source: design/notes.txt @ 68c93e8

Based on meeting on 2010-12-02.
Attendees: Alex Dehnert (adehnert) (notes-taker) and Rachel Meyer (remeyer)

Revised at stakeholder meeting 2011-04-15.
Attendees:
    * ASA: Alex Dehnert, Rachel Meyer, Geoffrey Thomas
    * SAO: Leah Flynn, Kerri Mills
    * CAC: Phil Walsh, Jennifer Smith

* Categories as a many-to-many relationship is nice
    * Need to think some more about what categories are reasonable
    * Probably want to occassionally go yell at people about having too many
* Officer-y fields / associating people with groups
    * Multiple presidents
    * Multiple treasurers
    * Add some field of "people we trust enough for office access control, mailbox control, etc."
    * Financial signatories
    * Reservation signatories
    * Set a standard cap for each of these fields, but allow increasing it
        * Probably: ASA can exceed the cap when adding, not "ASA can increase the self-service cap"
* Self-service enhancements
    * Allow self-service officer's list updating
        * Send mail to ASA Exec
        * Send mail to GSC Funding Board or Finboard, as applicable
    * Self-service constitution updating?
        * Update mail?
* Send mail on updates?
    * Signatory updates to the groups?
    * Treasurer updates to Kerri?
    * CAC wants:
        * new/derecognized group emails
        * (maybe) space assignment changes
        * NOT signatory changes
    * SAO wants:
        * Financial signatory, president, treasurer change emails
        * New/derecognized group emails
* Associating notes with groups
    * Groups leaving notes for themselves   (notes by group)
    * ASA Exec leaving notes for groups     (notes to group)
    * ASA/SAO for funding board             (funding notes)
    * ASA internal notes                    (ASA notes)
* Funding board access
    * Viewing funding status
    * Viewing account numbers
    * Membership numbers
    * Basically everything but notes
* Office access
    * Do this per-space
    * Assign each space a space category (e.g., storage, office, etc.)
        * Shared office / office --- script to run occasionally to auto-update?
    * Should include ASA and non-ASA space
    * Cap number of people with access from a group by space category
    * Office ACL?
* Make sure the status options are generally changeable
    * Status: Active, Suspended, Derecognized
    * Class: various, editable by us
        * Dorm/FSILG
        * Standard
        * Sponsored
        * PSC?
        * "unrecognized" / "sponsored"
            * cover things like a capella Exec (which has space), dorms (which have signatories), subgroups (which have accounts and signatories), etc.
            * Might want a "sponsor" or "affiliation" field
* Indicate what mode you're in
    * Nice, but not needed
* What info is available
    * MIT-public
        * Name
        * Acronym
        * Recognition date
        * Last updated date
        * Officer email
        * Locker name
        * President / treasurer / financial signatories / people who can update record [[stakeholders were fine with this being MIT-public]]
        * Description
        * Category
        * Constitution
        * Website URL
* Fields in the DB
    * Kill meeting times
    * Add membership description
    * Validate constitution and website links on submit
    * Make copies of constitutions (cron job) (keeping old versions)
* Cron job to get warnings
    * Check link validity
    * Check president/treasurer student status
    * Check list existence

Things to ask stakeholders about:
* Why does SAO use the printed signatory list?
    * Would a more useful signatory report be good for them?
    * Do they want update mail?
* Why does CAC use a printed list?
    * Same as above.
=> [[ Student worker access. If student workers get direct, read-only access, then they can get rid of the lists. ]]
* Ask Accounts if they care about the DB
=> [[ Yes, but not very much. ]]

Stakeholders:
* SAO
* SAFO
* CAC
* Schedules
* Accounts
* Funding boards (UA, GSC)