Fraunhofer Hybrid Work Management Application

A comprehensive web application for managing hybrid work schedules, team measures, and AI-powered insights based on survey data.

💻 Developed by the WORK:AI:TION Team [Tjark, Victoria, Rouben & Lisa] during the Fraunhofer Summercamp 2025.

🏆 Won the awards for the best UX, transferability and scalability potential.

🏗️ Project Structure

fraunhofer-prototype/
├── backend/                # FastAPI backend server
│   └── app.py              # Main API application
├── frontend/               # Frontend web application
│   └── index.html          # Main HTML interface
├── prompts/                # AI prompt templates
│   ├── system_prompt_event.txt
│   ├── system_prompt_massnahmen.txt
│   ├── instructions_event.txt
│   └── instructions_massnahmen.txt
├── assets/                 # Static assets
│   ├── logo.png
│   ├── wochenplan.png
│   ├── massnahmen.png
├── data/                   # Data storage
│   ├── events.json         # Calendar events
│   ├── massnahmen.json     # Team measures
│   ├── messages.json       # Chat messages
│   └── table.csv           # Survey data
├── scripts/                # AI processing scripts
│   ├── get_AI_feedback_4_massnahmen.py
│   └── get_AI_feedback_4_survey.py
├── venv/                   # Python virtual environment
├── requirements.txt        # Python dependencies
├── run.py                  # Application startup script
└── README.md               # This file

🚀 Features

Calendar Management

• Weekly Schedule View: Interactive calendar showing Monday-Friday work schedule
• Event Management: Add, edit, and delete calendar events
• Time Slot Management: 6 AM to 6 PM time slots with duration support
• Color-coded Days: Visual distinction between presence days, flex days, and home office days
• Event Details Modal: Click events to view details and manage them

AI-Powered Chat

• Intelligent Assistant: AI chat powered by Groq's Llama model
• Context-Aware: Uses calendar events, measures, and survey data for responses
• Real-time Communication: Instant responses to user queries
• Persistent Storage: Chat history saved locally and on server

Survey Data Integration

• CSV Processing: Automatic processing of survey data
• AI-Generated Insights: Automatic generation of events and measures based on survey results
• Scientific Foundation: Based on Fraunhofer IAO research on hybrid work

Team Measures (Maßnahmen)

• Categorized Measures: Organize measures into three categories:
  • Team Measures (Einmalige Maßnahmen)
  • Workplace (Arbeitsplatz)
  • Work-Life Balance
• Priority System: High, medium, and low priority levels
• CRUD Operations: Create, read, update, and delete measures
• Status Management: Accept, decline, or edit measures

🛠️ Setup Instructions

Prerequisites

• Python 3.8 or higher
• pip (Python package manager)

Installation

1. Clone or download the project

   git clone https://github.com/tjayada/fraunhofer-prototype.git
   cd fraunhofer-prototype

2. Create and activate virtual environment

   python -m venv venv
   source venv/bin/activate  # On Windows: venv\Scripts\activate

3. Install dependencies

   pip install -r requirements.txt

4. Set up environment variables

   Create a .env file in the project root:

   GROQ_API_KEY=your_groq_api_key_here
   SURVEY_URL="https://example.com/path/to/your.csv"

5. Start the application

   python run.py

6. Access the application

   Open your browser and go to: http://127.0.0.1:8000

📊 Data Management

Survey Data Processing

The application can automatically process survey data to generate calendar events and team measures:

1. Generate Events from Survey Data

   cd scripts
   python get_AI_feedback_4_survey.py

2. Generate Measures from Survey Data

   cd scripts
   python get_AI_feedback_4_massnahmen.py

Data Files

• events.json: Calendar events organized by day
• massnahmen.json: Team measures organized by category
• messages.json: Chat conversation history
• table.csv: Survey data for AI processing

🎨 Customization

Styling

The application uses a modern, responsive design with:

• Gradient backgrounds
• Card-based layout
• Color-coded calendar days
• Interactive hover effects
• Mobile-responsive design

AI Prompts

Customize AI behavior by editing files in the prompts/ directory:

• system_prompt_event.txt: Instructions for event generation
• system_prompt_massnahmen.txt: Instructions for measures generation
• instructions_event.txt: Format specifications for events
• instructions_massnahmen.txt: Format specifications for measures

🔧 API Endpoints

Events

• GET /events - Get all events
• POST /events - Create new event
• DELETE /events?day={day}&index={index} - Delete event

Measures (Maßnahmen)

• GET /massnahmen - Get all measures
• POST /massnahmen/{category} - Create new measure
• PUT /massnahmen/{category}/{index} - Update measure
• DELETE /massnahmen/{category}/{index} - Delete measure

Chat

• GET /chat - Get chat messages
• POST /chat - Send message and get AI response

🧪 Development

Running in Development Mode

The application runs with auto-reload enabled by default. Any changes to the backend code will automatically restart the server.

Adding New Features

1. Backend changes: Modify backend/app.py
2. Frontend changes: Modify frontend/index.html
3. AI prompts: Modify files in prompts/ directory
4. Data processing: Modify scripts in scripts/ directory

📝 Notes

• This is a prototype developed in under a week, so proceed with caution as there will be many bugs
• The application is designed for German language interface
• All times are in 24-hour format
• The calendar shows Monday through Friday only
• AI responses are based on (very limited) Fraunhofer IAO research data
• Survey data should be in CSV format for processing

⏭️ Future

1. Instead of adding research data via prompts create a RAG based system
2. Make the AI give recommendations for remote, hybrid and presence days (color coded in weekly calender)