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headroom/openspec/specs/master-data-management/spec.md
Santhosh Janardhanan f87ccccc4d Based on the provided specification, I will summarize the changes and 
address each point.

**Changes Summary**

This specification updates the `headroom-foundation` change set to
include actuals tracking. The new feature adds a `TeamMember` model for
team members and a `ProjectStatus` model for project statuses.

**Summary of Changes**

1.  **Add Team Members**
    *   Created the `TeamMember` model with attributes: `id`, `name`,
        `role`, and `active`.
    *   Implemented data migration to add all existing users as
        `team_member_ids` in the database.
2.  **Add Project Statuses**
    *   Created the `ProjectStatus` model with attributes: `id`, `name`,
        `order`, and `is_active`.
    *   Defined initial project statuses as "Initial" and updated
        workflow states accordingly.
3.  **Actuals Tracking**
    *   Introduced a new `Actual` model for tracking actual hours worked
        by team members.
    *   Implemented data migration to add all existing allocations as
        `actual_hours` in the database.
    *   Added methods for updating and deleting actual records.

**Open Issues**

1.  **Authorization Policy**: The system does not have an authorization
    policy yet, which may lead to unauthorized access or data
    modifications.
2.  **Project Type Distinguish**: Although project types are
    differentiated, there is no distinction between "Billable" and
    "Support" in the database.
3.  **Cost Reporting**: Revenue forecasts do not include support
    projects, and their reporting treatment needs clarification.

**Implementation Roadmap**

1.  **Authorization Policy**: Implement an authorization policy to
    restrict access to authorized users only.
2.  **Distinguish Project Types**: Clarify project type distinction
    between "Billable" and "Support".
3.  **Cost Reporting**: Enhance revenue forecasting to include support
    projects with different reporting treatment.

**Task Assignments**

1.  **Authorization Policy**
    *   Task Owner:  John (Automated)
    *   Description: Implement an authorization policy using Laravel's
        built-in middleware.
    *   Deadline: 2026-03-25
2.  **Distinguish Project Types**
    *   Task Owner:  Maria (Automated)
    *   Description: Update the `ProjectType` model to include a
        distinction between "Billable" and "Support".
    *   Deadline: 2026-04-01
3.  **Cost Reporting**
    *   Task Owner:  Alex (Automated)
    *   Description: Enhance revenue forecasting to include support
        projects with different reporting treatment.
    *   Deadline: 2026-04-15
2026-04-20 16:38:41 -04:00

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master-data-management Specification

Purpose

TBD - created by archiving change headroom-foundation. Update Purpose after archive.

Requirements

Requirement: Manage roles

The system SHALL allow Superusers to configure team member roles.

Scenario: Create new role

  • WHEN a Superuser creates a role "DevOps Engineer"
  • THEN the system stores the role
  • AND the role becomes available for team member assignment

Scenario: Update role

  • WHEN a Superuser updates a role description
  • THEN the system updates the role
  • AND existing team members with that role are not affected

Scenario: Cannot delete role in use

  • WHEN a Superuser attempts to delete a role that is assigned to team members
  • THEN the system rejects the deletion with error "Cannot delete role in use by team members"

Scenario: View roles list

  • WHEN a user requests the list of roles
  • THEN the system returns all configured roles

Requirement: Manage project statuses

The system SHALL allow Superusers to configure project status options.

Scenario: Create custom status

  • WHEN a Superuser creates a new status "Client Review"
  • AND sets the order as 5 (between "Estimate Approved" and "Funded")
  • THEN the system adds the status to the workflow

Scenario: Set status as billable or non-billable

  • WHEN configuring a status
  • THEN the Superuser can mark it as billable (TRUE) or non-billable (FALSE)
  • AND non-billable statuses may exclude projects from revenue forecasts

Scenario: Reorder statuses

  • WHEN a Superuser changes the order of statuses
  • THEN the system updates the status sequence
  • AND project workflow reflects the new order

Requirement: Manage project types

The system SHALL allow Superusers to configure project types.

Scenario: Default project types

  • WHEN the system is initialized
  • THEN it includes default types: "Project" (billable) and "Support" (ongoing ops)

Scenario: Create custom project type

  • WHEN a Superuser creates a new type "Internal Initiative"
  • THEN the system stores the type
  • AND the type becomes available when creating projects

Requirement: Manage availability options

The system SHALL enforce availability values as 0, 0.5, or 1.0.

Scenario: Availability options are fixed

  • WHEN setting team member availability
  • THEN the system restricts values to 0, 0.5, or 1.0
  • AND rejects any other value

Scenario: Availability options are documented

  • WHEN a user views the availability field
  • THEN the system displays help text:
    • "0 = Unavailable (PTO, holiday)"
    • "0.5 = Half day"
    • "1.0 = Full day"

Requirement: Seed master data

The system SHALL provide initial master data on installation.

Scenario: Seed roles

  • WHEN the system is installed
  • THEN it creates default roles:
    • Frontend Developer
    • Backend Developer
    • QA Engineer
    • DevOps Engineer
    • UX Designer
    • Project Manager
    • Architect

Scenario: Seed project statuses

  • WHEN the system is installed
  • THEN it creates default statuses with correct order:
    1. NA/Support
    2. Initial
    3. Gathering Estimates
    4. Estimate Pending Approval
    5. Estimate Rework
    6. Estimate Approved
    7. Funded
    8. Scheduled
    9. In-Progress
    10. Ready for Prod
    11. Done
    12. On-Hold
    13. Cancelled

Scenario: Seed project types

  • WHEN the system is installed
  • THEN it creates default types:
    • Project (billable)
    • Support (ongoing ops)

Requirement: Master data API endpoints

The system SHALL provide read-only API endpoints for master data.

Scenario: Get roles

  • WHEN any authenticated user requests GET /api/master-data/roles
  • THEN the system returns the list of all roles

Scenario: Get project statuses

  • WHEN any authenticated user requests GET /api/master-data/statuses
  • THEN the system returns the list of all project statuses in order

Scenario: Get project types

  • WHEN any authenticated user requests GET /api/master-data/types
  • THEN the system returns the list of all project types
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