Administrator's Operations Guide

System configuration, user management, reporting period locking, KPI configuration, and export job management.

1. Your Admin Capabilities

Capability	Description
manage_publications	Lock/unlock publications
manage_grants	Lock grants, override any action
manage_policies	Archive policies
manage_ip_disclosures	Override IP workflow
manage_revenue_lines	Lock revenue data
manage_capacity_building	Override activities
manage_funding_programmes	Create/edit funding programmes
manage_kpi_definitions	Configure KPIs
manage_export_jobs	Full export access
view_system_health	System monitoring
manage_users	User lifecycle

2. Reporting Period Management

Reporting periods define when submissions are collected for HEC reporting.

2.1 Creating a Reporting Period

1. Go to Settings → Reporting Periods
2. Click Add Period
3. Fill in: Code (e.g., FY2024-25), Label, Start Date, End Date
4. Click Save

2.2 Locking a Reporting Period

To lock:

1. Go to Settings → Reporting Periods
2. Find the period you want to lock
3. Click Lock Period
4. Confirm the action

When a period is locked:

• All submissions in that period move to "Locked" state
• Researchers cannot edit their submissions
• ORIC staff can only view, not edit
• Data is ready for HEC export

2.3 What Gets Locked

Module	Affected Records
Publications	All approved publications in period
Grants	All grants in period
Policies	All published policies
IP Disclosures	All IP records
Revenue	All revenue lines
Capacity Building	All activities

3. User Management

3.1 Creating Users

1. Go to Admin → Users
2. Click Add User
3. Enter username, email, select role
4. Set initial password (must be changed on first login)

3.2 Role Assignment

Role	Use For
admin	System administrators
oric_staff	ORIC processing staff
employee	Researchers, faculty
leadership	VC, Deans, management
supervisor	Department heads

3.3 Supervisory Hierarchy

Set reports_to for each user to enable:

• Supervisor review capabilities
• Escalation of notifications
• Delegation of approvals

4. Export Jobs

Export jobs generate reports for HEC submission.

4.1 Available Exports

Export Type	Description
Scorecard	Complete HEC scorecard (all sections)
Annex-A Bundle	Institutional profile, ORIC staff, committees
Annex-B Bundle	Grants, funding, overhead
Annex-C Bundle	Policies, IP, patents
Annex-D Bundle	Revenue, capacity building
Publications	ICT-2 publication list
KPI Report	Calculated KPIs for period

4.2 Running an Export

1. Go to Export → Create Job
2. Select export type
3. Select reporting period
4. Choose format (CSV/JSON)
5. Click Queue Export

Exports run in the background. You'll receive a notification when complete.

5. KPI Configuration

Configure KPIs for institutional tracking:

1. Go to Admin → KPI Definitions
2. Add or edit KPI definitions
3. Set formula, threshold, category
4. Mark active/inactive

6. Notification Rules

Configure who receives which notifications:

1. Go to Admin → Notification Rules
2. Configure event → role mapping
3. Set channel preferences (email, push, in-app)

7. System Health

Monitor:

• Database status
• Email queue status
• Export queue status
• Disk usage
• Last successful backup

8. Database Migrations

To apply pending migrations:

1. Go to Admin → Migrations
2. Review pending migrations
3. Click Apply

9. Backup & Recovery

Regular backups should include:

• Database dump (SQL)
• File storage (/storage/uploads)
• Configuration (.env)

See BACKUP_AND_RECOVERY.md for detailed procedures.

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Related Documentation: Backup & Recovery | Operations Runbook | Role Permissions