About OpenFunds

How It Works: The "OpenFunds" Engine

You might be wondering, "How does this data get here?" The system is a closed-loop digital ecosystem designed to prevent errors and fraud. Here is the lifecycle of a transaction:

Step 1: The Transaction

Money is received (e.g., a donation) or spent (e.g., buying supplies). A physical receipt or acknowledgment receipt (AR) is always required.

Step 2: Secure Digital Entry

An authorized SSLG officer logs the transaction into our secure Transaction Entry Terminal.

• Security Feature: The officer must be logged in with their official credentials.

• Proof: A digital photo of the receipt is uploaded immediately.

Step 3: The "Brain" (Automated Processing)

The data is sent to our central database (The "Ledger"). The system automatically:

1. Timestamps the entry to the second.

2. Categorizes the fund (e.g., is this for "Sports Fest" or "General Office"?).

3. Cross-References the Officer Database to attach the name and position of the person who filed it.

Step 4: The Audit Check

Before the data goes live, the SSLG Auditor or Adviser reviews the entry. They check if the receipt amount matches the entered number. If it matches, the entry is marked "Verified" with the Adviser's name.

Step 5: Live Publication

Once verified, the website updates automatically. The "Current Balance" and "Project Progress" bars you see on the Home Page are recalculated instantly based on these new entries.

The Final Check: Faculty Oversight

While this system is managed by the SSLG Officers, it is strictly monitored by the school administration.

• The SSLG Adviser has "Super Admin" access to view all transaction logs and verify that the cash in our box matches the digital balance.

• Quarterly Audits: We submit a physical financial report to the School Head every quarter to cross-verify the digital data.

How We Compute the Data

We use Fund Accounting Principles to ensure money raised for specific projects isn't spent elsewhere.

1. The "Real-Time" Balance

Formula: (Total Cash In) - (Total Cash Out) = Current Available Funds

Note: If this number ever turns RED, it means the organization is in a deficit (spending more than we have), and immediate action is required.

2. Project-Specific Allocations

When you donate to a specific project (like "Project P.R.I.S.M."), that money is "locked" digitally.

• Yellow Alert System: Our internal dashboard has a safety feature. If an officer tries to allocate funds to a project that we haven't actually raised yet, the system flashes a Yellow Warning, preventing the transaction.

User Guide: How to Use This Site

We designed OpenFunds to be easy for every student to audit. Here is what to look for:

1. The Indicators

On our Dashboard and Reports, we use color codes:

• 🔴 RED: Critical. A project has exceeded its budget limit, or funds have dropped to zero or below zero.

• 🟡 YELLOW: Low Funds. The available balance has dropped below our safety buffer (₱500.00).

• 🟢 GREEN: Healthy financials. We are within budget.

• ⚪ GRAY: In Progress. We have started funding this project, but it hasn't reached its full goal yet. 

2. Verifying Receipts

Do you want proof that we actually bought those things?

1. Go to the "Home" page.

2. Scroll down and click "View Receipts."

3. This opens a Google Drive folder with all receipts. Just look for the file that matches your transaction details.

3. Tracking Your Donations

If you donated to a specific drive (like the "Sports Fest Sound System"):

1. Go to the "Home" page.

2. Find the project card.

3. Look at the Progress Bar. It updates weekly as donations are encoded.

Frequently Asked Questions (FAQ)

Q: Can anyone edit the numbers on this site? A: No. The site is "Read-Only" for the public. Only authorized SSLG Officers with encrypted access keys can input data into the central database.

Q: How often is the data updated? A: Transaction entries are logged within 24 hours of the event. The website refreshes its data displays daily.

Q: I think I found a mistake. What do I do? A: We welcome corrections! Please use the "Send Feedback" button at the bottom of the page. Your report will be sent directly to the SSLG for review.

Q: Is my personal name listed if I donate? A: For privacy, we typically list donations as "Grade 10 Student" or "Anonymous Donor" unless you specifically ask to be recognized in our "Sponsors" list.

Q: What happens if there's a data entry error? A: We do not delete errors silently. If a transaction was entered incorrectly and needs to be fixed:

1. We issue a "Correction Entry" in the database explaining the mistake.

2. The correction is flagged in the system so the history remains visible.

3. This ensures that no one can "erase" money from the record without a trace.