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IS480 Team wiki: 2013T2 SixDotz Midterm wiki

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Midterm Wiki


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Description

We will be developing the Prinsep Integrated Web Portal, a responsive platform for SMU Prinsep Hostel. This portal will consist of 2 core modules, the Community Life Module and the Human Resource Module. The Community Life Module aims to establish a social networking platform that is exclusive to the hostel residents. The HR module aims to facilitate the daily operations of the hostel, specifically with the aim of improving the current inefficient and fragmented processes.

We expect about 250 of the hostel residents to use the site, of which 38 of them are Resident Seniors (RS) and 6 of them belong to the Hostel Management Team (HMT). Alumni of the Hostel will also be accounted as one of the users but with limited access to the functions. Hence, the application will cater for the above 4 type of users (resident, RS, HMT and alumni), with each user roles having different level of access to the application. The application will be deployed with 4 modules: the Community Life, HR, Finance and Facilities module.

Motivation

Each of the four modules will solve a different set of challenges the hostel management team face.

In terms of connecting the residents and disseminating important hostel-wide information, present physical tools used are highly ineffective and insufficient. The Community Life Module will solve the first issue by replacing the current physical noticeboard used, with an online event management platform. Via the platform, residents would have an exclusive online space to manage ad-hoc outings which they may in the process get to know people of similar interests, helping them to feel more integrated at Prinsep and more at home in Singapore. The HMT will also use this platform as their main form of communication with the residents as opposed to a Facebook group, which have limited functions. It will also serve as the hostel’s official website to provide information to the public.

The HR module aims to eliminate current paper managed processes that resulted in many inconvenience and inaccuracies. It also aims to create a database of records that which may easily managed by the incumbent and future Hostel Management Teams.


Functions

The application will cater for the above 4 type of users, and they are:

  1. Residents
  2. Resident Seniors (RS)
  3. Hostel Management Team
  4. Alumni of Prinsep Hostel (HMT)

Priority Circle

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Breakdown of functions and access rights

Functions Breakdown HMT RS Resident Alumni Public

External Log-in

SSO Log-in

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Facebook Log-in

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Let's Go Outings

Create Outing

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Edit Outing

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Delete Outing

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View Outing

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Join Outing

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Invite residents

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Notification

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Hostel-wide events

View Event

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Join Event

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Invite residents

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Notification

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Event Organising Tool

Create event drafts

  • Creator will specify all owners of the draft.
  • Event date will appear on calendar of all owners
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Submit Drafts/ Auto Emails

  • Once drafts are submitted, an automatic email will be send to all residents
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Edit event drafts

  • All owners can edit
  • Only the org comm (specific RSs) can access
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Delete event drafts

  • Only creator can delete
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Upload to repository

  • Only the org comm (specific RSs) can upload
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View and access repository

  • Only the org comm (specific RSs) can download
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Manage Homepage Highlights

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Calendar widget

View Hostel Events

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View Hostel Event drafts

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Newsfeed

Display on homepage

  • Integrate portal newsfeed with Facebook newsfeeds
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Basic Resident Registration

Register residents

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Manage Residents

Floorplan view

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List view

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Search for resident

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Delete/Disable resident

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Edit resident

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Log/delete issues

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Refresh for the new year

  • Archive old set of residents
  • All current RSs reminds unless specified
  • Enter new HMTs
  • Enter new RSs
  • Old HMTs automatically demoted to RS after one week
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Manage Evaluations

Open evaluations

  • set window period
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Set questions

  • Dynamic form fields
  • Auto populate existing questions from previous evaluations
  • Auto email notification after submitted
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Reminders

  • Set frequency of reminders
  • Periodically send emails to residents with incomplete evaluations
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Submit evaluation forms

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View dashboard of results

  • Allow for additional comments
  • Allow to indicate whether it have been viewed or not
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Manage RS Application

Open application

  • Set window period
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Submit application

  • complete form
  • Send appraisal request to two RSs
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Receive and submit appraisal requests

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View applicants and add appraisals

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Track application status

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Prinsep Chatter

Create post

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Edit Post

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Delete Post

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Like Post

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Comment on Post

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X-Factor

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