EMMS — Enterprise MoU Management System

A college web application for managing Memorandums of Understanding (MoUs) between faculty and companies. Two roles: Faculty (manages own MoUs) and Senior (oversees all faculty/department MoU activity).

Tech Stack

Layer	Technology
Frontend	React 19, Vite 7, Tailwind CSS v4, React Router v7
Backend	Express 5, Mongoose 9, Firebase Admin SDK (CommonJS)
Database	MongoDB Atlas
Auth	Firebase Authentication (email/password)
Storage	Local file storage via Multer (PDF uploads, max 10 MB)

Getting Started

Prerequisites

• Node.js (v18+)
• MongoDB Atlas cluster (or local MongoDB)
• Firebase project with Authentication enabled

1. Clone & install

git clone <repo-url> && cd EMMS

# Install server dependencies
cd server && npm install

# Install client dependencies
cd ../client && npm install

2. Environment variables

Server — create server/.env:

PORT=5001
MONGO_URI=mongodb+srv://<user>:<password>@<cluster>.mongodb.net/<db>
FIREBASE_SERVICE_ACCOUNT_PATH=./serviceAccountKey.json

MongoDB passwords with special characters must be URL-encoded (@ → %40, # → %23).

Place your Firebase service account key JSON at server/serviceAccountKey.json.

Client — create client/.env:

VITE_FIREBASE_API_KEY=...
VITE_FIREBASE_AUTH_DOMAIN=...
VITE_FIREBASE_PROJECT_ID=...
VITE_FIREBASE_STORAGE_BUCKET=...
VITE_FIREBASE_MESSAGING_SENDER_ID=...
VITE_FIREBASE_APP_ID=...

3. Run

Both servers must run simultaneously. The client proxies /api requests to the backend via Vite config.

# Terminal 1 — Server (from /server)
npm run dev          # node --watch src/server.js on port 5001

# Terminal 2 — Client (from /client)
npm run dev          # Vite dev server with HMR

Note: macOS AirPlay occupies port 5000, so the server uses port 5001.

Project Structure

EMMS/
├── client/
│   └── src/
│       ├── components/        # Reusable UI (MouCard, Navbar, FileUpload, etc.)
│       ├── contexts/          # AuthContext — Firebase auth state + role routing
│       ├── hooks/             # useApi — Axios instance with auto token injection
│       ├── pages/
│       │   ├── auth/          # Login, Register
│       │   ├── faculty/       # Dashboard, MoU submission/edit, Org search
│       │   └── senior/        # Dashboard, Faculty list, Org MoU review
│       ├── services/          # API service utilities
│       ├── utils/             # Constants (enums), date helpers
│       └── config/            # Firebase client config
│
└── server/
    └── src/
        ├── controllers/       # Route handlers (auth, mou, activity, admin, org, upload)
        ├── models/            # Mongoose schemas (User, Mou, Activity, GracePeriod, Organisation)
        ├── routes/            # Express route definitions
        ├── middleware/        # Auth (Firebase verify), role guard, error handler
        ├── services/          # Business logic (inactivity detection)
        ├── utils/             # Standardised API response helper
        └── config/            # DB, Firebase Admin, env config

Features

Faculty

• Dashboard — active/expired/renewed MoU stats, upcoming expirations
• Submit MoUs — create MoUs with organisation search or creation, upload signed PDF copies
• Edit & Renew — update active MoUs, renew expired ones (creates a new MoU linked to the original)
• Activity Logging — log meetings, workshops, exchanges, lectures, internships, etc.
• Grace Periods — view grace periods issued by senior users

Senior (Admin)

• Dashboard — system-wide stats with department breakdown
• Faculty Oversight — browse all faculty, filter by department, view individual MoU portfolios
• Inactivity Detection — identify faculty with no MoU interaction in 90+ days
• Grace Periods — issue, track, and manage grace periods for inactive faculty
• Organisation Review — view all MoUs associated with a given organisation

Authentication & Authorization

1. Firebase handles signup/login (email/password) on the client
2. Axios interceptor in useApi.js attaches Authorization: Bearer <firebaseIdToken> to every request
3. Server authMiddleware verifies the token via Firebase Admin SDK and resolves the MongoDB user
4. roleMiddleware gates admin endpoints to senior role only
5. Frontend ProtectedRoute and RoleRoute components enforce auth and role-based access

Key Business Logic

Inactivity Tracking

Mou.lastInteractionDate is denormalized — updated inline whenever an activity is logged. The inactivity service queries MoUs where lastInteractionDate is older than 90 days to surface stale records on the senior dashboard.

MoU Renewal

Renewal creates a new MoU document with renewedFrom pointing to the previous one. The old MoU's status changes to renewed, preserving full history.

Auto-Expiration

A Mongoose pre-hook on find/findOne automatically marks MoUs as expired when their expiryDate has passed.

Grace Period Auto-Resolution

Logging an activity on an MoU automatically resolves any active grace periods associated with it.

API Overview

All endpoints return { success, message, data }.

Route	Auth	Description
POST /api/auth/register	Firebase	Register new user
GET /api/auth/me	Auth	Current user profile
POST /api/mous	Auth	Create MoU
GET /api/mous	Auth	List user's MoUs
PUT /api/mous/:id	Faculty	Update active MoU
POST /api/mous/:id/renew	Auth	Renew MoU
POST /api/activities	Auth	Log activity
GET /api/activities/mou/:mouId	Auth	Activities for a MoU
POST /api/organisations	Auth	Create organisation
GET /api/organisations	Auth	Search organisations
GET /api/admin/dashboard/stats	Senior	Dashboard statistics
GET /api/admin/faculty	Senior	List all faculty
GET /api/admin/inactive-faculty	Senior	Faculty inactive 90+ days
POST /api/admin/grace-periods	Senior	Issue grace period
POST /api/uploads/file	Auth	Upload signed MoU PDF
GET /api/health	None	Health check

Data Models

• User — firebaseUid, email, name, department, designation, role (faculty/senior)
• Mou — title, faculty, organisation, signedCopyUrl, status, signedDate, expiryDate, renewedFrom, lastInteractionDate
• Organisation — name, type (industry/academic/government/ngo/other), contactPerson, contactEmail
• Activity — mou, faculty, type (meeting/workshop/student_exchange/...), description, date
• GracePeriod — mou, faculty, issuedBy, reason, graceDays, deadline, status (active/resolved/escalated)

Available Scripts

# Server (from /server)
npm run dev          # Development with file watching
npm start            # Production

# Client (from /client)
npm run dev          # Vite dev server
npm run build        # Production build
npm run lint         # ESLint
npm run preview      # Preview production build