yes	Small bug fix, copy change, config tweak
Major	3, 5, 8	Yes	API endpoint, page section, integration
Complex	13	Yes	Reward engine, ClickUp sync, payment workflows

Go-Live Acceptance Criteria

✓ ClickUp sync via webhook + reconciliation

Tasks appear in dashboard within minutes of status change.

✓ Basic tasks visible, always 0 points

Operational visibility without inflating rewards.

✓ Verified tasks only earn points

Minor/Major/Complex after supervisor acceptance.

✓ Claim chain cannot be skipped

Supervisor → Dept Head → Finance → Payout.

14-Week Implementation Roadmap

ICT pilot rollout · Weeks 1–14 · Team: ICT Head, Backend, Frontend, Finance, QA

W1W2W3W4W5 W6W7W8W9W10 W11W12W13W14

Phase 1Business & ClickUp

Policy · ClickUp · Pilot

Phase 2Integration & DB

Webhooks · Schema · Sync

Phase 3Dashboards

Employee · Supervisor UI

Phase 4Claims & Rewards

Claims · Cycle · Finance

Phase 5Analytics

KPIs · Audit · Go-live

M1 · Week 2

ClickUp configured, employees mapped, policies signed off.

M2 · Week 5

Webhook + reconciliation E2E passing; schema migrated.

M3 · Week 8

Supervisor verification queue live; UAT complete.

M4 · Week 11

First cycle close; claim chain operational.

M5 · Week 14

Management analytics; pilot retrospective; expansion playbook.

Budget (build)

460K–1.17M ETB software · Pool separate (mgmt decision).

End-to-End System Architecture

ClickUp = task execution · HEARTS Dashboard = points, claims, rewards, audit (system of record)

Data Flow — Task Sync & Point Cycle

Real-time webhook path + reconciliation fallback + immutable cycle close

Database Design (Entity Relationship)

PostgreSQL schema · Core entities and relationships for ICT pilot

Core (employees, roles) Tasks & sync Points & rewards Audit & fraud

Reward Claim Approval Workflow

4-step chain — cannot be skipped · points reserved on submit · self-approval blocked

Task Verification Workflow

Supervisor reviews in ClickUp or Dashboard · quality factor drives point calculation

Bonus Point Approval Workflow

Discretionary points · evidence required · monthly cap (20 pts default)

Point Cycle Close Workflow

Management closes cycle on payment day · transactions become immutable

HEARTS Merit Dashboard — My Tasks

Synced from ClickUp · Backend Developer 1

Task	Category	Status	Verification	Pts
Weekly standup notes	basic	completed	accepted	0
Fix login validation bug	minor	accepted	accepted	2
Build reward claim API	major	pending_verification	pending	5
ClickUp sync service	complex	in_progress	pending	13
Update team wiki page	basic	completed	accepted	0

My Points — Reward Wallet

Pending

Approved

Reserved

Available

After Cycle Close (July 2026)

Est. 2,400 ETB @ 75 ETB/point

70% of monthly target (60 pts)

Monthly Leaderboard — July 2026 ICT Pilot

Backend Developer 1

Backend Development

68 pts

5,100 ETB

Frontend Developer 1

Frontend Development

54 pts

4,050 ETB

Mobile Developer 1

Mobile Development

41 pts

3,075 ETB

ICT Supervisor

ICT Operations

28 pts

2,100 ETB

Supervisor — Verification Queue

Build reward claim API endpoint

Backend Developer 1 · major · 5 pts

Criteria: POST /claims endpoint with validation, RBAC, and audit logging.

✓ Accept Minor Issues Rework Reject

Add patient data export filter

Frontend Developer 1 · minor · 2 pts

Criteria: Date range filter on exports page with unit tests.

Claim Approval Flow — Sample

✓

Employee
Submitted

✓

Supervisor
Approved

Dept Head
Review

Finance
Approval

Redeemed
/ Paid

Employee	Reward	Points	ETB Value	Status
Backend Developer 1	Cash bonus	20	1,500 ETB	dept_head_review
Frontend Developer 1	Airtime	5	375 ETB	approved
Mobile Developer 1	Training sponsorship	25	1,875 ETB	finance_review

Closed Cycles

1,847

Total Points

360K

Reward Pool ETB

Open Fraud Flags

Department Breakdown

Dept	Points	ETB
Backend	820	61,500
Frontend	645	48,375
Mobile	382	28,650

KPIs

Avg ETB/point: 75.00

Verification lag: 1.2 days

Rework rate: 8%

Claim rejection: 3%

Policy Principles

Outcome over volume

Reward accepted, verified work — not task count or hours logged.

Transparency before work

Point category and base points agreed in ClickUp before work starts.

Verification required

Supervisor must accept with note before points become eligible.

Sustainable pools

ETB value floats with approved monthly budget — not fixed per point.

Immutable ledger

Closed point transactions cannot be edited; corrections use adjustments.

Separation of duties

Task verification ≠ finance payout ≠ cycle close authority.

Authority Matrix

Decision	Employee	Supervisor	Dept Head	Finance	Management
Create task	—	✓	✓	—	✓
Verify task	—	✓	✓	—	—
Approve bonus	—	✓	✓	—	✓
Approve claim	Submit	Step 1	Step 2	Step 3	Exception
Close point cycle	—	—	—	—	✓
Configure rules	—	—	Recommend	Recommend	Approve

Point Multipliers

Urgency Multiplier

Normal planned work	1.0×
Urgent production issue	1.25×
Critical after-hours incident	1.5×

Quality Factor

Accepted	1.0×
Accepted with minor issues	0.75×
Rework needed / Rejected	0×

Bonus Categories

Category	Points	Approval	Evidence
Innovation contribution	3–13	Supervisor + Dept Head	Design doc, prototype, impact note
Emergency support	2–13	Supervisor + Dept Head	Incident ID, timeline, outcome
Exceptional performance	3–8	Supervisor + Dept Head	Management note
Knowledge sharing	1–5	Supervisor	Session recording, slides
Documentation	1–5	Supervisor	Published doc/SOP link

Penalties & Fraud Prevention

False claim

Reject claim, subtract equivalent points, flag account for review.

Duplicate claim

Reject duplicate, warn employee; repeat cases trigger penalty.

Self-approval

Blocked at API layer for verification and claims.

Post-verification edits

ClickUp payload changes after verification trigger fraud flag.

Reward Categories

💵

Cash Bonus

📱

Airtime

🌐

Internet

🏖

Extra Leave

💻

Equipment

📚

Training

⭐

Performance

🎁

Gift Voucher

📋

Business Rules
Task, point, and reward policies
🔗

ClickUp Integration
Workspace setup & webhooks
⚙

API Reference
REST endpoints & RBAC
👤

Employee Guide
Self-service portal usage
👥

Supervisor Guide
Verification & team review
📝

SOPs
Standard operating procedures
🚀

Deployment Guide
Setup & operations

Business Rules

Task Rules

All point-bearing work must be created in ClickUp before work starts.
Each task must include owner, reviewer, category, and acceptance criteria.
Basic tasks are visible but carry zero points.
Epic-scale work must be split into approved subtasks.

Point Rules

Base points are provisional until verified. Approved transactions post at cycle close. Closed transactions are immutable.

task_points = base × completion × verification × urgency × quality

Pilot Mode

During the 2-month ICT pilot, salaries remain at 20,000 ETB. Points tracked in parallel for management review.

ClickUp Integration Guide

Workspace Structure

Space: HEARTS ICT Performance Pilot under workspace N4PCC.

Required Custom Fields

HEARTS Category (Basic, Minor, Major, Complex)
Base Points (0, 1, 2, 3, 5, 8, 13)
Urgency, Verification Status, Reward Eligible
Acceptance Criteria, Evidence Link, Reviewer

Webhook Endpoint

POST /api/v1/integrations/clickup/webhook

Verify HMAC X-Signature. Process async. Nightly reconciliation for missed events.

API Reference

Authentication

POST /api/v1/auth/login → Bearer token

Key Endpoints

GET /merit/tasks?mine=true — Employee tasks
GET /merit/points/wallet — Point wallet
POST /merit/tasks/:id/verify — Supervisor verification
POST /merit/claims — Submit reward claim
POST /merit/points/cycles/:id/close — Close cycle
GET /merit/analytics/leaderboard — Rankings

Roles

employee · supervisor · department_head · finance · management · admin

Employee Guide

What To Do

Use ClickUp as the official task source.
Complete tasks to acceptance criteria with evidence.
Track points in the HEARTS Dashboard.
Claim rewards only after cycle close when points are available.

What Not To Do

Do not claim unfinished or unverified work.
Do not duplicate claims or inflate task count.
Do not request points on Basic tasks.

Supervisor Guide

Daily Responsibilities

Review Verification Queue — pending tasks.
Confirm acceptance criteria before approving.
Return unclear work with specific feedback.
Approve first step of reward claims.

Weekly

Review team leaderboard and rework rate.
Calibrate task categories across the team.

Standard Operating Procedures

SOP: Task Creation

Create task in ClickUp with category and base points.
Assign employee, reviewer, acceptance criteria.
Save before employee starts work.

SOP: Cycle Close

Sync tasks from ClickUp.
Calculate eligible points + bonuses − penalties.
Set ETB per point from approved pool.
Lock cycle — transactions become immutable.

SOP: Claim Approval

Supervisor → Department Head → Finance (no skipping).
Finance records fulfillment reference.

Deployment Guide

Quick Start

docker compose up -d
npm install
npm run migrate && npm run seed
npm run dev

Ports

API: localhost:3001
Web: localhost:5173
PostgreSQL: localhost:5432

Demo Login

backend1@heartscare.et / password123

Employee Task, Reward & Performance Management

End-to-End Workflow

Architecture

ClickUp (N4PCC)

HEARTS Dashboard

PostgreSQL

Strategic Decisions

Implementation Plan

5-Phase Roadmap

Business Rules & ClickUp Setup

Integration & Database

Employee & Supervisor Dashboards

Claims & Rewards

Analytics & Optimization

ClickUp vs Linear

Task Point Categories

Go-Live Acceptance Criteria

✓ ClickUp sync via webhook + reconciliation

✓ Basic tasks visible, always 0 points

✓ Verified tasks only earn points

✓ Claim chain cannot be skipped

Architecture & Diagrams

14-Week Implementation Roadmap

M1 · Week 2

M2 · Week 5

M3 · Week 8

M4 · Week 11

M5 · Week 14

Budget (build)

End-to-End System Architecture

Data Flow — Task Sync & Point Cycle

Database Design (Entity Relationship)

Reward Claim Approval Workflow

Task Verification Workflow

Bonus Point Approval Workflow

Point Cycle Close Workflow

Dashboard UI Samples

Build reward claim API endpoint

Add patient data export filter

Rules, Regulations & Policy

Policy Principles

Outcome over volume

Transparency before work

Verification required

Sustainable pools

Immutable ledger

Separation of duties

Authority Matrix

Point Multipliers

Bonus Categories

Penalties & Fraud Prevention

False claim

Duplicate claim

Self-approval

Post-verification edits

Reward Categories

Documentation Browser

Business Rules

ClickUp Integration

API Reference

Employee Guide

Supervisor Guide

SOPs

Deployment Guide

Business Rules

Task Rules

Point Rules

Pilot Mode

ClickUp Integration Guide

Workspace Structure

Required Custom Fields

Webhook Endpoint

API Reference

Authentication

Key Endpoints

Roles

Employee Guide

What To Do

What Not To Do

Supervisor Guide