Supervisor Meeting - Wed Sep 25

[ausbennett]

Date and Time Wed Sep 25, 3:00-4:00pm

Attendance

• [x] Adam Podolak
• [x] Austin Bennett
• [x] Christian Petricca
• [x] Evan Sturmey
• [x] Jacob Kish

Agenda

• Start with a set of suggested (ChatGPT) requirements to iterate off of
• Communicate plans for POC, as well as next steps for gaining dev access to MES infrastructure

Questions to Ask

[ausbennett]

Financial Reporting Platform Requirements

(ChatGPT generated, starting point for actual discussion)

Functional Requirements

1. User Roles and Permissions

• The platform must support two user roles: User and Admin.
  • User: Can submit financial report requests, view reports, and receive notifications.
  • Admin: Can view all user-submitted requests, manage reports, and perform user management (add, remove, update users).

2. Authentication and Security

• User Authentication: Users must sign in with a unique username and password, utilizing a secure authentication mechanism (OAuth 2.0 or similar).
• Role-based Access Control: Ensure that users and admins only have access to the features and data permitted by their role.
• Two-factor Authentication (2FA): Optionally enable two-factor authentication for additional security.

3. Financial Report Request Submission

• Users must be able to submit requests for financial reports through a form.
• The form should capture the following information:
  • User details (auto-filled based on login).
  • Type of report (e.g., balance sheet, income statement).
  • Date range for the report.
  • Customizable filters (e.g., by department, by account).
• Provide the ability to upload supporting documents or additional data for the request.

4. Notifications

• User Notifications:
  • Notify users via email or in-platform notifications when their financial report request has been submitted, is in progress, or has been completed.
  • Allow users to configure their notification preferences (e.g., email, SMS).
• Admin Notifications:
  • Notify admins when a new report request is submitted.
  • Alert admins of failed report generations or overdue requests.

5. Financial Report Generation

• The platform must be able to generate financial reports based on user input and provided data.
• Support exporting reports in multiple formats (e.g., PDF, Excel, CSV).
• Reports should be archived and accessible to the user after generation.

6. Dashboard and Report Management

• User Dashboard:
  • Display all submitted report requests with statuses (pending, in progress, completed).
  • Provide quick access to download previously requested reports.
• Admin Dashboard:
  • View all submitted reports from all users.
  • Provide controls to assign report requests to team members, mark requests as completed, or reject requests with reasons.

7. User and Admin Management

• Admin:
  • Manage users: Add, edit, or deactivate user accounts.
  • Assign or revoke admin privileges to specific users.
• User Profile: Allow users to update their personal information (e.g., email, phone number) and configure notification preferences.

8. Audit Trail

• Record all user and admin activities (e.g., report request submissions, login attempts, report downloads) for security and compliance purposes.
• Provide admin access to audit logs with filters for date range, activity type, or user.

Non-Functional Requirements

1. Scalability

• The platform must be able to handle multiple simultaneous report requests and high traffic during peak usage periods.

2. Performance

• Ensure that report generation times are optimized, with feedback mechanisms in place for the user if processing takes longer than expected.
• Dashboard loading times should be under 2 seconds.

3. Security

• Ensure the platform uses encryption for all sensitive data (e.g., passwords, financial data).
• Implement regular security updates and patches.
• Support secure API integration with other financial systems.

4. Data Privacy and Compliance

• Ensure compliance with relevant data privacy laws (e.g., GDPR, CCPA).
• Provide users with clear options to delete their data or request a copy of all their stored data.

5. Usability

• Design the platform with an intuitive user interface that requires minimal training.
• Provide user-friendly error messages and tooltips to guide users through the submission and report retrieval processes.

Optional Features

• Report Scheduling: Allow users to schedule recurring financial report requests (e.g., monthly or quarterly).
• Data Visualization: Provide basic visualization tools (e.g., charts, graphs) for users to analyze report data within the platform.
• API Access: Offer API endpoints for power users to submit report requests or retrieve completed reports programmatically.

[adampodolak]

Summarized meeting notes (Chat GPT generated):

Meeting Summary: Streamlining Financial Processes

Objective: Enhance and automate the organization's financial workflows, including reimbursement requests, disbursements, payment processing, intramural funding, invoice generation, and bank transaction tracking.

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Key Areas of Focus:

1. Reimbursement Requests:

   • Implement a streamlined submission process that captures budget lines, receipts, and payment information.
   • Introduce a review stage where the financial team evaluates requests before escalating them to Luke for final approval.
   • Provide the ability for requestors to edit submissions to correct issues, reducing the need for email correspondence or resubmissions.
   • Establish a two-step approval process to enhance oversight.

2. Disbursement Tracking:

   • Utilize the bank platform to handle disbursements.
   • Track the status of each request through defined stages:
     • Submitted
     • Reviewed
     • Approved
     • Entered into the bank system
     • Requires second-person approval for bank transactions
     • Disbursed
     • Delivered

3. Payment Requests:

   • Manage outgoing payments to vendors, including e-transfers and invoice settlements.
   • Collect detailed payment information and link each payment to the appropriate budget line.

4. Intramural Funding Requests:

   • Develop an intramural funding dashboard for streamlined applications and approvals.
   • Allow applicants to apply for funding on the backend system.
   • Enable sports coordinators to monitor the disbursement of funds.

5. Data Management and Compliance:

   • Save repetitive information to improve efficiency.
   • Implement audit tracking to ensure compliance by matching expenditures to budget categories.
   • Automate ledger tracking for accurate financial records.
   • Set up SMS notifications and automated emails for communication.

6. Invoice Generation:

   • Create a custom, organization-wide invoice generation system that incorporates GST/HST numbers.
   • Design pre-built PDF templates featuring the organization's logo for consistent branding.
   • Customize invoice templates for approximately 60 different clubs.
   • Maintain accurate tracking of past invoices.

7. Bank Transaction Integration:

   • Import bank account data via CSV files.
   • Link each bank transaction to corresponding reimbursements, funding allocations, and invoices.
   • Keep a comprehensive record of all incoming and outgoing transactions.