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User Roles & Functionality

Student

• Can view existing request and reimbursement forms
• Can create request and reimbursement forms
• Can edit request and reimbursement forms after changes have been requested by either mentor or admin

Mentor

• Can view request and reimbursement forms submitted by their team
• Can request changes be made to request and reimbursement forms
• Can approve request and reimbursement forms so that they go to admin review

Administrator

• Can view all request and reimbursement forms reviewed by mentors for all projects
• Can request changes be made to request and reimbursement forms
• Can approve request and reimbursement forms so that they can be ordered
• Can update order with tracking and delivery info
  • Providing tracking number for delivery
  • Updating status of order: shipping, delivering, delivered, etc.
• Can add/edit/delete any vendor info
  • When adding vendors, can add a tag to them indicating what category of products they sell (Hardware, Chemical, Software, etc.)
• Can upload excel sheets of request and reimbursement forms to update database
• Can create new projects
  • Can assign budget
  • Can assign students
  • Can assign mentors
  • Can assign sponsor company
• Can assign students and mentors to existing projects
• Can remove students and mentors from existing projects

Site Functionality

• Should integrate with UTD SSO and provide authentication for non-UTD accounts
• Should categorize vendors into preferred and non-preferred

Request Forms

• Should allow requests of the following categories only from preferred vendors
  • Chemicals
  • Anything greater than $5000
  • Software
• The form should require the following
  • Project
  • Date needed by
  • Expense justification
  • Additional information
  • List of items, where each item includes the following
    • Brief item description
    • Link to items URL
    • Part Number
    • Quantity
    • Unit Cost
    • Vendor
• Should display the following
  • Total cost for order
  • Total costs per line item

Reimbursement Forms

** Talk with Oddrun and Kevin to nail this down more**