Ooroos User Tutorial

3.1 Public Pages

Public users can access:

• The main landing page
• The Privacy Policy page
• The Refund Policy page
• The login page
• The parent account registration page

3.2 User Login

Internal users and parents can sign in through the login page. After a successful login, users are taken to the appropriate workspace based on their account and access rights.

3.3 Parent Registration

The system provides a public parent registration form.

The basic registration flow is:

1. The parent enters full name, email, password, and phone number.
2. The system checks whether the email already exists.
3. If the account does not exist, the system creates a new user and assigns the user to the `ibubapa` group.
4. The system creates or updates the parent record in the database.
5. The registered account can then be used to access the parent portal.

5.1 User Profile

Every logged-in user can manage their own profile. The profile module includes:

• Update full name
• Update email
• Update phone number
• Update address
• Update occupation or position
• Change password
• Review current account information

For selected administrators, the system also provides the ability to edit other users' profiles through the user management workflow.

5.2 Notifications / Tasks

The system includes an internal task and notification module. Its main functions are:

• View pending tasks that require action
• Mark tasks as completed
• Dismiss notifications that are no longer relevant
• View the pending task count
• View the most recent tasks

These notifications are especially important for project review, committee voting, and finance verification processes.

6.1 CRM Dashboard

The CRM dashboard displays summary statistics and quick links for:

• Parents
• Students
• Teachers
• Classes
• E-Complaints
• Documentation
• Strategic Partners

6.2 Parent Management

Available functions:

• View the parent list
• Add a parent
• Edit parent information
• View a parent profile
• Delete a parent record
• Export parent data

The system also supports linking one parent to more than one child.

6.3 Student Management

Available functions:

• View the student list
• Add a student
• Edit student information
• View a student profile
• Delete a student record
• Export student data

Student records can be linked to parent records for payment and school record purposes.

6.4 Teacher Management

Available functions:

• View the teacher list
• Add a teacher
• Edit teacher information
• View a teacher profile
• Delete a teacher record
• Export teacher data
• Import teacher data via Excel
• Generate teacher reports

Within the teacher views, administrators with the appropriate permissions can also:

• Activate teacher portal access
• Deactivate teacher portal access

6.5 Class Management

The system provides standard class management to organize students by class.

Available functions:

• View the class list
• Add a class
• Update a class
• Delete a class

6.6 E-Complaints

The complaint module allows the organization to manage complaints digitally.

Available functions:

• View the complaint list
• Add a complaint
• View complaint details
• Edit a complaint
• Update complaint status
• Export complaints

Complaint statuses help the administration track follow-up actions and resolutions.

6.7 Documentation

The documentation module is used to store document references or documentation links.

Available functions:

• View the document list
• Add a document
• Edit a document
• View document details
• Delete a document

6.8 Strategic Partners

This module is used to manage data related to school or PIBG strategic partners.

Available functions:

• View the strategic partner list
• Add a strategic partner
• Edit strategic partner information
• View a strategic partner profile
• Delete a strategic partner record

6.9 Import, Export, And Templates

The Members & Users module also provides bulk data operations such as:

• Excel import for parents, teachers, and students
• Downloading import templates
• Exporting data by module type

Current import support is specifically available for parents, teachers, and students.

7.1 Core Project Functions

Available functions:

• View the project dashboard and project list
• Create a new project
• View project details
• Edit a project
• Delete a project in selected statuses
• Submit a project into the workflow
• Add project comments
• Download supporting files
• View supporting files
• Remove supporting files
• View project reports
• Export project reports

7.2 Project Creation Methods

Operationally, a project can begin through at least two approaches:

• Create from scratch
• Submit using already prepared supporting documents

These approaches affect the starting status and the following review route.

7.3 Project Workflow

Based on the active controller and routes, the current project workflow is:

1. `created`
2. `awaiting_review`
3. `principal_endorsement`
4. `awaiting_ydp_decision`
5. `committee_voting` or `ajk_voting` or `pibg_voting`, depending on the path in use
6. `approved`
7. `pending_disbursement`
8. `disbursement_complete`

The `rejected` status also exists when a review or decision does not approve the proposal.

7.4 Role-Based Responsibilities In Projects

#### Project Proposer

The proposer typically will:

• Create the project proposal
• Select the related fund or funding source
• Upload supporting documents
• Submit the project for review
• Check comments and current status
• Make revisions if needed

#### Reviewer

The system supports dynamic reviewer assignment.

Reviewer functions include:

• Set project reviewers
• Review projects according to the assigned reviewer sequence
• Approve or reject the reviewer stage

#### Principal Or Headmaster

The main function at this stage is:

• Endorse the project after reviewer stages are completed

#### YDP

The YDP has key decision-making functions:

• Approve the project directly
• Reject the project directly
• Send the project to PIBG committee voting

#### PIBG Committee Members

If the project requires voting, committee members can:

• Open the project voting screen
• Cast votes on the project proposal

The system tracks eligible voters and voting status. A two-thirds voting threshold is also used in the current workflow.

#### Treasurer / Finance Users

After a project is approved, it moves into the disbursement stage.

Related functions include:

• Review projects in `pending_disbursement` status
• Verify project disbursement
• Connect project funding to the finance module

7.5 Project Documents And Comments

The system supports supporting-file management inside each project. Users can:

• Download project documents
• View documents in the browser when supported
• Remove specific files
• Run cleanup for missing file records

Project comments provide internal communication throughout the approval flow.

8.1 Finance Dashboard

The finance dashboard provides an overview of current financial performance and status.

8.2 Multi-Level Fund Structure

The finance system is built on a three-level structure:

1. Parent Fund
2. Sub Fund
3. Fund Component

8.3 Parent Funds

Available functions:

• View the parent fund list
• Add a parent fund
• Edit a parent fund
• View parent fund details
• Delete a parent fund

8.4 Sub Funds

Available functions:

• View the sub fund list
• Add a sub fund
• Edit a sub fund
• View sub fund details
• Delete a sub fund

8.5 Fund Components

Available functions:

• View the fund component list
• Add a fund component
• Edit a fund component
• View fund component details
• Delete a fund component

8.6 Expenses

Available functions:

• View the expense list
• Create a new expense
• Edit an expense
• View expense details
• Delete an expense
• Approve an expense
• Reject an expense

This module is suitable for treasurers or users responsible for expense records and finance review.

8.7 Finance Approval

In addition to the expense listing, the system also has a dedicated approval screen for pending expenses.

Available functions:

• View the approval list
• Approve an expense
• Reject an expense

8.8 Reports And Export

Available finance reporting functions include:

• General finance reports
• Detailed reports
• Excel export
• PDF export
• Excel import
• Downloading import templates

8.9 Fiscal Year Management

The system provides fiscal year management, including:

• View fiscal year records
• Create a new fiscal year
• View fiscal year details
• Edit a fiscal year
• Activate a fiscal year
• Delete a fiscal year
• Run fiscal year transition
• Transfer balances

8.10 Project Disbursements

Finance is also connected to the project module.

Available functions:

• View the project disbursement list
• Create a disbursement
• Verify a disbursement

This completes the flow for approved projects so that funding can be recorded and deducted from the selected fund.

9.1 Payment Settings

Available functions:

• View the payment settings list
• Create a new payment setting
• Save a payment setting
• Edit a payment setting
• Update a payment setting
• Delete a payment setting

These settings are typically used to define contribution types, fees, amounts, and active status.

9.2 Payment Transactions

Available functions:

• View all transactions
• View pending transactions
• View transaction details
• Verify a transaction
• Reject a transaction
• Record a manual payment

9.3 Reports And Receipts

This module also provides:

• Daily reports
• Monthly reports
• Reports by payment type
• Outstanding payment reports
• Payment summaries
• Exporting all payment data
• Downloading receipts

10.1 Parent Payment Dashboard

Inside this portal, parents can view:

• Active payment items
• Children linked to the account
• Payment transaction history
• Payment summaries
• The current payment cart

10.2 Making Payments

The main parent functions include:

• Select a payment for a specific child
• Add payment items to the cart
• Open the individual payment form
• Submit payment proof
• View transaction details
• Download receipts

10.3 Payment Cart

The system allows a single payment proof to cover multiple items through the cart.

Cart functions include:

• View cart items
• Remove an item from the cart
• Submit all cart items at once

10.4 Verification And Records

After a parent submits a payment:

• The transaction is recorded in the system
• An administrator or treasurer can review and verify it
• A receipt can be generated after processing is completed

13.1 Parents

Recommended tutorial steps:

1. Open the parent registration page and create an account using full name, email, password, and phone number.
2. Log in to the parent portal using the registered email and password.
3. Confirm that the parent profile is correct and review the linked child or children shown in the portal.
4. Open the contribution or payment section and review the available fee items, contribution categories, or outstanding balances.
5. Select the contribution that needs to be paid and check the amount before proceeding.
6. Make the payment based on the school or PIBG instruction.
7. Upload payment proof through the parent portal if manual verification is required.
8. Return to the payment history or contribution status page to check whether the payment is pending, approved, or rejected.
9. Download or review the receipt once the payment has been verified by the administrator or finance user.

13.2 Teachers And School Staff

Recommended tutorial steps:

1. Log in to the internal user portal with the staff account provided by the school or administrator.
2. Review the dashboard to understand the modules and menus available for the current role.
3. Open the user profile page and update personal information such as phone number, address, or password if needed.
4. Check the notifications or task area to see pending reviews, assigned actions, or project-related reminders.
5. Open the Members & Users module if access is provided and use the allowed menus such as parent, student, teacher, class, or documentation management.
6. Open the Projects & Activities module when assigned to submit, review, or comment on a proposal.
7. Read the project details carefully, add comments or recommendations if required, and submit the review based on the assigned responsibility.
8. Return to the dashboard or project list to monitor the updated status of the reviewed item.

13.3 PIBG Committee, YDP, Principal, And Senior Assistants

Recommended tutorial steps:

1. Log in and open the Projects & Activities module from the dashboard menu.
2. Filter or open the proposal list to find submissions that require review, endorsement, approval, or voting.
3. Open a proposal and review the objectives, budget, dates, supporting documents, and previous comments.
4. Add feedback, recommendation, or revision notes if the proposal needs amendment before approval.
5. Record the decision according to the role, such as endorse, approve, reject, or return for revision.
6. If the workflow includes committee voting, open the voting interface and submit the vote according to the meeting or review outcome.
7. Reopen the proposal record to confirm the final status, approval trail, comments, and latest decision.
8. Use the project listing or dashboard summaries to monitor which proposals are still pending and which ones are completed.

13.4 Treasurers And Finance Users

Recommended tutorial steps:

1. Log in and open the Finance module from the dashboard.
2. Review the fund structure, available accounts, or fund categories before recording any transaction.
3. Open the expense section to add, review, or update expense records together with the required supporting information.
4. Check pending expense submissions and approve or reject them based on the finance workflow and supporting evidence.
5. Open the contribution or payment verification section to review submitted payment proofs from parents or contributors.
6. Verify each payment and update the status so the contribution record and receipt status are accurate.
7. Open the project disbursement section when project funds need to be checked, released, or validated.
8. Generate the required finance summaries, receipts, or reports for school and PIBG reference.

13.5 School Administrators

Recommended tutorial steps:

1. Log in as an administrator and review the main dashboard to monitor project, finance, contribution, and CRM activity.
2. Open User Management to create users, update user details, assign roles, and control module access permissions.
3. Open the Settings module to review school-level configuration, profile details, and any system-wide setup available to administrators.
4. Update the public-facing content where required, such as the landing page, tutorial page, onboarding email content, or tracking settings.
5. Review the Members & Users, Projects & Activities, Finance, and Contributions modules regularly to ensure operational data is complete and current.
6. Use notifications, reports, and dashboard summaries to follow up on pending approvals, payment verification, user issues, or incomplete records.
7. Periodically check that the right users can access the right modules and that inactive or outdated access is cleaned up.