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Helen Burns edited this page Mar 26, 2019 · 1 revision

USER GUIDE For SWIFT-PM Tool

About

The SWIFT-PM tool is a Python flask web application interface for a SQL database hosted on Heroku at https://swift-pm.herokuapp.com.

General features:

  • We have the capacity to have initial data populated from csv or excel spreadsheet (if required)
  • Data is can be set to automatically be backed up daily and reformatted back to csv, excel or MS-Access. If a storage location is provided it would be possible to automatically place there for the project management team to view.
  • No user details such as emails are stored at the moment (compliance with GDPR considered).

The site to save on running costs goes to sleep when inactive. Causing a slight delay in access if the site is not being used - it is possible to keep the site awake (at cost) or awake for specified 60% months hours (no cost).

Requested and implemented features:

  • PM team have admin access - view, edit, add everything.
  • Work Package leaders can view associated tasks and deliverables but can only update over WP progress
  • Partner leaders - each task and deliverable is assigned to a work package and a responsible partner. Partner leaders can update all assigned tasks and deliverables.
  • Some users require read-only access
  • The swift project database is quite large and we have added in some additional sorting features to make the data more accessible.
  • The database will not allow deletion of items that have other elements depending on them e.g. to delete a work package you must first reassign the corresponding tasks and deliverables.
  • Filtering the database (not yet implemented) we're currently looking at methods to filter the database for users that are leaders for multiple work packages.
  • SWIFT tool has DOI and License and can be added as an open source product as a project outcome.

Possible additional features:

  • Specify the domain - so long as you are the owner of the domain you can set up access to the web application from that domain, the Heroku-app domain will still exist.
  • Alternative to Heroku (web host was selected as a free service). This app can be hosted on any web server you have access to e.g. Leeds uni virtual machine at a cost (unknown).
  • Extra features such as document upload/ download (free options come with severe storage restrictions)

User Roles:

Users can have various different roles:

  • Admin - an admin tab will appear (allowing admin level edits and adding user and
  • View All - a view all tab will appear (Read-only access to Work Packages, Tasks and Deliverables)
  • WP Leader - a WP-Leader tab will appear - Allowing access to all assigned work packages and a display view of related tasks and deliverables (to allow Work Package leaders to view progress updates)
  • Partner Leader - A Partner dropdown menu will appear - Allowing access to all assigned editable tasks and deliverables

Admin Users

  1. Login
  2. Use the admin drop down on the right to add new users, work packages, partners, deliverable.
    1. Partners - Add, Edit or View Partner organisations/ institutions.
    2. Work Packages - Add, Edit or View Work Packages.
    3. Tasks - Add, Edit or View Task. Tasks must be assigned Work Package and Partner
    4. Deliverables - Add, Edit or View Deliverables. Deliverables must be assigned Work Package and Partner. It is suggested but not enforced to follow the task code when assigning the deliverable.
    5. Users - Add, Edit Access Settings or View Users. Use the edit access settings to assign privileges and roles.
  3. All users can change their password except for the master admin account. These are not easily retrieved so if someone forgets their password an admin must delete the user and recreate the account.

General Users

  1. Login
  2. Depending on the user's privileges the navigation bar will display dropdown menus for Work Package and/or Partner leaders, View all and/or admin tabs.
  3. All users can change their password except for the master admin account. via the account dropdown menu. These are not easily retrieved so if someone forgets their password an admin must delete the user and recreate the account.
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