Group Affiliations

(aka Group Membership)

People can be affiliated with groups for any reason and one person can be affiliated with multiple groups. A person cannot have more than one affiliation to the same group. Affiliation is established by making a person a member of a group. Group membership does not require assignment of inventory to the person but group membership is prerequisite for assignment of a groups’s inventory to the person.

Adding People to Groups

1. The system shall provide a way to add new and existing people to a group.
2. The system shall not allow the same person to be added to a specific group more than once
3. The system shall look for Soundex matches from existing user records before adding new people to a group. If matches are found they will be displayed for selection so the system user can first choose from existing people records before creating a new record.
4. If the person being added is new the system shall provide a way to collect the person data and creating a new Person record in the system before adding the person to the group.

Removing People from Groups

1. The system shall provide a way to remove people from a group.
2. When a person is removed all their assigned inventory is removed as well.
3. If money for the assigned Inventory has been recorded as “Paid For” (money was provided to OCF) an audit-able record of the removed “paid” inventory is made.
4. The system shall provide a way to remove multiple people form a group at once.
5. The system shall provide a confirmation warning before removing people form a group.

Managing People in Groups

1. All people in the current group and any subgroups will be displayed
2. The system shall display a sort-able list of all people in a group. The lists of people shall be sortable by:
   1. Last name
   2. First name
   3. Assigned Inventory Type
   4. Subgroup name (if subgroups exist)
   5. Payment Status
3. The system shall provide a way to edit each members personal information
4. The system shall provide a way to edit each member’s inventory assignments. Changes to the assignments will automatically be reflected in the available inventory budget totals and money required totals for the group.
5. The system shall provide a way add and remove people
6. The system shall provide a way to indicate when a person has provided all necessary money to the group coordinator/leader for all their assigned inventory. This is an informal indicator and is not the same as the formal audit-able financial transaction used for recording inventory as “Paid For” through the inventory crew.
7. The system shall provide a way to move people from one subgroup to another subgroup within a group hierarchy. People cannot be moved into a separate hierarchy.
8. The system shall provide a way for system users with a Inventory Administrator role to indicate if a person has provided money to OCF for each specific assigned inventory types that cost money.
9. The system shall provide a view to indicate the relationship of Staff people to their associated SOPs , Teens, and Youth
10. The system shall provide a way to email one, multiple, or all users on the list.
11. The system shall provide a way export the group membership to csv file
12. Coordinators have access to a "history" page that allows them to enter a name and get the work and pass history for a person.

Displaying Financial Status of Groups

1. The system shall display the amount of money required to pay for all currently assigned inventory for each group.
2. The system shall display the amount of money provided to OCF for each group.
3. The system shall display the difference between money required and money owed (Money Due) to pay for all currently assigned inventory for each group.

Communication Between Group Coordinators/Leaders

1. The System shall display the contact information of the coordinators and group leaders who can manage a group or subgroup.
2. The system shall display an indication of the last person to authenticate to the system and access the group or subgroup.
3. Send Message (Chat) The Security web site includes a messaging system. This allows users to send messages to other users that are displayed on their page when the log in. The send message page includes a list of other users and a place to compose messages. The system includes the ability to reply and some rudimentary message management but not much else.

-- JimReed - 08 Jul 2012