Build a Poultry Processing Management System with ChatGPT and Sites

I’m the Export and Operations Manager at Supreme Poultry \u0026 Chickens, an Australian poultry processing business. My original request to ChatGPT was straightforward: find and track grants that could help us grow our business. As we worked together, I began to see the potential to build a management system that could organise our operations and help us put together a business case when an opportunity arose. That led me to discover Sites and the possibility of building our own system. We already use SafetyCulture for inspections. It also offers maintenance functionality, but that maintenance system didn’t connect with the other parts of our management processes in the way we needed. We wanted our records, schedules, and actions connected across the business. Over roughly ten weeks, working with ChatGPT and Sites, we progressively developed the Supreme Poultry Management System (SPMS), bringing together: - Export enquiries, customers, and shipping schedules - Purchase orders and approvals - Vehicles, registration, insurance, and inspection dates - Assets, maintenance schedules, and job history - Supplier certificates and HACCP records - Environmental compliance and complaints - Water management and daily processing records - Dashboards and operational reporting - A central 45-day action calendar - A system backup module Behind SPMS, we’ve also built a database that stores the records and supports the system. It provides a shared foundation for the different modules, allowing information to be linked across our management processes. The database gives us the underlying records and history, while SPMS makes that information accessible through screens, reports, and the action calendar. Water management is a particularly important example. Water is one of the most critical factors in our poultry processing business. SPMS receives tank-level readings from a laser-operated monitoring device that transmits data over the 4G network. We’ve placed a water management widget at the top of every SPMS page, keeping that information visible wherever we’re working and helping us stay on top of our water supply throughout the day. The process hasn’t been without setbacks. At one stage, we nearly lost the whole system, and I had to rebuild it using screenshots I had saved. That experience made backups a priority. We’ve since built a dedicated backup module and now regularly back up the system. For anyone following a similar path, I recommend establishing backups early. The most useful part has been turning our actual business rules and priorities into system behaviour. An export order needs to remain visible until it ships. Completing a recurring maintenance job should preserve its history and its next scheduled occurrence. Supplier certificates need expiry tracking and a record of whether replacements have been requested. Critical operational information, such as water management, needs to stay visible across the system. We developed it progressively: describe a problem or process, build the workflow, use it in daily operations, and then refine it. This is the approach someone else could use to recreate the process: Step-by-step: 1. Start with a real business need. Ours was finding grants. 2. Gather the records, spreadsheets, and forms you already use. 3. Explain how the process works, including responsibilities, deadlines, and exceptions. 4. Use ChatGPT and Sites to build one manageable module, with a database to store its records. 5. Establish regular backups early and check that you can restore them. 6. Check the module against real examples and refine it through daily use. 7. Add related modules, connecting shared database records and actions. 8. Identify your most critical operational information and keep it visible wherever people work in the system. A starting prompt: “Help me build a management system for my business using Sites, backed by a database for our records. Start with [workflow]. These are our current records and business rules. Identify missing information, help me build the first module and its database structure, and check it against real examples. Include a backup and recovery process, and a shared widget across pages for [critical operational information].” SPMS is still evolving. What started as a grant search has become a practical tool for managing our business and building an organised foundation to support future growth.