Etda Committee import integration

.envrc.example

@@ -0,0 +1,15 @@
+# Example environment variables for FAMS Tools
+# Copy this file to .envrc and replace with actual values
+
+export ETDA_API_URL="http://localhost:3000"
+export ETDA_API_TOKEN="generate_a_token_in_ETDA_console"
+export FAMS_WEBSERVICES_USERNAME
+export FAMS_WEBSERVICES_PASSWORD
+export FAMS_MAIN_USERNAME
+export FAMS_MAIN_PASSWORD
+export FAMS_BACKUPS_SERVICE_USERNAME
+export FAMS_BACKUPS_SERVICE_PASSWORD
+export FAMS_METADATA_DB_KEY
+export FAMS_S3_BUCKET_API_KEY
+export FAMS_LP_SFTP_USERNAME
+export FAMS_LP_SFTP_HOST

.gitignore

@@ -44,3 +44,4 @@ spec/examples.txt
 .envrc
 .irb_history
 .DS_Store
+CLAUDE.md

Gemfile.lock

@@ -102,8 +102,8 @@ GEM
     builder (3.3.0)
     bundle-audit (0.1.0)
       bundler-audit
-    bundler-audit (0.9.1)
-      bundler (>= 1.2.0, < 3)
+    bundler-audit (0.9.3)
+      bundler (>= 1.2.0)
       thor (~> 1.0)
     byebug (11.1.3)
     capistrano (3.18.0)
@@ -526,4 +526,4 @@ DEPENDENCIES
   whenever
 
 BUNDLED WITH
-   4.0.9
+  4.0.9

README.md

@@ -20,8 +20,8 @@ This app parses data from faculty CVs, and integrates data into Activity Insight
 ## Setup
 
   Add the following untracked files/folders:
-  
-  * `config/database.yml` This will be similar to `config/database.yml.sample`  
+
+  * `config/database.yml` This will be similar to `config/database.yml.sample`
   * `config/activity_insight.yml`
   * `config/integration_passcode.yml`
   * `public/log`

app/importers/committee_data/committee_xml_builder.rb

@@ -25,11 +25,14 @@ def build_xml(batch)
             committees.each do |committee|
               xml.DSL do
                 xml.ROLE committee.role
+                xml.TYPE committee.type_of_work
+                xml.COMPSTAGE committee.stage_of_completion
+                xml.DTY_START committee.start_year
+                xml.DTY_END committee.completion_year if committee.completion_year
 
                 xml.DSL_STUDENT do
                   xml.FNAME committee.student_fname
                   xml.LNAME committee.student_lname
-                  xml.DEG committee.degree_type
                   xml.TITLE committee.thesis_title
                 end
               end

app/importers/committee_data/etda_importer.rb

@@ -0,0 +1,81 @@
+require 'etda/committee_records_client'
+
+module CommitteeData
+  class EtdaImporter
+    class DegreeTypeError < RuntimeError; end
+
+    def import_all
+      Faculty.find_each do |faculty|
+        import_for_faculty(faculty)
+      rescue Etda::CommitteeRecordsClient::CommitteeRecordsClientError => e
+        Rails.logger.error("Failed to import committees for #{faculty.access_id}: #{e.message}")
+      end
+    end
+
+    private
+
+    def import_for_faculty(faculty)
+      result = Etda::CommitteeRecordsClient.new.faculty_committees(faculty.access_id)
+      committees_data = result[:data]['committees']
+
+      committees_data.each do |committee|
+        next unless within_last_six_months?(committee['approval_started_at'])
+
+        normalized_role = CommitteeRoleNormalizer.normalize(committee['role'])
+
+        faculty.committees.create!(
+          student_fname: committee['student_fname'],
+          student_lname: committee['student_lname'],
+          role: normalized_role,
+          thesis_title: committee['title'],
+          type_of_work: map_type_of_work(committee['degree_type']),
+          stage_of_completion: determine_completion_stage(
+            committee['final_submission_approved_at']
+          ),
+          start_year: extract_year(committee['approval_started_at']),
+          completion_year: extract_year(committee['final_submission_approved_at'])
+        )
+      end
+
+      Rails.logger.info("Imported #{committees_data.length} committees for #{faculty.access_id}")
+    end
+
+    def map_type_of_work(degree_type)
+      return nil if degree_type.blank?
+
+      case degree_type.strip
+      when 'Master Thesis'
+        "Master's Committee"
+      when 'Dissertation'
+        'Dissertation Committee'
+      when 'Thesis'
+        'Undergraduate Honors Thesis'
+      when 'Final Paper'
+        "Master's Paper Committee"
+
+      else
+        raise DegreeTypeError, "Unexpected Degree Type: #{degree_type.strip}"
+      end
+    end
+
+    def extract_year(date_string)
+      return nil if date_string.blank?
+
+      Date.parse(date_string).year
+    rescue ArgumentError
+      nil
+    end
+
+    def within_last_six_months?(date_string)
+      return false if date_string.blank?
+
+      Date.parse(date_string) >= 6.months.ago
+    end
+
+    def determine_completion_stage(final_submission_approved_at)
+      return 'Completed' if final_submission_approved_at.present?
+
+      'In Process'
+    end
+  end
+end

app/jobs/activity_insight_committee_job.rb

@@ -1,6 +1,6 @@
 class ActivityInsightCommitteeJob < ApplicationJob
-  def integrate(params)
-    target = params[:target]
+  def integrate(target)
+    CommitteeData::EtdaImporter.new.import_all
 
     builder   = CommitteeData::CommitteeXmlBuilder.new
     xml_enum  = builder.xmls_enumerator
@@ -12,6 +12,6 @@ def integrate(params)
   private
 
   def name
-    'Committee Membership Integration'
+    'Committee Integration'
   end
 end

app/jobs/application_job.rb

@@ -86,5 +86,6 @@ def delete_all_data
     Yearly.delete_all
     ComEffort.delete_all
     ComQuality.delete_all
+    Committee.delete_all
   end
 end

app/services/committee_role_normalizer.rb

@@ -0,0 +1,25 @@
+class CommitteeRoleNormalizer
+  PRIORITY_REGEX = [
+    ['Co-Chairperson', %r{(co[-\s]?chair|co[-\s]?chairperson|committee chair/co-chair)}i],
+    ['Chairperson', /(chairperson|chair of committee|committee chair|chair.)/i],
+    ['Co-Advisor', /(co[-\s]?dissertation\s*advis(or|er)|co[-\s]?advisor)/i],
+    ['Advisor', /(dissertation\s*advis(?:o?r|er)|advis(?:o?r|er))/i],
+    ['Supervisor', /supervisor/i],
+    ['Mentor', /mentor/i],
+    ['Second Reader', /second\s+reader/i],
+    ['Reader', /reader/i],
+    ['Member', /(member|rep|represent|representative|substitute)/i]
+
+  ].freeze
+
+  def self.normalize(raw_name)
+    text = raw_name.to_s.strip
+    return 'Other' if text.empty?
+
+    PRIORITY_REGEX.each do |label, regex|
+      return label if text.match?(regex)
+    end
+
+    'Other'
+  end
+end

db/migrate/20260324000000_add_activity_insight_fields_to_committees.rb

@@ -0,0 +1,10 @@
+class AddActivityInsightFieldsToCommittees < ActiveRecord::Migration[7.2]
+  def change
+    change_table :committees, bulk: true do |t|
+      t.string :type_of_work
+      t.string :stage_of_completion
+      t.integer :start_year
+      t.integer :completion_year
+    end
+  end
+end

db/migrate/20260326000000_remove_degree_type_and_role_other_from_committees.rb

@@ -0,0 +1,5 @@
+class RemoveDegreeTypeAndRoleOtherFromCommittees < ActiveRecord::Migration[7.0]
+  def change
+    remove_column :committees, :degree_type, :string
+  end
+end

db/schema.rb

@@ -10,7 +10,7 @@
 #
 # It's strongly recommended that you check this file into your version control system.
 
-ActiveRecord::Schema[7.2].define(version: 2025_12_05_172036) do
+ActiveRecord::Schema[7.2].define(version: 2026_03_26_000000) do
   create_table "authors", charset: "utf8mb4", force: :cascade do |t|
     t.string "f_name"
     t.string "m_name"
@@ -58,9 +58,12 @@
     t.string "student_lname"
     t.string "role"
     t.string "thesis_title"
-    t.string "degree_type"
     t.datetime "created_at", null: false
     t.datetime "updated_at", null: false
+    t.string "type_of_work"
+    t.string "stage_of_completion"
+    t.integer "start_year"
+    t.integer "completion_year"
     t.index ["faculty_id"], name: "index_committees_on_faculty_id"
   end
 

lib/etda/committee_records_client.rb

@@ -0,0 +1,53 @@
+require './lib/etda/committee_records_client'
+require 'httparty'
+module Etda
+  class CommitteeRecordsClient
+    class CommitteeRecordsClientError < StandardError; end
+
+    def faculty_committees(access_id)
+      response = HTTParty.post(
+        "#{base_url}/api/v1/committee_records/faculty_committees",
+        headers: headers,
+        body: body(access_id)
+      )
+
+      handle_response(response)
+
+    # Tells us the error with committe records client with the error itself
+    rescue StandardError => e
+      raise CommitteeRecordsClientError, e.message
+    end
+
+    private
+
+    def base_url
+      @base_url ||= ENV.fetch('ETDA_API_URL', 'http://localhost:3000')
+    end
+
+    def api_token
+      @api_token ||= ENV.fetch('ETDA_API_TOKEN', 'abc123')
+    end
+
+    def headers
+      {
+        'X-API-KEY' => api_token,
+        'Content-Type' => 'application/json'
+      }
+    end
+
+    def body(access_id)
+      {
+        access_id: access_id
+      }.to_json
+    end
+
+    def handle_response(response)
+      raise CommitteeRecordsClientError, response.parsed_response['error'] || 'Unknown error' unless response.success?
+
+      {
+        success: true,
+        data: response.parsed_response
+      }
+    end
+  end
+end

spec/importers/committee_data/committee_xml_builder_spec.rb

@@ -4,7 +4,7 @@
   let(:xml_builder_obj) { described_class.new }
 
   describe '#xmls_enumerator' do
-    it 'returns an xml of DSL records' do
+    it 'returns an xml of DSL records with all Activity Insight fields' do
       faculty = FactoryBot.create(:faculty, access_id: 'test123')
 
       Committee.create!(
@@ -13,7 +13,10 @@
         student_lname: 'User',
         role: 'Mentor',
         thesis_title: 'Test Title',
-        degree_type: 'PhD'
+        type_of_work: 'Ph.D. Dissertation Committee',
+        stage_of_completion: 'Completed',
+        start_year: 2024,
+        completion_year: 2026
       )
 
       expect(xml_builder_obj.xmls_enumerator.first).to eq(
@@ -22,10 +25,13 @@
   <Record username="test123">
     <DSL>
       <ROLE>Mentor</ROLE>
+      <TYPE>Ph.D. Dissertation Committee</TYPE>
+      <COMPSTAGE>Completed</COMPSTAGE>
+      <DTY_START>2024</DTY_START>
+      <DTY_END>2026</DTY_END>
       <DSL_STUDENT>
         <FNAME>Test</FNAME>
         <LNAME>User</LNAME>
-        <DEG>PhD</DEG>
         <TITLE>Test Title</TITLE>
       </DSL_STUDENT>
     </DSL>
@@ -35,6 +41,27 @@
       )
     end
 
+    it 'omits DTY_END when completion year is nil' do
+      faculty = FactoryBot.create(:faculty, access_id: 'test123')
+
+      Committee.create!(
+        faculty: faculty,
+        student_fname: 'Test',
+        student_lname: 'User',
+        role: 'Mentor',
+        thesis_title: 'Test Title',
+        type_of_work: 'Ph.D. Dissertation Committee',
+        stage_of_completion: 'In Process',
+        start_year: 2024,
+        completion_year: nil
+      )
+
+      xml = xml_builder_obj.xmls_enumerator.first
+      expect(xml).to include('<DTY_START>')
+      expect(xml).not_to include('<DTY_END>')
+      expect(xml).to include('<COMPSTAGE>In Process</COMPSTAGE>')
+    end
+
     it 'handles faculty with no committees' do
       FactoryBot.create(:faculty, access_id: 'test123')
 
@@ -46,8 +73,8 @@
       faculty1 = FactoryBot.create(:faculty, access_id: 'fac1')
       faculty2 = FactoryBot.create(:faculty, access_id: 'fac2')
 
-      Committee.create!(faculty: faculty1, student_fname: 'John', student_lname: 'Doe', role: 'Mentor', thesis_title: 'Title 1', degree_type: 'PhD')
-      Committee.create!(faculty: faculty2, student_fname: 'Jane', student_lname: 'Smith', role: 'Chair', thesis_title: 'Title 2', degree_type: 'MS')
+      Committee.create!(faculty: faculty1, student_fname: 'John', student_lname: 'Doe', role: 'Mentor', thesis_title: 'Title 1')
+      Committee.create!(faculty: faculty2, student_fname: 'Jane', student_lname: 'Smith', role: 'Chair', thesis_title: 'Title 2')
 
       result = xml_builder_obj.xmls_enumerator.to_a
       expect(result.length).to eq(1)
@@ -56,8 +83,8 @@
     it 'handles faculty member with multiple committees' do
       faculty = FactoryBot.create(:faculty, access_id: 'test123')
 
-      Committee.create!(faculty: faculty, student_fname: 'John', student_lname: 'Doe', role: 'Mentor', thesis_title: 'Title 1', degree_type: 'PhD')
-      Committee.create!(faculty: faculty, student_fname: 'Jane', student_lname: 'Smith', role: 'Member', thesis_title: 'Title 2', degree_type: 'MS')
+      Committee.create!(faculty: faculty, student_fname: 'John', student_lname: 'Doe', role: 'Mentor', thesis_title: 'Title 1')
+      Committee.create!(faculty: faculty, student_fname: 'Jane', student_lname: 'Smith', role: 'Member', thesis_title: 'Title 2')
 
       xml = xml_builder_obj.xmls_enumerator.first
       expect(xml.scan('<DSL>').count).to eq(2)