FRESH Manager

The University of California, Irvine FRESH Basic Needs Hub is a student-led campus program with a mission to ensure all students have access to basic necessities. They offer a variety of services for students, including FRESH Pantry, CalFresh, Emergency Meal Swipe Program, Farm-to-Fresh Vouchers, Diaper Bank, Emergency Transportation Support, Social Worker Consultations, and the Economic Crisis Grant.

Purpose & Problem

Since FRESH must maintain loads of inventory data, patron information, appointments, applications, and more all on their own. 

FRESH continues to significantly grow in popularity every school year, yet its management technology has not matched this growth nor has scaled well to properly support the staff members.

FRESH has proposed the FRESH Manager application, which will mitigate the current struggles faced by FRESH staff, by automating inventory management, appointment scheduling, and the application process.

FRESH Manager will reduce the manual work currently required by staff and will allow them to focus on patron needs and provide patrons with a good experience at FRESH.

Scope

FRESH Manager shall serve as a central operations management web application for FRESH staff to manage applications, appointments, and inventory for the food pantry.

FRESH Manager shall also serve as an informational application for patrons and UCI students to submit applications, schedule appointments, and view information on FRESH.

This web application is beneficial because it will be a “one-stop-shop” for all things FRESH Hub.

FRESH staff will be able to use the application to handle all of the program logistics and FRESH patrons will be able to learn about FRESH and use its services.

Stakeholders Model

FRESH Staff

• High priority
• Primary users that will be actively using the application to track inventory and meet with patrons.

Patron

• High priority
• Main users will be utilizing the application to apply for appointments and get emergency necessities.

FRESH Management

• Medium priority
• Will be the one to determine the requirements functionality for the application.

UCI Administration

• In charge of managing UCI organizations.

FRESH Manager Developer

• Low priority
• Responsible to translate the requirements into a working product.

Rich Picture Diagram

Product Functions

FRESH Manager

• Shall allow UCI students to apply for services that they need and become a FRESH patron.
• Shall allow FRESH patrons to make appointments to meet with the FRESH staff in order to get any needed help.
• Shall allow FRESH staff to manage the appointment requests from the FRESH patrons, that is, to be able to accept the appointment, to deny the appointment, and also to view the detail of each appointment. 
• Shall allow FRESH staff to manage the pantry items, including adding new pantry items, remove the pantry item, view the detail of each pantry item, and input the expiration date for all the pantry items.
• Shall allow FRESH manager to manage the application requests from the students.
• Shall be able to send notification when there are new applications submitted to the system.
• Shall allow FRESH manager to generate the reports if needed.

FRESH patrons

• Shall be able to get a notification once their application gets accepted. 
• Shall be able to opt for getting notifications on the appointments status and updates. 

FRESH staff

• Shall be able to receive notifications once there are new appointment requests. 
• Shall be able to view the inventory information which contains the location and capacity for the pantry items. 

FRESH manager

• Shall be able to accept the application, deny the application, and also view the details of the application.

General Constraints

1. The application will be available in web browser including
2. Google Chrome
3. Safari
4. Microsoft Edge 
5. Mozilla Firefox
6. Being an internet based application and in order to schedule the appointment with Google Calendar API, the application qualifies a legal and stable internet connection to be used.
7. The application shall satisfy any privacy and security concerns provided by the FCC.

Assumptions & Dependencies

1. All users for the system will login with their unique UCINetID. The FRESH Manager system would be integrated with UCINetID to provide the access for login action. 
2. Reports are generated manually by the FRESH staff, they will also be sending the reports to appropriate departments manually. 
3. The update of pantry inventory will be handled by the FRESH Manager, no need to update manually. 
4. Patrons only have to attend one initial consultation even if they apply for multiple services. 
5. Social workers will have the same abilities and access as general FRESH staff. 

Apportioning of Requirements

1. Supporting mobile based applications for the system is one of the future main focus, this should increase the usage and accessibility for FRESH Manager. 
2. Expanding functionality to allow suppliers of the program to have easy access to communicate with the FRESH hub and getting and giving feedback from FRESH patrons and FRESH staff. 
3. FRESH Manager shall focus on the basic functionality for providing essential services for the patrons, and integrate more world programs into the system in the future. 
4. FRESH Manager shall be able to send notifications to the patrons for any kind of announcement or appointment and application status, patrons feedback for the program shall be added throughout the system’s lifetime and updates. 
5. Support for other UC campuses and countrywide universities to adapt FRESH Manager to their own systems. 

External Interface Requirements

Interface 1 - Patron View of FRESH Manager

• Once the patron logs in using their UCInetID, they will be able to do a list of tasks at the top of the page.
• They can apply for aid, view their active appointments, or apply to receive aid from the FRESH Hub.
• Under the section “previously requested needs”, patrons will be able to see their past history in the home tab.
• They will be able to click on the previously requested needs to view even more detailed information about those previous instances.

Interface 2 - FRESH Staff of FRESH Manager

• The staff logs in using their UCInetID and gains access to this page.
• They can see the staff announcements and be up to date on what the managers need from the staff.
• They can use the tabs at the top to view inventory, view appointments, and view applications.
• They can view inventory if they need to update the inventory or ensure that the inventory is correct.
• They can view their appointments to check the status of appointments assigned to them.
• They can review applications from new and continuing patrons and approve them if necessary.

Interface 3 - Manager view of FRESH Manager

• They will come to this home screen with a variety of options presented to them.
• The most important being the Generate Report button where it will generate a report for the month selected in the drop down menu to the left of the button.
• They will be able to view the inventory if they need to handle anything with it as well as potentially assign appointments to FRESH staff if necessary.
• They will be able to view previously generated reports in the view reports tab.

Hardware Interface

Cloud Based Server

• This server-side machine will support the FRESH Manager and will be able to support 10,000 concurrent users.
• This functionality will require the machine to have an 8 core processor as well as 64 gigabytes of ram.

Desktop/ Laptop Computer

• FRESH Manager is a web based application and as such will need to be interacted with by a desktop or laptop.
• The user’s machine will not impact the FRESH Manager system.

Mobile Devices

• FRESH Manager will be able to be accessed on mobile devices but only from web searching pages such as chrome and safari to name a few.
• The user’s mobile device will not impact the FRESH Manager system.

Software Interface

Google Cloud

• FRESH Manager will use Google Cloud to store patron data, inventory of the FRESH Hub, and the generated reports.

Google Calendar

• GRESH Manager will use Google Calendar to help facilitate patron appointments as well as distribution of need to patrons.

Google Forms

* FRESH Manger will use Google Forms to facilitate the application process and make it the primary way patrons will apply for aid for the FRESH Hub.

UCInetID

• FRESH Manager will use UCInetID to help distinguish the different users(patron, staff and managers).
• It will help with getting information about the user.

Logical Data Model

Goal-Oriented Analysis Model

Model 1 - Streamline the Appointment System

• The current system uses a number of external tools to manage different aspects of the appointment process.
• FRESH Manager shall be the central application that handles all components of an appointment.

Model 2 - Streamline in Service Application

• FRESH Manager should provide students to make applications to join the service by login to the system with their UCInetID.
• It should allow staff to login to the system to manage the applications and view the details of it.

Model 3 - Maintain Historical Data/Trends

• FRESH Manager should make the past data on patrons and pantry usage and inventory to be maintained, well organized, and easily accessible.

Model 4 - Manage Distribution of Items

• FRESH Manager should facilitate the flow of incoming and outgoing inventory efficiently.
• Patrons should be able to get what they need whilst there are various methods to refresh the inventory.

Model 5 - Maintain Accurate Inventory

• The current system is currently maintained manually which can lead to error.
• The FRESH Manager should automate all inventory management so that it is more efficient for FRESH staff and ensure that it is accurate.

Use Case Diagram

Class Diagram Model