Web-Based Analytics Dashboard Development

# SAFReC Management Dashboard — Developer Brief

## 1. Objective
Build a secure, low-cost management system integrated with SAFReC’s website for members, reports, training, tasks, events and documents. Support branch-to-national reporting. Assess the website and Survey123 before choosing the architecture.

## 2. Roles and access
Support Chaplain, Candidate, Volunteer, Mentor, Branch/Area Commander, Provincial/National Management and System Administrator. Access is restricted by role and assigned branch/area/province. Members manage their own relevant records, reports, tasks and training; mentors see assigned candidates; Commanders oversee authorised areas; Head Office has approved national oversight; administrators manage technical settings. Head Office approves final permissions. Restrict sensitive incident, identity and pastoral records. Enforce permissions server-side.

## 3. Dashboard and filters
Filter by chaplain, branch, area, province, national and date range. Cards, charts and lists update to the selected scope, without exposing unauthorised data.

### Quick statistics
Show reports submitted, people served, kilometres, incidents attended, ministry hours, active chaplains, candidates, volunteers and mentors. Cards open underlying records where authorised. Define metrics and prevent double-counting. Activity totals use activity date; submission totals use submission date; membership totals use status date.

### Monthly overview
Show activities, reports submitted/pending/overdue, upcoming events and tasks needing attention.

### Chaplain overview
Show member totals, activity/report counts, hours, kilometres, people served, reporting compliance and most active chaplains for the period.

### Candidate progress
Show candidate, mentor, current module, modules completed/outstanding, progress, verified practical hours, outstanding assessments/documents and status. Completion does not automatically confer a qualification/appointment; approval is required.

### Report summary
Summarise hospital visits, SAPS visits, fire station visits, school visits and other activities. Categories must be configurable by authorised administrators.

### Tasks and follow-ups
Show outstanding/overdue follow-ups, SADFA member follow-ups, assigned tasks, deadlines and completed tasks. Link tasks to relevant contacts or records where appropriate and apply agreed partnership data-sharing permissions.

## 4. Reports page
Provide a searchable, filterable report register with report reference, reporting member, branch/area, activity category and date, submission date, hours, kilometres, people served, status, reviewer and review date. Reviewers can view evidence, approve, query or return reports. Flag incomplete/duplicate submissions. Export authorised records and date-range totals to Excel/PDF. Keep activity and submission dates distinct.

## 5. Chaplains page
Maintain a central register containing name, surname, badge/member number, branch, area, province, rank/appointment, status, contact details, appointment date, mandate issue/expiry dates, badge issue/expiry dates and identification/document status. Show report counts, hours and kilometres for a selected period. Support authorised edits, transfers, leave, suspension/departure, activity history, expiry alerts and exports. Hide identity numbers and sensitive documents from ordinary lists.

## 6. Volunteers
Record name/reference, branch/area, contact, role, registration date, status, supervisor, induction/training, tasks and activity history.

## 7. Training page
Manage programmes, modules, candidate enrolment, mentor assignments, module completion, assessments, verified practical hours, documents/certificates, completion dates and final status. Authorised training staff can update requirements without redevelopment.

## 8. Tasks
Create, assign and track tasks with title, category, assignee, branch/area, dates, priority, status, linked person/report/event/contact and notes/attachments. Statuses: New, In progress, Awaiting response, Completed, Cancelled. Flag overdue tasks, notify responsible users and retain history.

## 9. Events/calendar
Create/edit events with date/time, venue, branch, organiser/participants, category, description and optional attendance. Show relevant events and send reminders.

## 10. Quick actions
Provide permission-controlled shortcuts for Register Candidate, Register Volunteer, New Task and New Event. Additional shortcuts may include submitting a report, registering a chaplain, pending approvals and monthly reports.

## 11. Notifications
Support configurable alerts for reports awaiting review/returned/overdue; mandate, badge or document expiry; training deadlines; tasks due/overdue; follow-ups; and events. Prioritise email, including scheduled Commander summaries. WhatsApp requires a supported integration and cost assessment.

## 12. Central document repository
Provide a secure, searchable repository integrated into dashboard navigation. Configurable categories should include Policies/Governance, SOPs, Training, Forms/Templates, Membership/Appointments, Branch Resources, Partnerships/MOUs, and Communications/Media. Administrators can add categories.

Store title, description/keywords, category, reference number, version, issue/review/expiry dates, owner, approval status, upload/update dates, access classification and applicable branch/area. Users can search/filter, preview/download permitted files and identify the current approved version.

Restrict access by role/branch. Support draft, approved, superseded and withdrawn states; authorised publishing; version history; and audit logs for uploads, changes, approvals and withdrawal. Retain and flag old versions. Notify users of new/updated/withdrawn documents and review dates. Track acknowledgements for critical documents separately from opens/downloads. Provide secure storage, backups, retention/deletion controls, export/migration, file-size limits and transparent costs. Initial release includes upload/download, categories, search, permissions, versions, review dates, backup and export.

## 13. Reporting/exports
Generate monthly/quarterly summaries by authorised scope for activities, hours, kilometres, people served, categories, chaplains, candidates, membership/recruitment, volunteers, reporting compliance and overdue work. Export to Excel/PDF with permissions preserved.

## 14. Data integration
Assess the existing website and Survey123 data structure, permissions, APIs and attachment handling. Document sync method/frequency, record matching, duplicate/failure handling, corrections, attachments, migration and verification. Retain Survey123 as the reporting source of truth initially if feasible; only replace it after technical and cost assessment.

## 15. Security, ownership and continuity
Require secure authentication, role/branch access, personal-data protection, audit logs, automated backups and tested recovery. Remove access when roles change or members leave. SAFReC controls its domain, admin accounts, data and source code or rights needed to maintain/transfer the system. Document hosting, updates and handover.

## 16. Cost constraints
Itemise development, hosting/database, subscriptions, integrations, storage, backups, maintenance and licences. Identify free-plan limits and recurring costs.

## 17. Phases
**Phase 1:** accounts/permissions, member registers, Survey123 connection/import, reports/review, dashboard, basic tasks and repository essentials.

**Phase 2:** candidate training/mentors, expiry reminders, events, email alerts and exports.

**Phase 3:** service maps, compliance indicators, trend analysis, impact reports and justified integrations.

## 18. Developer deliverables
Provide website/Survey123 assessment, architecture/database proposal, prototype, working features, permission/calculation/integration tests, user/admin documentation, source code or transfer rights, export/backup/recovery procedures, handover/training and itemised costs.

## 19. Confirm before development
Agree on website/integrations, Survey123 structure/access, management hierarchy, metric definitions, approval responsibilities, confidential-data rules, pilot vs national launch, document approval/retention, and budget.

**Acceptance criterion:** SAFReC can manage users, access and export its data, retrieve the current approved documents, and continue operating or transfer the system without depending on the original developer.