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Scope

This is a Medicaid financial operating system for grant-dependent organizations. This web app is for a grant manager or finance director at a nonprofit or healthcare org drowning in manual work — tracking multiple grants with different reporting requirements, budget allocations, compliance deadlines, manual data entry across spreadsheets, reconciliation between grant rules and actual spend.

This will be a SaaS app with a subscription model. Users belonging to the same organization will be able to access the app and the data related to that organization, ensuring strict data isolation.

User Personas

1. Finance Director (The Auditor)

  • Pain Points: Errors in reconciliation, missing compliance deadlines, difficulty in multi-grant reporting.
  • Goals: High-level financial health oversight, automated audit trails, accurate forecasting.

2. Grant Manager (The Executor)

  • Pain Points: Manual data entry, tracking complex funder requirements, finding new funding sources.
  • Goals: Real-time spend tracking, AI-assisted grant matching, easy report generation.

3. Compliance Officer (The Gatekeeper)

  • Pain Points: Keeping up with changing state/federal regulations, document management.
  • Goals: Automated compliance checks, centralized document repository, risk mitigation.

Features

1. Grant Management

  • Centralized database for all active and historical grants.
  • Document storage for grant agreements and funder communications.
  • AI-powered grant matching to discover new funding opportunities based on organizational profile.
  • Ability to import grants from CSV files. Check for duplicates before importing.
  • Add ability to delete or edit grants.
  • Add ability to add grants manually.

2. Budget Management

  • Multi-dimensional budget tracking (by grant, by department, by category).
  • Real-time expenditure vs. allocation visualization.
  • Automated reconciliation of transactions from CSV uploads or accounting integrations.

3. Compliance Management

  • Dynamic checklist for grant-specific requirements.
  • AI-driven "Policy Scan" that reads grant agreements and extracts reporting dates/conditions.
  • Provide abiility to read uploaded documents and extract relevant information using OpenAI API.
  • Alert system for upcoming deadlines and potential risk areas.

4. Reporting & Analytics

  • Executive dashboard with key financial health metrics.
  • One-click export of data to PDF (Audit ready) and Excel (Data analysis).
  • Ability to download reports as PDF and Excel files.
  • Store reports in Supabase Storage.
  • Provide ability to share reports with other users in the organization.
  • Customizable report builders for specific funder formats.

5. Settings

  • Provide ability to change password.
  • Provide ability to change email.
  • Provide ability to change name.
  • Provide ability to view role.
  • Provide ability to view organization details.
  • Provide ability to sign out of the application.

Tech Stack

  • Frontend: Next.js 16 (App Router), React, Tailwind CSS.
  • Backend/Database: Supabase (PostgreSQL, Auth, Storage).
  • Visualization: Recharts.
  • AI: OpenAI API (GPT-4o) for document analysis and matching.

UI/UX Principles

  • Premium Material Design: Transparent glassmorphic effects, subtle shadows, and high-contrast typography.
  • Responsiveness: Full functionality on Desktop, Tablet, and Mobile.
  • Accessibility: Compliance with WCAG 2.1 standards for healthcare accessibility.

Security & Privacy

  • Tenancy: Row Level Security (RLS) in PostgreSQL to ensure no cross-org data leaks.
  • Encryption: AES-256 for data at rest, TLS 1.3 for data in transit.

Roadmap & Success Metrics

  • Phase 1 (MVP): Core management modules, basic AI matching, and CSV exports. (Current)
  • Phase 2: Direct accounting software integrations (QuickBooks, Sage), advanced AI compliance scanning.
  • Phase 3: Predictive financial forecasting, expanded marketplace for grant writers.

Testing & Verification

  • Automated unit and integration tests for core logic.
  • Browser-based end-to-end testing for critical flows (Login -> Manage Grant -> Export).
  • Manual verification of AI output accuracy.

Architectural Principles

  • Testability
  • Maintainability
  • Security
  • Production Ready

Docs to maintain

  • BUILD_LOG.md: Chronological tracking of build progress.
  • DECISIONS.md: Log of architectural and design choices.
  • AI_REFLECTION.md: Documentation of AI-assisted development and feature logic.