UTDallas EPICS: Your Essential End-of-Semester Checklist

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UTDallas EPICS: Your Essential End-of-Semester ChecklistHey there, future innovators! As the semester wraps up, it's time to talk about something super important for your *UTDallas EPICS project*: making sure your hard work is not just awesome, but also *perfectly set up for success* for the next team. Think of it this way: you're building a legacy, and we want to make sure the next group of brilliant minds can pick up exactly where you left off, without any head-scratching or detective work. This isn't just about getting a good grade, guys; it's about seamless transitions, real-world project management, and ensuring the *Comet Cupboard* or *Swing* project (or whatever incredible initiative you're tackling!) continues to evolve and thrive. This article is your ultimate guide, your *end-of-semester requirements checklist*, to make sure your project is not just complete, but *impeccable*. We're going to dive into the nitty-gritty of *project structure*, *essential files*, and *killer documentation* that will leave no stone unturned and no future team member confused. Getting these *end-of-semester requirements* right is absolutely non-negotiable, and failing to do so could seriously impact your final grade, even leading to an incomplete. So, let's get you squared away and ready to impress!## Mastering Your Project Structure and Essential FilesAlright team, let’s get down to the brass tacks: your *project structure and essential files* are the foundational pillars of a successful handover. Imagine handing over a mystery box instead of a meticulously organized toolbox – that’s the difference between meeting these requirements and, well, not. Our main goal here is to ensure that *anyone* can grab your code from the main branch on GitHub, hit a few commands, and have your entire application humming along without a single hiccup. This isn't just a suggestion; it's a *critical requirement* that dictates whether your project is truly ready for prime time. If your project *cannot be run* based on the information and files available in your GitHub repository, your final project grade will face a significant reduction, or worse, your team might even receive an incomplete until all necessary information to run your project is provided. So, let’s make sure everything is in its rightful place.First things first, you need the ***most up-to-date version of all frontend and backend code*** residing happily in your `main` branch. This means no lingering experimental features in a forgotten branch, no local changes that didn't make it to GitHub. The `main` branch should be the single source of truth, reflecting the *absolute latest and greatest* of your team's hard work. When the next EPICS team clones your repository, they should immediately have access to the fully functional, most recently updated version of the application without having to hunt through commit histories or ask for private files. This simple step *eliminates future headaches* and ensures continuity.Next up, ***Database Files***. This is where many projects stumble. You need to provide everything necessary for another developer to *recreate your database from scratch*. This isn't just about a backup; it's about the schema and any initial data needed. If your project uses Docker, you'll need a `docker-compose.yml` file placed at the top level of your project directory. This single file should be configured to effortlessly spin up your project's database container, making it incredibly simple for anyone to get the database running locally with just one command. No more complex manual setups or incompatible versions—Docker makes it a breeze, and your `docker-compose.yml` is the key.Beyond Docker, the ***Database Schema*** itself is non-negotiable. If you're leveraging powerful ORMs like Prisma, then your `schema.prisma` file, ideally nestled within a top-level `prisma` folder, is the go-to. This file precisely defines your database models and relationships, acting as the blueprint for your data structure. For those using other database systems like PostgreSQL or MySQL, a clearly named file, such as `schema.sql`, is essential. This SQL file should contain all the commands needed to create your tables, define relationships, and set up any necessary constraints. Think of it as the instruction manual for building your database—it must be crystal clear and fully functional.Let's talk about environment variables, specifically your ***.env.example file***. This is *crucial* for getting the project up and running without leaking sensitive information. This file should contain *all* the non-sensitive environment variables your application relies on, such as `Auth0 Issuer` URLs or development database URLs. For sensitive variables like `CLIENT_SECRET`, you should replace the actual secret with a clear example placeholder, such as `CLIENT_SECRET='EXAMPLE_CLIENT_SECRET'`. This immediately tells future groups exactly which environment variables are required for the application to function, without exposing any actual credentials. It's a best practice that prevents both security risks and setup frustration.Design matters, and your ***Figma design files*** are the visual blueprint of your application. These should be organized within a top-level folder named `figma`. This ensures that the next team can easily access the original design specifications, understand the UI/UX decisions, and maintain design consistency as they continue development. It’s about preserving the artistic and functional vision of your project.Any ***migration scripts, development scripts, or utility scripts*** you’ve created are also essential. These belong in a top-level `scripts` folder. If your project is split into separate frontend and backend directories, place this `scripts` folder within the backend directory, as scripts often relate more closely to data management and server-side operations. These scripts streamline common development tasks, from database migrations to data seeding, and are invaluable tools for future developers.Finally, don't forget ***any other important files*** that might not fit neatly into the categories above. These could be architectural diagrams, meeting notes, research documents, or user stories. Create an appropriately named folder—think `docs`, `documentation`, `notes`, or `assets`—to house these resources. Providing these additional artifacts paints a complete picture of your project's journey and context, saving countless hours for the next team trying to understand the "why" behind certain decisions. Your goal with this section, guys, is to leave *no guesswork* for the next generation of UTDallas EPICS students.## The Art of Killer Documentation: Your README.md and BeyondAlright, let's talk *documentation*, guys. If your *project structure* is the body of your car, your documentation is the owner's manual – and a good one at that! A well-crafted `README.md` file at the top level of your repository isn't just a formality; it's the *single most important piece of literature* for anyone trying to understand, set up, or contribute to your project. It’s your chance to tell the story of your application, provide crucial setup instructions, and essentially onboard anyone new, whether they’re a fellow student, a mentor, or a future team member. A great `README` transforms a complex codebase into an accessible, understandable project. Without clear documentation, even the most brilliant code can become a frustrating mystery, leading to wasted time and missed opportunities. So, let’s make sure your `README.md` is a masterpiece!First up, a ***Conceptual Overview***. This is your elevator pitch. What is the *project intended to accomplish*? What problem does it solve? Start broad, giving the reader a high-level understanding of your application's purpose and its core value proposition. Immediately follow this by including a broad description of the different types of users or roles that interact with your system, and *what they do*. For instance, if you’re building for the *Comet Cupboard*, describe the "Admin" role that manages inventory and the "Student" role that requests items. This provides essential context for anyone jumping into the project, giving them a bird's-eye view of the system’s architecture and target audience before they even look at a single line of code. It sets the stage for everything that follows and ensures everyone is on the same page from the get-go.Next, detail the ***Functional Requirements***, ideally broken down by page or major feature. This section outlines the *discrete operations* your application is capable of performing. Instead of just listing features, describe *what the app needs to be capable of doing*. For example, "On the 'Inventory Management' page, an admin must be able to add new items, update existing item quantities, and remove items from the catalog." Be specific and action-oriented. This level of detail helps future developers understand the expected behavior of each part of the application, which is *invaluable* for debugging, feature expansion, and quality assurance. It’s essentially a comprehensive list of what the software is designed to *do*.Don't forget about ***Third-Party Integrations***. Almost every modern application uses external services. List them all – HubSpot, Stripe, Auth0, Twilio, whatever you're using – and crucially, describe *what they do in this project*. Don't just list their names; explain their *functionality*. For instance, "Auth0 is used for user authentication and authorization, managing user logins and securing API endpoints." This prevents future developers from having to reverse-engineer external service calls and understand their purpose. It streamlines the onboarding process for new team members and makes troubleshooting much, much easier.Your ***Tech Stack*** section is non-negotiable. This is where you lay out *all* the technologies powering your application. Be specific! Include your frontend framework (React, Vue, Svelte, Angular, etc.), your backend framework (Express.js, Flask, Django, Spring Boot, etc.), and your database (PostgreSQL, MySQL, MongoDB, Redis, etc.). If you're using a meta-framework that combines frontend and backend, like Next.js, Nuxt.js, or SvelteKit, you can mention it as a single entry. Additionally, list *other important packages* such as UI component libraries (like Material-UI), database connectors (like Prisma or Mongoose), and any other significant dependencies. Don't forget *other tools used/needed* for development, such as Postman for API testing, Git for version control, or Docker Desktop. This comprehensive list ensures the next team knows exactly what technologies they'll be working with and what tools they need to install.For projects that are deployed or in the process of being deployed, include clear ***Deployment Notes***. Is your partner running the application on their own servers, or are they leveraging cloud platforms like AWS, Azure, or Google Cloud? Document the deployment environment, any specific configurations, and the steps involved in getting the application live. This section is vital for understanding the production landscape and ensuring future deployments are smooth and consistent.If applicable, mention any ***Migration Scripts***. Do you need to import any data from an existing system that your partner is currently using? Describe these scripts, their purpose, and how to run them. Data migration can be a complex process, so clear documentation here is a lifesaver for data continuity and integrity.And now, for arguably the *most critical section* of your entire `README.md`: ***Instructions for setting up the development environment!!!*** Guys, this *must* be foolproof. Assume the needed software (Node.js, Docker, Git, VS Code, etc.) is *already installed*. Your instructions should pick up from there. Detail *how to start your project* (e.g., `npm install`, `npm run dev`). Explain *how to initialize the database*, including running migration scripts or seeding initial data. Crucially, walk through *how to set up authentication*, including any Auth0 configurations, environment variables, or callback URLs. Don't just list commands; provide context and explain *why* each step is necessary. Pretend you're explaining it to someone who has never seen your project before, step-by-step. This section *cannot be over-detailed*. If a new developer can't get your project running by following these instructions, then this section needs more work. This is the cornerstone of project handover and directly impacts the grade of your project.### Elevating Your Project with Optional Additional DocumentationWhile the `README.md` covers the absolute essentials, *optional additional documentation* might seem like extra work, but trust me, guys, it's where you truly elevate your project from "functional" to "flawless." This supplementary documentation, ideally hosted in your repo's GitHub wiki, provides deeper insights and context without cluttering your main `README`. Think of it as the expanded universe of your project, offering valuable perspectives that go beyond just getting the code to run. It's about providing a holistic understanding of the user experience and the system's intricate workings.First, let's talk about a ***List of User Workflows***. For each different type of user interacting with your application, create a distinct workflow. This could be "Student Item Request Workflow," "Admin Inventory Update Workflow," or "Guest Browsing Workflow." The goal is to map out the entire journey a user takes to complete a specific task. Each workflow should have a corresponding wiki page, linked directly from this list. On that page, you can either provide the full workflow information or, if it’s a work in progress, a clear `TODO` indicating what needs to be added. These workflows should list *all the pages involved* in that specific user journey, providing a clear path through the application from the user's perspective. This is incredibly helpful for QA, UI/UX improvements, and understanding the user experience.Closely related are the ***List of User Roles and what each role is able to do***. Clearly define every user role within your system (e.g., Administrator, Student, Guest, Vendor). For each role, enumerate their specific permissions, capabilities, and access levels. What can an admin do that a student cannot? Can a guest view certain information but not interact? This information is vital for security, feature development, and ensuring that user access is properly controlled. It helps future developers understand authorization logic and prevents unintended security vulnerabilities.Finally, for ***Every Third-Party Integration***, consider creating its *own dedicated wiki page*. This page should go beyond the brief mention in the `README.md`. Here, you can describe in detail *what parts of that service are used*, *how they are integrated* with your application, and *why* that particular service was chosen. For example, if you're using Stripe, elaborate on which Stripe APIs are called (e.g., Charges API, Customers API), the flow of data, and the specific reasons for its selection over alternatives. This in-depth information is invaluable for troubleshooting, upgrading, or even replacing third-party services in the future. It captures all the critical knowledge associated with these external dependencies.Remember, guys, these wiki pages should be *high level*. The goal is not to explain every single line of code or dive into minute implementation details. Instead, focus on the *what*, *why*, and *how* from a conceptual and architectural perspective. These documents provide the narrative, context, and strategic insights that complement your codebase, making your project truly understandable and maintainable for years to come.### ConclusionThere you have it, UTDallas EPICS superstars! Following this comprehensive *end-of-semester requirements checklist* isn't just about ticking boxes; it's about setting a new standard for project handovers. By meticulously organizing your *project structure*, providing all *essential files*, and crafting *killer documentation*, you're not just completing a course requirement – you're building a robust foundation for the future. You're empowering the next generation of EPICS teams to innovate faster, troubleshoot easier, and ultimately, make a greater impact on projects like *Comet Cupboard* and *Swing*. Take the time to make sure every detail is polished, every instruction is clear, and every file is in its place. Your dedication now will pay dividends for years to come, and trust us, the next team will thank you profusely. Now go forth, finish strong, and leave an incredible legacy!