ACWE Members Portal - Technical Implementation Plan

This Plan Has Been Superseded

This document represents the original technical plan which proposed a 12-week implementation timeline with external API integration.

The project was actually built using a simpler, more efficient approach. For the current technical implementation details, please see: Technical Plan (Revised)

Timeline Overview
Phase 1: Drupal 11 Upgrade (Weeks 1-3)
Phase 2: Drupal Enhancement (Weeks 4-8)
Phase 3: Integration Development (Weeks 9-10)
Phase 4: Testing (Week 11)
Phase 5: Migration & Launch (Week 12)

Copyright Compliance & Retention
Future Enhancements
Risk Mitigation
Success Metrics
Technical Specifications

Timeline Overview

Weeks 1-3

Drupal 11 Upgrade

Weeks 4-8

Enhancement

Weeks 9-10

Integration

Week 11

Testing

Week 12

Launch

Ongoing

Maintenance

Phase 1: Drupal 11 Upgrade (Weeks 1-3)

Week 1: Preparation & Assessment

Full backup of current Drupal 10 production site
Document all enabled modules with versions
Review contributed modules for D11 compatibility at drupal.org
Identify any custom modules requiring updates
Document current PHP version and server requirements
Review Drupal 11 system requirements

                        Module Documentation Command:

                        drush pm:list --type=module --status=enabled > current_modules.txt

Week 2: Dev Environment Upgrade

Clone production database to dev environment
Update composer.json for Drupal 11
Run database updates
Update all contributed modules to D11-compatible versions
Test all existing public site functionality
Fix any compatibility issues
Document all changes made

                        Upgrade Commands:

                        composer require 'drupal/core-recommended:^11' 'drupal/core-composer-scaffold:^11' 'drupal/core-project-message:^11' --update-with-dependencies

                        drush updatedb

                        drush cr

Week 3: Staging & Production Upgrade

Create staging environment (clone of production)
Deploy D11 upgrade to staging
Comprehensive testing of public site on staging
User acceptance testing with key stakeholders
Schedule production upgrade maintenance window
Execute production upgrade
Post-upgrade verification
Monitor for 48 hours

                        Critical Testing Areas:
                        Navigation and menus
Content display
Forms and user interactions
Admin functionality

                    

Phase 2: Drupal Enhancement (Weeks 4-8)

Week 4: Architecture & Planning

Define complete section list (e.g., Cornets, Trombones, Saxophones, etc.)
Define how sections are grouped for permissions
Map user roles and permissions matrix
Design content type structure
Plan taxonomy vocabularies
Document metadata mapping from music library to Drupal
Create UUID mapping strategy for integration
Design member dashboard wireframes
Plan navigation structure for members area
Plan section leader view (who's playing what part)

Dashboard Features:

All parts for member's section grouped by piece
Clear part labeling (1st, 2nd, 3rd, etc.)
Self-selection workflow

Week 5: Core Content Structure

Required Modules Installation:

Group or Organic Groups
Pathauto
Token
Admin Toolbar
Private Files Download (if needed)
Legal module (for terms acceptance tracking)

Content Type: "Sheet Music"

Fields:
• Title (text) - e.g., "Stars and Stripes Forever - 1st Cornet"
• Composer (text)
• Piece/Work name (text) - e.g., "Stars and Stripes Forever"
• Part (text) - e.g., "1st Cornet", "2nd Clarinet", "Percussion 1"
• Section (taxonomy reference) - e.g., "Cornets", "Clarinets", "Percussion"
• PDF file (private file field)
• Distribution date (date, auto-populated)
• Performance date (date, for retention tracking)
• Final performance date (date, triggers deletion notice)
• Retention status (list: Active, Post-Performance, Archived)
• Copyright holder (text: publisher or composer)
• Concert/Event (taxonomy reference) - current concert series

Taxonomy Vocabularies:

Sections:
Cornets, Trumpets, Flugelhorns, Trombones, Euphoniums, Tubas, Saxophones, Clarinets, Flutes, Oboes, Bassoons, French Horns, Percussion, etc.

Other Vocabularies:
• Concerts/Events
• Genres (optional)
• Difficulty (optional)

Week 6: User Roles & Permissions

User Roles:

Band Administrator (full access)
Section Leader (manage their section)
Cornet/Trumpet Member (sees all Cornet/Trumpet parts)
Trombone/Euphonium/Tuba Member (sees all low brass parts)
Saxophone Member (sees all Saxophone parts)
Clarinet Member (sees all Clarinet parts)
Flute/Oboe/Bassoon Member (sees all woodwind parts)
French Horn Member (sees all Horn parts)
Percussion Member (sees all Percussion parts)

                        Permission Matrix:
                        Members see ALL parts for their section (e.g., Cornet members see 1st, 2nd, 3rd Cornet)
Members self-select and download the specific part they'll play
Members can download multiple parts (e.g., to try before deciding)
Members CANNOT share, copy, or redistribute files
Section leaders can see member lists and download tracking

                    

Terms of Use Implementation:

Install Legal module or custom implementation
Create Terms of Use page with ACWE electronic music policy
Require acceptance on first login
Track acceptance date per user
Re-prompt when terms are updated
Log all acceptances for compliance records

Week 7: Member Dashboard & Views

Custom Views Creation:

"My Section's Music" - shows all parts for user's section
"By Piece" - grouped by work, showing all parts within section
"Recent Additions" - newest sheet music for current concert
"By Composer" - alphabetical listing of current repertoire

Dashboard Features:

Build member dashboard page (/members/dashboard)
Create sheet music library page (/members/music)
Add filtering/searching capabilities
Add "Part Selection" indicator (optional)
Configure sorting options
Style member area with appropriate theme/CSS
Create custom member menu/navigation
Add breadcrumbs for easy navigation
Implement automatic archival of old concerts

Music Display Features:

Display parts grouped by piece
Clear labeling of part numbers (1st, 2nd, 3rd, etc.)
Download buttons for each part
Filter views to show only "Active" status music

Week 8: Forum & Communication

Forum Setup:

Enable Forum module (or install Advanced Forum)
Create forum categories
Configure forum permissions
Create "Announcements" content type
Set up notification preferences
Configure email notifications for new announcements
Create "Latest Announcements" block for dashboard
Test forum posting and notification flow

Forum Categories:
• Announcements (admin-only posting)
• General Discussion (all members)
• Section-specific forums (by instrument)
• Repertoire Discussions
• Performance Feedback

Copyright Compliance Features:

Add Terms of Use reminder on dashboard
Create "Copyright Notice" displayed on all sheet music pages
Add watermark to downloaded PDFs (optional)
Disable right-click on PDF viewer (if using embedded viewer)
Add deletion reminder notices after final performances

Phase 3: Integration Development (Weeks 9-10)

Week 9: Drupal API Configuration

Enable JSON:API module (core)
Install and configure Simple OAuth module
Create OAuth client credentials for music library
Document API endpoints
Create API documentation for music library team
Set up API rate limiting (if needed)
Configure CORS headers (if library is separate domain)
Test API authentication flow

API Endpoints:
• File upload: /jsonapi/node/sheet_music/field_pdf
• Node creation: /jsonapi/node/sheet_music
• Node update: /jsonapi/node/sheet_music/{uuid}
• Query existing: /jsonapi/node/sheet_music?filter[...]

Week 10: Music Library Integration Code

DrupalIntegration PHP Class:

Authentication method
File upload method
Node creation method
Node update method (overwrite)
Existing node lookup method
Performance date setting
Retention status management
Error handling and logging

Metadata Mapping Configuration:

• Map library instrument IDs to Drupal section taxonomy UUIDs
• Map library part designations (1st, 2nd, 3rd, etc.) to Drupal part field
• Map concert/event IDs to Drupal taxonomy UUIDs
• Include copyright holder information
• Include performance dates for retention tracking
• Ensure unique title generation: "Piece Name - Part"

Additional Development:

Build UUID mapping table/file
Implement "find existing node" logic for overwrites
Add configuration file for Drupal credentials
Create logging system for integration operations
Add integration toggle in library UI (optional)
Write integration documentation
Implement retention workflow triggers

Phase 4: Testing (Week 11)

Integration Testing

Test authentication from music library to Drupal
Test single part upload
Test batch part upload for full concert
Test overwrite functionality
Test with various file sizes
Test with special characters in metadata
Verify proper taxonomy assignment
Verify file permissions
Test error handling and recovery
Test logging and monitoring

User Acceptance Testing

Create test user accounts for each section
Test login flow
Test member dashboard functionality
Test sheet music browsing and filtering
Test PDF download from each section's perspective
Verify permission isolation
Test forum posting and notifications
Test on mobile devices
Test with various browsers
Gather feedback from beta testers

Performance Testing

Load test with full library of sheet music
Test PDF download speed
Test page load times for music library views
Optimize database queries if needed
Set up caching strategies
Test with multiple concurrent users

Documentation:

User guide for members
Section leader guide
Administrator guide
Integration workflow
Troubleshooting guide
Copyright compliance guide

Phase 5: Migration & Launch (Week 12)

Content Migration

Prepare current concert repertoire from library
Review and clean up metadata for current season
Upload current concert music via integration
Verify all uploads completed successfully
Spot-check random samples for accuracy
Create initial forum announcements
Prepare welcome message for members

Note: Do not upload historical concerts - portal maintains only current series

User Setup & Launch

User Setup:

Create user accounts for all band members
Assign members to appropriate sections/roles
Send welcome emails with login instructions
Provide link to user guide
Schedule training session for section leaders

Soft Launch:

Enable members portal in production
Monitor error logs closely
Provide immediate support for login issues
Monitor integration logs for any failures
Gather initial feedback
Address urgent issues immediately

Training & Support

Training Activities:

Conduct virtual training session for all members
Provide one-on-one support as needed
Create FAQ based on common questions
Set up support contact method
Document lessons learned

Ongoing Maintenance:

Schedule regular Drupal updates (monthly)
Monitor integration logs (weekly)
Review site analytics (monthly)
Gather member feedback (quarterly)
Plan future enhancements based on usage

Copyright Compliance & Retention Management

Electronic Music Terms of Use

Display prominently on: First login (required acceptance), Member dashboard, Every sheet music download page

Ownership: All sheet music remains the exclusive property of Austin Civic Wind Ensemble. Copyrights remain with the publisher or composer.
Authorized Use: Limited license for rehearsals and performances with ACWE only. No sharing, copying, uploading, or distribution.
Retention and Deletion: Must permanently delete all copies and destroy printed copies after final performance.
Confidentiality: May not post, email, or make music available to others.

Technical Implementation

Terms Acceptance:

Use Legal module or custom hook_user_login implementation
Force acceptance before accessing members area
Store acceptance timestamp in user profile
Log all acceptances with IP address for compliance records
Re-prompt on any terms updates

Copyright Notices:

Display on every sheet music page
Add to PDF metadata if possible
Include in footer of download pages

Technical Safeguards:

Private file storage (not publicly accessible URLs)
File download logging
No direct file links
Session-based download tokens
Rate limiting on downloads

Retention Lifecycle

Sheet Music Lifecycle:
1. Active → Current concert series, available for download
2. Post-Performance → After final concert, 30-day deletion notice period
3. Archived → Removed from member access, admin-only historical record

Automated Actions:

When final_performance_date passes:
- Change status to "Post-Performance"
- Send email reminder to all members who downloaded
- Display deletion notice on dashboard
- Keep visible to members for 30 days
30 days after final performance:
- Change status to "Archived"
- Remove completely from member views
- Admin-only access for historical reference
- Send final deletion confirmation

New Concert Series:
When new concert is distributed, portal shows only new repertoire. Old concert automatically transitions to Post-Performance status.

Future Enhancements (Post-Launch Considerations)

Once the initial portal is established and members are comfortable with basic functionality, consider these enhancements:

Membership Management

Member dues tracking and payment status
Integration with payment processor (Stripe, PayPal, Square)
Automated payment reminders
Donation capabilities with tax receipt generation
Membership renewal notifications
Member status indicators (Active, Lapsed, Guest)

Additional Features

Event calendar with rehearsal schedule and performances
RSVP system for concerts and special events
Resource library: technique guides, practice tips, reference recordings
Member directory with contact information and networking
Photo gallery: performance photos and band history
Volunteer coordination: setup, teardown, fundraising signups
Equipment tracking and management
Uniform/concert attire coordination

Attendance Tracking

Digital check-in system for rehearsals
Attendance history per member
Concert eligibility tracking (minimum rehearsals attended)
Automated notifications for members approaching eligibility thresholds
Section leader dashboard showing attendance patterns
Planning tools: expected attendance for upcoming rehearsals
Resource planning: chairs, stands, folders needed
Reports for leadership: overall attendance trends, at-risk members

Check-in Methods:

Admin/section leader marks attendance (traditional)
Self-check-in with QR code at rehearsal location
Digital sign-in sheet on tablet at entrance

Data Model Example:
User Profile additions:
• membership_status (Active/Lapsed/Guest)
• membership_paid_date
• membership_expiration_date
• payment_history (reference to payment records)
• total_rehearsals_attended (computed)
• eligible_for_concert (boolean, computed)

Risk Mitigation

Copyright & Legal Risks

Unauthorized sharing: Terms prominently displayed, technical safeguards, member education

Non-compliance with retention: Automated reminders, clear communication, easy-to-follow process

Terms not accepted: Technical block on access until acceptance

Publisher disputes: Detailed audit trail, proof of deletion reminders, good-faith compliance

Technical Risks

Drupal upgrade issues: Thorough testing in dev/staging before production

Module compatibility: Verify D11 support before starting

Integration failures: Comprehensive error handling and logging

Performance issues: Load testing and optimization before launch

Data loss: Regular backups at every phase

User Adoption Risks

Low engagement: Comprehensive training and clear user guides

Resistance to change: Emphasize benefits, maintain email as backup initially

Technical difficulties: Provide excellent support during launch period

Contingency Plans

Rollback plan: Keep D10 backup for 30 days post-upgrade
Manual fallback: Music library can still email if integration fails
Extended timeline: Buffer week built into schedule
Gradual rollout: Can launch to section leaders first, then full band

Success Metrics

Technical

Zero critical bugs in production

99%+ integration success rate

Page load times under 2 seconds

PDF downloads complete without errors

User

80%+ member registration within first week

50%+ members download at least one part in first month

Positive feedback from member survey

Reduced email volume for part distribution

Operational

Music library integration saves 2+ hours per distribution

Reduced duplicate "where's my part?" questions

Centralized communication reduces message fragmentation

Technical Specifications

Required Software Versions

Core Requirements:
• Drupal: 11.x (latest stable)
• PHP: 8.1+ (8.3 recommended)
• MySQL: 5.7.8+ or MariaDB 10.3.7+
• Composer: 2.x

Key Modules

Essential Modules:
• Group or Organic Groups
• Simple OAuth
• Pathauto
• Token
• Admin Toolbar
• Forum (core)
• JSON:API (core)
• Legal

Contact Information

Project Team:
• Technical Lead: [Name]
• Drupal Administrator: [Name]
• Music Library Manager: [Name]
• Project Sponsor: [Name]

Integration Endpoints

API Endpoints:
(Document actual endpoints during Phase 3)
• Authentication endpoint
• File upload endpoint
• Node creation endpoint
• Node update endpoint
• Query endpoint

Community Band Members Portal

Timeline

Platform

Security

Integration