Add new task layout in Outlook

Would like to add a new type of task in Outlook (exchange), to follow up maintenance issues. This ype of tasks should be able to be innitiated by anyone within our network, and automatcally be assigned to our head of maintenance. The task should inclued the following fields:
Task brief descr: to be filled by innitiator
Innitiator: to be filled in automatically by Outlook
Date of creation of task:to be filled in automatically by Outlook
Priority: Options Immediate/Planned. To be filled by innitiator.
Description of problem: to be filled by innitiator
Description of fault: To be filled in by Maintenance
Work performed: To be filled in by Maintenance
Start date: To be filled in by Maintenance
Status: Options "Not started" (default on innitiation of task) / "started"(can be changed only by maintenance) / "completed" (can be changed only by maintenance) / "approved" (can be changed only by innitiator).
Maintenance End date: To be filled in automatically by Outlook, once status changes to "completed".
Task is then returned to innitiator.
Innitiator then changes status to "approved"
Approval date: To be filled in automatically by Outlook, once status changes to "approved"

The above must be kept in a public folder, for all to be able to access and follow-up completion status. Here we can accept alternative proposals by programer.