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TRE Platform Admin

Overview

The TRE Platform Admin App streamlines the management of users, projects, budgets, and system operations. It empowers administrators with tools to efficiently allocate resources, enforce security policies, track expenditures, and ensure financial compliance.

  • Users – Manage user onboarding, assignments, and permissions.
  • Projects – Oversee and manage all active projects.
  • Budget – Configure and allocate budgets across the organization.
  • Cost – Analyze financial expenditures and trends.
  • Audit Logs – Track and maintain user activity logs.
  • Setting – user can enable and disable the setting for approval, budget and notifications.

Users

The Users section allows admins to manage user accounts within the platform. Admins can onboard new users, assign them to projects, and configure user-specific settings.

Admins have the ability to:

  1. Create New Users: Add users by entering essential details like email, username, display name, UID, and GID.
  2. Onboard Users: Assign existing users to projects and manage their access levels.
  3. Add Metadata: Use labels and properties to classify users effectively.

View User Creation Process

Steps to Create a User

  1. Navigate to the "User" section.
  2. Click on "Add New User".
  3. Enter the Email (required and non-editable after creation; must be valid).
  4. Enter the Username (used for system resources; must meet length and character constraints).
  5. Provide a Display Name (alphanumeric characters and spaces allowed).
  6. Assign UID & GID (unique identifiers for user authentication and access control).
  7. Select the Group and Department (to define the user’s organizational placement).
  8. (Optional) Add Labels & Properties (metadata for enhanced user management).
  9. Click Submit & Review to finalize the user profile.
  10. After creation, admins can manage permissions, track onboarding progress, and dynamically update user roles.

Projects

The Projects section offers a centralized view of all active projects, making it easy for admins to manage project teams and permissions.

Key Features:

  • View a comprehensive list of all active projects.
  • Admins can assign different roles to the user as per the requirement.

Budget Management

Organizational Structure

Before allocating budgets, an organizational structure must be created. This hierarchy can be like this ex:

  1. Organization – The highest level representing the organization.
  2. Business Units (BUs) – Divisions within the organization, such as Research and Manufacturing.
  3. Departments – Subdivisions within Business Units focusing on specific tasks.

Note: The Organization Name cannot be modified once the organization is created. Ensure the name is finalized before proceeding with the creation process.

Admins can create, modify, and manage these entities as needed.

Budget Hierarchy for Pharma Use Case

XYZ Pharma co → Group → Business Unit (BU)

Once this organizational structure is created, users will see separate tabs for each entity, such as Groups and BUs under "Organization Structure" screen.

Steps to Define Budget Structure

1. Create Groups

  • Navigate to the "Organization Structure" screen.
  • Click on the "Add New" button under the Group section.
  • Enter the Group name and save.

Example Groups:

Group Name
DrugDiscovery
VaccineRND

2. Create Business Units (BUs) under Each Group

  • On the "Organization Structure" screen.
  • Click on the "Add New" button under the Business Unit (BU) section.
  • Enter the BU name and associate it with the respective Group.

Example Business Units:

Group Name Business Unit (BU) Name
DrugDiscovery OncologyRND
VaccineRND GeneTherapy

Budget Allocation

Once the organization structure is defined, administrators can allocate budgets across various units. The budgeting process involves:

  • Annual and Quarterly Allocations – Budget distribution based on financial planning.
  • Team-Specific Budgets – Ensuring that resources are assigned appropriately to different teams.
  • Modification and Tracking – Allowing adjustments to allocations and monitoring budget usage over time.

3. Budget Allocation

Once all entities (Groups and BUs) are created, users should proceed to the Budget Screen to allocate budgets at different levels.

Steps to Budget Allocation:

  1. Navigate to the "Budget" screen.
  2. Click on the "Add New" button to create a new budget.
  3. Enter the Budget Name, Period, and Year, then save.
  4. Allocate the budget at the following levels:
    • Group Level – Assign a budget to each group.
    • BU Level – Allocate budgets for each Business Unit.
    • User Level – Define individual budgets for specific users.

Budget Hierarchy Table

Organization Name Group Name Business Unit Name Assigned User
XYZ Pharama co DrugDiscovery OncologyRND User1
XYZ Pharama co VaccineRND GeneTherapy User2

Budget Allocation Table

Name Applies To Year Amount (\$) Period
Group - DrugDiscovery DrugDiscovery 2025 15,000 Annually
Group - VaccineRND VaccineRND 2025 12,000 Annually
Business Unit - OncologyRND OncologyRND 2025 8,000 Annually
Business Unit - GeneTherapy GeneTherapy 2025 7,000 Annually
User - User1 User1 2025 4,000 Annually

Budget Hierarchy for Research Institute

Research Institute → Group → Department

Once this organizational structure is created, users will see separate tabs for each entity, such as Groups and Departments, in the system.

Steps to Define Budget Structure

1. Create Groups

  • Navigate to the "Organization Structure" screen.
  • Click on the "Add New" button under the Group section.
  • Enter the Group name and save.

Example Groups:

Group Name
Science
Technology

2. Create Departments under Each Group

  • On the "Organization Structure" screen.
  • Click on the "Add New" button under the Department section.
  • Enter the Department name and associate it with the respective Group.

Example Departments:

Group Name Department Name
Science Biology
Technology Engineering

3. Allocate Budget

Once all entities (Groups and Departments) are created, users should proceed to the Budget Screen to allocate budgets at different levels.

Steps to Allocate Budget:

  1. Navigate to the "Budget Management" screen.
  2. Click on the "Add New" button to create a new budget.
  3. Enter the Budget Name, Period, and Year, then save.
  4. Allocate the budget at the following levels:
    • Group Level – Assign a budget to each group.
    • Department Level – Allocate budgets for each Department.
    • User Level – Define individual budgets for specific users.
  5. While Allocating the budget user can set the threshold on each entity level

Budget Hierarchy Table

Organization Name Group Name Department Name Assigned User
Research Institute Science Biology User1
Research Institute Technology Engineering User2

Budget Allocation Table

Name Applies To Year Amount (\$) Period
Group - Science Science 2025 10,000 Annually
Group - Biology Biology 2025 5,000 Annually
Department - Technology Technology 2025 10,000 Annually
Department - Engineering Engineering 2025 5,000 Annually
User - User1 user1 2025 3,000 Annually

Budget Exceed Alert Notification

In order to maintain budget control, admins should be alerted when budgets are exceeded. Here's how the alert system can work:

  1. Setting Budget Thresholds:
  2. During the budget allocation process, admins can set a budget threshold for departments, groups, and users. This threshold is a percentage of the allocated budget that, once reached, will trigger an alert to the admin.
  3. For example, the threshold can be set to 90%, meaning when spending reaches 90% of the allocated budget, the system will notify the admin.

  4. Admins can adjust the threshold for each entity based on their preferences or the importance of budget control in different areas.

  5. Real-Time Alerts:

  6. Whenever a department, group, or user exceeds its allocated budget or reaches the predefined threshold, the system should send an instant alert notification to the admin.

  7. Notifications can be sent via email or dashboard notifications to ensure the admin is aware of the overage in real-time.

  8. Alert Criteria:

  9. An alert is triggered when spending exceeds 90% of the allocated budget, based on the set threshold. This gives the admin time to assess the situation before the budget is fully exceeded.

  10. If the budget is exceeded by 100%, a final alert is triggered to notify the admin about the breach.

  11. Notification Details:

  12. The notification should include detailed information about the overage, such as:
    • The entity (department, group, or user) that has exceeded the budget.
    • The amount by which the budget was exceeded.
    • The current usage vs. allocated budget for clarity.
    • A link to the detailed budget report or management page where the admin can review the budget allocation.

Deletion Process for Budget Entities

When it becomes necessary to delete any entity (organization, business unit, department, etc.), the deletion process should follow a specific order to avoid errors and ensure that dependent entities are handled properly. The steps for deletion are as follows:

  1. Delete Dependent Entities First:

  2. Before deleting an entity, ensure that all dependent entities are deleted first. For instance:

    • If a department has budget allocations or users assigned, the users must be deleted first.
    • If a business unit has departments under it, those departments must be deleted before the business unit itself can be removed.

  3. Entity Deletion Order:

  4. Users should be deleted before Departments.
  5. Departments should be deleted before Business Units (BUs).
  6. Business Units (BUs) should be deleted before the Organization.

Note: Deleting an entity that still has dependencies (such as assigned budgets or users) can result in errors and data inconsistency. Always ensure that dependent entities are removed first before attempting to delete the parent entity.

Cost

The Cost section enables admins to monitor financial expenditures efficiently. Features include:

  • Overall Expense Tracking – View spending across different groups and departments.
  • Filtering Options – Analyze cost trends over different timeframes.
  • Spending Patterns – Identify trends to optimize financial decision-making.
  • Cost Distribution Overview – Breakdown of cost allocation across teams and projects.

Audit Logs

The Audit Logs section maintains a detailed record of system activities, including:

  • User Actions – Track changes made by admins and users.
  • Modification History – Maintain transparency of project updates and role changes.
  • Access Logs – Monitor login and authentication attempts.
  • Security Audits – Identify potential risks and compliance issues.

Settings

The Settings section allows admins to configure features related to project management. There are four primary tabs, each with toggle options.

  1. Enable Notifications: Users receive notifications for events like:

    • Batch Job Run: Success, Partial Success, Failed, Error, Terminated
    • Budget: Warning
    • Data Copy Run: Success, Failed, Error
    • Upload: Success, Approved, Failed, Pending, Pending Approval, Denied
    • Download: Success, Approved, Failed, Pending, Pending Approval, Denied
    • Job Run: Success, Failed, Error, Terminated

  2. Enable Budget Control: Prevents users from creating or receiving resources if the budget is exceeded.

    • Limits: Budget warnings and restrictions will apply to the following:
    • My File: Upload, Download
    • Workstation: Upload, Download, Create

  3. Approval

  4. Enable Approval Workflow: Requires approval for actions like:

    • My File: Upload, Download
    • Workstation: Upload, Download, Create

  5. Enable Metadata Management: Requires tracking and association of metadata with uploaded files and resources.

Conclusion

The TRE Platform Admin App streamlines the administration of the platform budget management, and robust financial oversight. - Ensure secure user access and compliance.
- Maintain financial control through real-time budget tracking and alerts.
- Enhance decision-making with cost analysis and audit logs.
- Customize system settings to align with organizational requirements.