CEIA-OS: Administrative Operations Stack

Pronunciation: "chaos" (kāˈäs) 😄 Tagline: Bringing order to administrative chaos

Privacy-preserving, AI-powered administrative operations system for small teams, departments, and research groups. Self-hosted, Ollama-first, open source.

Features

• 💰 Budget Tracking - Multi-level budgets with forecasting and alerts
• 🏖️ Vacation Management - Leave requests, approvals, team calendar
• 🧾 Expense Tracking - Receipt OCR, categorization, reimbursement workflows
• 📅 Meeting Scheduler - Smart scheduling with conflict detection
• 🤖 AI-Powered - Llama for categorization, anomaly detection, natural language queries
• 🔒 Privacy-First - All data stays local, self-hosted deployment
• 🐳 Docker-Based - Single-command deployment

Quick Start

# Clone repository
git clone https://github.com/ThomasDeBe/ceia-os.git
cd ceia-os

# Configure
cp .env.example .env
# Edit .env with your settings

# Start services (includes Ollama + Llama 13B)
docker-compose up -d

# Access
open http://localhost:8000

Architecture

CEIA-OS
├── FastAPI Backend (Python)
├── PostgreSQL (Data)
├── Redis (Caching)
├── Ollama + Llama 13B (AI)
└── React Frontend (or HTMX)

Why CEIA-OS?

vs SaaS (Expensify, BambooHR):

• ✅ €1-2.50/user/month vs €50-200/user/month
• ✅ Self-hosted (full data control)
• ✅ AI-powered automation
• ✅ No vendor lock-in

vs Spreadsheets:

• ✅ Automated workflows
• ✅ AI categorization
• ✅ Mobile access
• ✅ Scales beyond 10 users

Target Users

• Small teams (5-50 people)
• Research groups
• University departments
• Startups
• Budget-conscious organizations
• Privacy-sensitive organizations

Cost Comparison (20 users)

Solution	Cost/Month	Cost/User
CEIA-OS (Ollama)	€20-50	€1-2.50
CEIA-OS (Claude API)	€127-262	€6-13
SaaS Alternatives	€1,160+	€58+

Annual savings with CEIA-OS: €12,000-14,000

AI Backend

Default: Ollama (Local)

• Llama 13B recommended
• Free after infrastructure costs
• Complete privacy
• Unlimited usage

Optional: Cloud APIs

• Claude API for complex reports
• GPT-4 for strategic analysis
• Configurable per task type

Technology Stack

• Backend: FastAPI (Python), PostgreSQL, Redis
• AI: Ollama, Llama 13B, LangChain
• OCR: Tesseract (local, privacy-preserving)
• Frontend: React/Vue or HTMX + Jinja2
• Deployment: Docker Compose

Documentation

• Overview - Full feature documentation
• Architecture - Technical design
• Deployment - Installation guide
• API Reference - REST API documentation

Development Status

🚧 Early Development - Core features in progress

Completed:

• ✅ Architecture design
• ✅ Data model design
• ✅ EPIC breakdown (8 stories)

In Progress:

• 🔄 Core data models
• 🔄 Docker setup with Ollama
• 🔄 Budget tracking module

Planned:

• ⏳ Expense tracking
• ⏳ Vacation management
• ⏳ Meeting scheduler
• ⏳ Web UI

Roadmap

Phase 1: Core Stack (MVP) - 8-10 weeks

• Core data models & database
• Budget tracking & forecasting
• Vacation & leave management
• Expense tracking & OCR
• LLM integration (Ollama)
• Docker deployment

Phase 2: Enhanced Features - 6-8 weeks

• Meeting scheduler
• Web UI
• Mobile responsiveness
• Time tracking

Phase 3: Integrations - 4-6 weeks

• Accounting software (DATEV, Xero)
• Calendar providers (CalDAV, Google, Outlook)
• Slack/Teams notifications
• SSO/LDAP

Phase 4: Advanced AI - 8-10 weeks

• Predictive budgeting
• Automatic policy generation
• Anomaly detection dashboard

Related Projects

• CEIR-OS - Clinical/research operations system
• Dienstreisen-OS - Business travel management (can integrate)

Contributing

Contributions welcome! See CONTRIBUTING.md

License

[To be determined - likely MIT or Apache 2.0]

Support

• GitHub Issues: Report bugs and feature requests
• Documentation: See docs/ directory
• Community: [Discord/Slack link TBD]

Authors

• Thomas de Bel (@ThomasDeBe)

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Bringing order to administrative chaos, one feature at a time. 🚀