Terms of Reference
Institutional Linkages and Special Projects (ILSP) Portal
1. System Overview
The Institutional Linkages and Special Projects (ILSP) Portal is an end-to-end platform for managing institutional collaborations, including MOAs and MOUs. Built for the Central Bicol State University of Agriculture (CBSUA), the system provides workflow automation, legal oversight, compliance monitoring, and coordinated engagement across internal offices and external partner institutions.
2. Scope of the System
The portal covers the full lifecycle of linkages and special projects: initiation, drafting, review, legal verification, approval, execution, and monitoring. It serves as the university’s centralized platform for record management, collaboration, and governance of institutional partnerships.
3. User Roles and Responsibilities
Director
Provides executive oversight, monitors high-level dashboard performance, and authorizes major workflow progression and institutional decisions.
Legal Officer
Performs legal review of agreement drafts, verifies compliance documents, identifies legal risks, and supports approval readiness.
Coordinator
Manages operational workflow execution, initiates records, coordinates stakeholders, tracks compliance tasks, and facilitates communication.
Partner
Represents external institutions, participates in assigned workflows, submits required documents, and engages in record discussions.
System Administrator
Administers organization units, personnel, workflow protocols, role scopes, and platform-wide access governance.
4. Core Functional Modules
Dashboard
Role-aware analytics interface with cards, charts, records overview, pending action summaries, and operational indicators.
Workflow Management
Kanban-style board for Institutional Linkages and Special Projects, with records organized by workflow nodes and stage progression.
Memo / Agreement Editor
Rich-text document editor for MOA/MOU drafting with formatting controls, print support, inline commenting, and reusable templates.
Requirement Protocol
Stage-bound compliance checklist ensuring required deliverables are completed before record advancement.
Discussions
Record-level communication channel with contextual comment markers and collaborative review support.
Version Registry
Version history for agreement content, allowing traceability of revisions and continuity of drafting decisions.
Document Vault
Managed repository for supporting documents and attachments tied to records and workflows.
SWOT Analysis
AI-assisted strengths, weaknesses, opportunities, and threats generation based on record memo content.
Calendar / Period Management
Schedule tracking for records, requirements, and discussion milestones through defined date ranges.
Registry Master
Partner institution verification workspace for reviewing pending registrations and managing approved organizations.
Organization Manager
Administrative console for unit management, personnel provisioning, workflow protocols, and role-scope configuration.
5. Access Control and Permission Model
The system uses role-based access control (RBAC) with a module-level scope matrix and resource-level access records. Permissions govern dashboard access, workflow usage, registry functions, organization administration, protocol management, stage advancement, SWOT visibility, and role management. A scoped access list is refreshed per user session to enforce least-privilege visibility.
6. Workflow and Agreement Lifecycle
Each record progresses through defined workflow nodes. Lifecycle activities include: creation and stakeholder assignment, drafting and iteration of memo content, collaborative and legal review, compliance completion, stage advancement, and post-approval monitoring. Advancement is controlled by requirement completion and authorized role permissions.
7. Partner Institution Registration and Verification
External organizations submit registration details through the sign-up interface, including institution profile and liaison information. Applications enter the verification queue, where authorized users may approve, decline, or request supporting documents prior to granting partner access.
8. Data Objects and Record Categories
Record Types
Institutional Linkage and Special Project records are managed through a shared workflow framework.
Memos
Versioned document bodies containing the core agreement text and revision lineage.
Compliances
Requirement completion data tied to workflow nodes and record readiness.
Discussions
Threaded messages and comment metadata linked to document selections.
Documents
Uploaded files and reference artifacts associated with records and stakeholders.
Action Items
Backlog tasks generated for users, routed to actionable pages and tracked by resource type.
Periods
Date windows associated with records, requirements, and discussion schedules.
9. Technology and Architecture Baseline
Frontend Framework
Nuxt 4 (Vue) with modular page/layout architecture.
UI Layer
Nuxt UI components and Tailwind-based styling.
State Management
Pinia stores with persisted client state for session and filters.
Editor Engine
Tiptap editor with toolbar handlers and marker interactions.
Validation
Zod-based schema validation on core form workflows.
API Integration
Generic BaseAPI pattern supporting CRUD, search, includes, pagination, sorting, and scoped data requests.
Visualization
ApexCharts integration for dashboard and distribution metrics.
Deployment
Container-ready setup with Docker and docker-compose.
10. Security, Governance, and Auditability
Authentication is token-based, and unauthorized API states trigger user session reset behavior. Access is governed through role scopes and per-resource access entries. Legal and operational traceability is supported by version history, action-item tracking, and workflow-linked activity records.