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Staff Device Refresh Operations Portal

Give technicians a clear, role-filtered view of refresh work without manual reconciliation. It ingests SQL extracts of staff/devices; role/site access config sheet and produces filtered technician views; swap lists; status snapshots.

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Type
System
Lifecycle
Active
Last touched
2025-10-25 (workflow defined)
Visibility
Public
Why it's showcased

Shows a human-centered operational interface that turns raw extracts into technician-ready action lists.

Purpose

Give technicians a clear, role-filtered view of refresh work without manual reconciliation.

Current state

Workflow defined: SQL extract to Sheet, Apps Script web app, embedded in Sites with config-driven access control.

Next step

Add operational telemetry for swaps completed, remaining by site, and daily work lists.

Interfaces

Inputs
  • SQL extracts of staff/devices
  • role/site access config sheet
Outputs
  • filtered technician views
  • swap lists
  • status snapshots

Reality to Action trace

Reality Ingestion

Contributes in this stage.

Canonical Storage

Contributes in this stage.

Automation Engines

Not in scope.

Human Interfaces

Contributes in this stage.

Operational Adoption

Contributes in this stage.

Core workflow

  1. Run SQL extract for staff-device assignments.
  2. Load refreshed data into the canonical Sheet.
  3. Maintain role/site access rules in a config sheet.
  4. Apps Script filters data per user and renders views.
  5. Publish the web app and embed in Sites.
  6. Technicians action swaps and update status fields.
  7. Publish daily swap lists and summary counts.

Data integrity and contracts

Canonical schema definitions

  • Staff/device extract schema (staff ID, device serial, site, status).
  • Role/access config schema (email, role, site scope).
  • Status field definitions and allowed values.
  • Swap list output schema used by technicians.

Source of truth rules

  • SQL extract is canonical for staff-device assignments.
  • Access config sheet is authoritative for visibility rules.
  • Status updates in the sheet are the operational record.

Data quality checks

  • Validate extract row counts against prior runs.
  • Check for missing serials or staff IDs.
  • Ensure site codes align with access config.
  • Flag stale data by refresh timestamp.

Safe handling

  • Restrict Sheets and Sites access by role.
  • Avoid exposing PII in public links.
  • Use service accounts with least privilege.

Downstream integration map

  • Technician daily worklists.
  • Leadership progress dashboards.
  • Ticketing follow-up workflows.

Artifacts

  • UI screenshots
  • Role config example
  • Sample extract schema
  • Workflow diagram

Operational notes

Constraints and scars

  • Sheets are a pragmatic datastore, optimized for adoption over purity.

Reliability posture

Repeatable extracts and a UI that reduces operator error.

Observability

  • sheet revision history
  • script logs (basic)

Security and privacy

Role-based filtering to prevent cross-site visibility leakage.

Dependencies

Upstream
  • Snipe-IT and/or asset DB
  • staff roster truth
Downstream
  • device swap workflow
  • ticketing/appointments (adjacent)

Ownership

Owners

Josh Barton

Users

IT technicians, site support, IT leadership, Josh Barton (owner)

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