Add visual progress indicator for AI assignment batches

- Add AssignmentJob model to track AI assignment progress
- Create startAIAssignmentJob mutation for background processing
- Add getAIAssignmentJobStatus query for polling progress
- Update AI assignment service with progress callback support
- Add progress bar UI showing batch/project processing status
- Add toast notifications for job completion/failure
- Add AI_SUGGESTIONS_READY notification type

Co-Authored-By: Claude Opus 4.5 <noreply@anthropic.com>

prisma/schema.prisma

@@ -374,6 +374,7 @@ model Round {
   filteringRules    FilteringRule[]
   filteringResults  FilteringResult[]
   filteringJobs     FilteringJob[]
+  assignmentJobs    AssignmentJob[]
 
   @@index([programId])
   @@index([status])
@@ -1092,6 +1093,38 @@ enum FilteringJobStatus {
   FAILED
 }
 
+// Tracks progress of long-running AI assignment jobs
+model AssignmentJob {
+  id               String            @id @default(cuid())
+  roundId          String
+  status           AssignmentJobStatus @default(PENDING)
+  totalProjects    Int               @default(0)
+  totalBatches     Int               @default(0)
+  currentBatch     Int               @default(0)
+  processedCount   Int               @default(0)
+  suggestionsCount Int               @default(0)
+  errorMessage     String?           @db.Text
+  startedAt        DateTime?
+  completedAt      DateTime?
+  fallbackUsed     Boolean           @default(false)
+
+  createdAt        DateTime          @default(now())
+  updatedAt        DateTime          @updatedAt
+
+  // Relations
+  round Round @relation(fields: [roundId], references: [id], onDelete: Cascade)
+
+  @@index([roundId])
+  @@index([status])
+}
+
+enum AssignmentJobStatus {
+  PENDING
+  RUNNING
+  COMPLETED
+  FAILED
+}
+
 // =============================================================================
 // SPECIAL AWARDS SYSTEM
 // =============================================================================

src/app/(admin)/admin/rounds/[id]/assignments/page.tsx

@@ -1,6 +1,6 @@
 'use client'
 
-import { Suspense, use, useState } from 'react'
+import { Suspense, use, useState, useEffect } from 'react'
 import Link from 'next/link'
 import { trpc } from '@/lib/trpc/client'
 import {
@@ -77,23 +77,47 @@ function AssignmentManagementContent({ roundId }: { roundId: string }) {
   const [selectedJuror, setSelectedJuror] = useState<string>('')
   const [selectedProject, setSelectedProject] = useState<string>('')
   const [useAI, setUseAI] = useState(false)
+  const [activeJobId, setActiveJobId] = useState<string | null>(null)
 
   const { data: round, isLoading: loadingRound } = trpc.round.get.useQuery({ id: roundId })
   const { data: assignments, isLoading: loadingAssignments } = trpc.assignment.listByRound.useQuery({ roundId })
   const { data: stats, isLoading: loadingStats } = trpc.assignment.getStats.useQuery({ roundId })
   const { data: isAIAvailable } = trpc.assignment.isAIAvailable.useQuery()
 
+  // AI Assignment job queries
+  const { data: latestJob, refetch: refetchLatestJob } = trpc.assignment.getLatestAIAssignmentJob.useQuery(
+    { roundId },
+    { enabled: useAI }
+  )
+
+  // Poll for job status when there's an active job
+  const { data: jobStatus } = trpc.assignment.getAIAssignmentJobStatus.useQuery(
+    { jobId: activeJobId! },
+    {
+      enabled: !!activeJobId,
+      refetchInterval: activeJobId ? 2000 : false,
+    }
+  )
+
+  // Start AI assignment job mutation
+  const startAIJob = trpc.assignment.startAIAssignmentJob.useMutation()
+
+  const isAIJobRunning = jobStatus?.status === 'RUNNING' || jobStatus?.status === 'PENDING'
+  const aiJobProgressPercent = jobStatus?.totalBatches
+    ? Math.round((jobStatus.currentBatch / jobStatus.totalBatches) * 100)
+    : 0
+
   // Algorithmic suggestions (default)
   const { data: algorithmicSuggestions, isLoading: loadingAlgorithmic, refetch: refetchAlgorithmic } = trpc.assignment.getSuggestions.useQuery(
     { roundId },
     { enabled: !!round && !useAI }
   )
 
-  // AI-powered suggestions (expensive - disable auto refetch)
+  // AI-powered suggestions (expensive - only used after job completes)
   const { data: aiSuggestionsRaw, isLoading: loadingAI, refetch: refetchAI } = trpc.assignment.getAISuggestions.useQuery(
     { roundId, useAI: true },
     {
-      enabled: !!round && useAI,
+      enabled: !!round && useAI && !isAIJobRunning,
       staleTime: Infinity, // Never consider stale (only refetch manually)
       refetchOnWindowFocus: false,
       refetchOnReconnect: false,
@@ -101,6 +125,41 @@ function AssignmentManagementContent({ roundId }: { roundId: string }) {
     }
   )
 
+  // Set active job from latest job on load
+  useEffect(() => {
+    if (latestJob && (latestJob.status === 'RUNNING' || latestJob.status === 'PENDING')) {
+      setActiveJobId(latestJob.id)
+    }
+  }, [latestJob])
+
+  // Handle job completion
+  useEffect(() => {
+    if (jobStatus?.status === 'COMPLETED') {
+      toast.success(
+        `AI Assignment complete: ${jobStatus.suggestionsCount} suggestions generated${jobStatus.fallbackUsed ? ' (using fallback algorithm)' : ''}`
+      )
+      setActiveJobId(null)
+      refetchLatestJob()
+      refetchAI()
+    } else if (jobStatus?.status === 'FAILED') {
+      toast.error(`AI Assignment failed: ${jobStatus.errorMessage || 'Unknown error'}`)
+      setActiveJobId(null)
+      refetchLatestJob()
+    }
+  }, [jobStatus?.status, jobStatus?.suggestionsCount, jobStatus?.fallbackUsed, jobStatus?.errorMessage, refetchLatestJob, refetchAI])
+
+  const handleStartAIJob = async () => {
+    try {
+      const result = await startAIJob.mutateAsync({ roundId })
+      setActiveJobId(result.jobId)
+      toast.info('AI Assignment job started. Progress will update automatically.')
+    } catch (error) {
+      toast.error(
+        error instanceof Error ? error.message : 'Failed to start AI assignment'
+      )
+    }
+  }
+
   // Normalize AI suggestions to match algorithmic format
   const aiSuggestions = aiSuggestionsRaw?.suggestions?.map((s) => ({
     userId: s.jurorId,
@@ -113,7 +172,7 @@ function AssignmentManagementContent({ roundId }: { roundId: string }) {
 
   // Use the appropriate suggestions based on mode
   const suggestions = useAI ? aiSuggestions : (algorithmicSuggestions ?? [])
-  const loadingSuggestions = useAI ? loadingAI : loadingAlgorithmic
+  const loadingSuggestions = useAI ? (loadingAI || isAIJobRunning) : loadingAlgorithmic
   const refetchSuggestions = useAI ? refetchAI : refetchAlgorithmic
 
   // Get available jurors for manual assignment
@@ -483,15 +542,41 @@ function AssignmentManagementContent({ roundId }: { roundId: string }) {
                 variant={useAI ? 'default' : 'outline'}
                 size="sm"
                 onClick={() => {
-                  setUseAI(!useAI)
+                  if (!useAI) {
+                    setUseAI(true)
                     setSelectedSuggestions(new Set())
+                    // Start AI job if no suggestions yet
+                    if (!aiSuggestionsRaw?.suggestions?.length && !isAIJobRunning) {
+                      handleStartAIJob()
+                    }
+                  } else {
+                    setUseAI(false)
+                    setSelectedSuggestions(new Set())
+                  }
                 }}
-                disabled={!isAIAvailable && !useAI}
+                disabled={(!isAIAvailable && !useAI) || isAIJobRunning}
                 title={!isAIAvailable ? 'OpenAI API key not configured' : undefined}
               >
                 <Sparkles className={`mr-2 h-4 w-4 ${useAI ? 'text-amber-300' : ''}`} />
                 {useAI ? 'AI Mode' : 'Use AI'}
               </Button>
+              {useAI && !isAIJobRunning && (
+                <Button
+                  variant="outline"
+                  size="sm"
+                  onClick={handleStartAIJob}
+                  disabled={startAIJob.isPending}
+                  title="Run AI analysis again"
+                >
+                  {startAIJob.isPending ? (
+                    <Loader2 className="mr-2 h-4 w-4 animate-spin" />
+                  ) : (
+                    <RefreshCw className="mr-2 h-4 w-4" />
+                  )}
+                  Re-analyze
+                </Button>
+              )}
+              {!useAI && (
                 <Button
                   variant="outline"
                   size="sm"
@@ -503,11 +588,46 @@ function AssignmentManagementContent({ roundId }: { roundId: string }) {
                   />
                   Refresh
                 </Button>
+              )}
             </div>
           </div>
         </CardHeader>
         <CardContent>
-          {loadingSuggestions ? (
+          {/* AI Job Progress Indicator */}
+          {isAIJobRunning && jobStatus && (
+            <div className="mb-4 p-4 rounded-lg bg-blue-50 dark:bg-blue-950/20 border border-blue-200 dark:border-blue-900">
+              <div className="space-y-3">
+                <div className="flex items-center gap-3">
+                  <Loader2 className="h-5 w-5 animate-spin text-blue-600" />
+                  <div className="flex-1">
+                    <p className="font-medium text-blue-900 dark:text-blue-100">
+                      AI Assignment Analysis in Progress
+                    </p>
+                    <p className="text-sm text-blue-700 dark:text-blue-300">
+                      Processing {jobStatus.totalProjects} projects in {jobStatus.totalBatches} batches
+                    </p>
+                  </div>
+                  <Badge variant="outline" className="border-blue-300 text-blue-700">
+                    <Clock className="mr-1 h-3 w-3" />
+                    Batch {jobStatus.currentBatch} of {jobStatus.totalBatches}
+                  </Badge>
+                </div>
+                <div className="space-y-1">
+                  <div className="flex justify-between text-sm">
+                    <span className="text-blue-700 dark:text-blue-300">
+                      {jobStatus.processedCount} of {jobStatus.totalProjects} projects processed
+                    </span>
+                    <span className="font-medium text-blue-900 dark:text-blue-100">
+                      {aiJobProgressPercent}%
+                    </span>
+                  </div>
+                  <Progress value={aiJobProgressPercent} className="h-2" />
+                </div>
+              </div>
+            </div>
+          )}
+
+          {loadingSuggestions && !isAIJobRunning ? (
             <div className="flex items-center justify-center py-8">
               <Loader2 className="h-8 w-8 animate-spin text-muted-foreground" />
             </div>

src/server/routers/assignment.ts

@@ -5,14 +5,157 @@ import { getUserAvatarUrl } from '../utils/avatar-url'
 import {
   generateAIAssignments,
   generateFallbackAssignments,
+  type AssignmentProgressCallback,
 } from '../services/ai-assignment'
 import { isOpenAIConfigured } from '@/lib/openai'
+import { prisma } from '@/lib/prisma'
 import {
   createNotification,
   createBulkNotifications,
+  notifyAdmins,
   NotificationTypes,
 } from '../services/in-app-notification'
 
+// Background job execution function
+async function runAIAssignmentJob(jobId: string, roundId: string, userId: string) {
+  try {
+    // Update job to running
+    await prisma.assignmentJob.update({
+      where: { id: jobId },
+      data: { status: 'RUNNING', startedAt: new Date() },
+    })
+
+    // Get round constraints
+    const round = await prisma.round.findUniqueOrThrow({
+      where: { id: roundId },
+      select: {
+        name: true,
+        requiredReviews: true,
+        minAssignmentsPerJuror: true,
+        maxAssignmentsPerJuror: true,
+      },
+    })
+
+    // Get all active jury members with their expertise and current load
+    const jurors = await prisma.user.findMany({
+      where: { role: 'JURY_MEMBER', status: 'ACTIVE' },
+      select: {
+        id: true,
+        name: true,
+        email: true,
+        expertiseTags: true,
+        maxAssignments: true,
+        _count: {
+          select: {
+            assignments: { where: { roundId } },
+          },
+        },
+      },
+    })
+
+    // Get all projects in the round
+    const projects = await prisma.project.findMany({
+      where: { roundId },
+      select: {
+        id: true,
+        title: true,
+        description: true,
+        tags: true,
+        teamName: true,
+        _count: { select: { assignments: true } },
+      },
+    })
+
+    // Get existing assignments
+    const existingAssignments = await prisma.assignment.findMany({
+      where: { roundId },
+      select: { userId: true, projectId: true },
+    })
+
+    // Calculate batch info
+    const BATCH_SIZE = 15
+    const totalBatches = Math.ceil(projects.length / BATCH_SIZE)
+
+    await prisma.assignmentJob.update({
+      where: { id: jobId },
+      data: { totalProjects: projects.length, totalBatches },
+    })
+
+    // Progress callback
+    const onProgress: AssignmentProgressCallback = async (progress) => {
+      await prisma.assignmentJob.update({
+        where: { id: jobId },
+        data: {
+          currentBatch: progress.currentBatch,
+          processedCount: progress.processedCount,
+        },
+      })
+    }
+
+    const constraints = {
+      requiredReviewsPerProject: round.requiredReviews,
+      minAssignmentsPerJuror: round.minAssignmentsPerJuror,
+      maxAssignmentsPerJuror: round.maxAssignmentsPerJuror,
+      existingAssignments: existingAssignments.map((a) => ({
+        jurorId: a.userId,
+        projectId: a.projectId,
+      })),
+    }
+
+    // Execute AI assignment with progress callback
+    const result = await generateAIAssignments(
+      jurors,
+      projects,
+      constraints,
+      userId,
+      roundId,
+      onProgress
+    )
+
+    // Mark job as completed
+    await prisma.assignmentJob.update({
+      where: { id: jobId },
+      data: {
+        status: 'COMPLETED',
+        completedAt: new Date(),
+        processedCount: projects.length,
+        suggestionsCount: result.suggestions.length,
+        fallbackUsed: result.fallbackUsed ?? false,
+      },
+    })
+
+    // Notify admins that AI assignment is complete
+    await notifyAdmins({
+      type: NotificationTypes.AI_SUGGESTIONS_READY,
+      title: 'AI Assignment Suggestions Ready',
+      message: `AI generated ${result.suggestions.length} assignment suggestions for ${round.name || 'round'}${result.fallbackUsed ? ' (using fallback algorithm)' : ''}.`,
+      linkUrl: `/admin/rounds/${roundId}/assignments`,
+      linkLabel: 'View Suggestions',
+      priority: 'high',
+      metadata: {
+        roundId,
+        jobId,
+        projectCount: projects.length,
+        suggestionsCount: result.suggestions.length,
+        fallbackUsed: result.fallbackUsed,
+      },
+    })
+
+  } catch (error) {
+    console.error('[AI Assignment Job] Error:', error)
+
+    // Mark job as failed
+    await prisma.assignmentJob.update({
+      where: { id: jobId },
+      data: {
+        status: 'FAILED',
+        errorMessage: error instanceof Error ? error.message : 'Unknown error',
+        completedAt: new Date(),
+      },
+    })
+  }
+}
+
 export const assignmentRouter = router({
   /**
    * List assignments for a round (admin only)
@@ -851,4 +994,101 @@ export const assignmentRouter = router({
 
       return { created: created.count }
     }),
+
+  /**
+   * Start an AI assignment job (background processing)
+   */
+  startAIAssignmentJob: adminProcedure
+    .input(z.object({ roundId: z.string() }))
+    .mutation(async ({ ctx, input }) => {
+      // Check for existing running job
+      const existingJob = await ctx.prisma.assignmentJob.findFirst({
+        where: {
+          roundId: input.roundId,
+          status: { in: ['PENDING', 'RUNNING'] },
+        },
+      })
+
+      if (existingJob) {
+        throw new TRPCError({
+          code: 'BAD_REQUEST',
+          message: 'An AI assignment job is already running for this round',
+        })
+      }
+
+      // Verify AI is available
+      if (!isOpenAIConfigured()) {
+        throw new TRPCError({
+          code: 'BAD_REQUEST',
+          message: 'OpenAI API is not configured',
+        })
+      }
+
+      // Create job record
+      const job = await ctx.prisma.assignmentJob.create({
+        data: {
+          roundId: input.roundId,
+          status: 'PENDING',
+        },
+      })
+
+      // Start background job (non-blocking)
+      runAIAssignmentJob(job.id, input.roundId, ctx.user.id).catch(console.error)
+
+      return { jobId: job.id }
+    }),
+
+  /**
+   * Get AI assignment job status (for polling)
+   */
+  getAIAssignmentJobStatus: protectedProcedure
+    .input(z.object({ jobId: z.string() }))
+    .query(async ({ ctx, input }) => {
+      const job = await ctx.prisma.assignmentJob.findUniqueOrThrow({
+        where: { id: input.jobId },
+      })
+
+      return {
+        id: job.id,
+        status: job.status,
+        totalProjects: job.totalProjects,
+        totalBatches: job.totalBatches,
+        currentBatch: job.currentBatch,
+        processedCount: job.processedCount,
+        suggestionsCount: job.suggestionsCount,
+        fallbackUsed: job.fallbackUsed,
+        errorMessage: job.errorMessage,
+        startedAt: job.startedAt,
+        completedAt: job.completedAt,
+      }
+    }),
+
+  /**
+   * Get the latest AI assignment job for a round
+   */
+  getLatestAIAssignmentJob: adminProcedure
+    .input(z.object({ roundId: z.string() }))
+    .query(async ({ ctx, input }) => {
+      const job = await ctx.prisma.assignmentJob.findFirst({
+        where: { roundId: input.roundId },
+        orderBy: { createdAt: 'desc' },
+      })
+
+      if (!job) return null
+
+      return {
+        id: job.id,
+        status: job.status,
+        totalProjects: job.totalProjects,
+        totalBatches: job.totalBatches,
+        currentBatch: job.currentBatch,
+        processedCount: job.processedCount,
+        suggestionsCount: job.suggestionsCount,
+        fallbackUsed: job.fallbackUsed,
+        errorMessage: job.errorMessage,
+        startedAt: job.startedAt,
+        completedAt: job.completedAt,
+        createdAt: job.createdAt,
+      }
+    }),
 })

src/server/services/ai-assignment.ts

@@ -86,6 +86,15 @@ interface AssignmentConstraints {
   }>
 }
 
+export interface AssignmentProgressCallback {
+  (progress: {
+    currentBatch: number
+    totalBatches: number
+    processedCount: number
+    totalProjects: number
+  }): Promise<void>
+}
+
 // ─── AI Processing ───────────────────────────────────────────────────────────
 
 /**
@@ -247,7 +256,8 @@ export async function generateAIAssignments(
   projects: ProjectForAssignment[],
   constraints: AssignmentConstraints,
   userId?: string,
-  entityId?: string
+  entityId?: string,
+  onProgress?: AssignmentProgressCallback
 ): Promise<AIAssignmentResult> {
   // Truncate descriptions before anonymization
   const truncatedProjects = projects.map((p) => ({
@@ -279,11 +289,14 @@ export async function generateAIAssignments(
     let totalTokens = 0
 
     // Process projects in batches
+    const totalBatches = Math.ceil(anonymizedData.projects.length / ASSIGNMENT_BATCH_SIZE)
+
     for (let i = 0; i < anonymizedData.projects.length; i += ASSIGNMENT_BATCH_SIZE) {
       const batchProjects = anonymizedData.projects.slice(i, i + ASSIGNMENT_BATCH_SIZE)
       const batchMappings = anonymizedData.projectMappings.slice(i, i + ASSIGNMENT_BATCH_SIZE)
+      const currentBatch = Math.floor(i / ASSIGNMENT_BATCH_SIZE) + 1
 
-      console.log(`[AI Assignment] Processing batch ${Math.floor(i / ASSIGNMENT_BATCH_SIZE) + 1}/${Math.ceil(anonymizedData.projects.length / ASSIGNMENT_BATCH_SIZE)}`)
+      console.log(`[AI Assignment] Processing batch ${currentBatch}/${totalBatches}`)
 
       const { suggestions, tokensUsed } = await processAssignmentBatch(
         openai,
@@ -298,6 +311,17 @@ export async function generateAIAssignments(
 
       allSuggestions.push(...suggestions)
       totalTokens += tokensUsed
+
+      // Report progress after each batch
+      if (onProgress) {
+        const processedCount = Math.min((currentBatch) * ASSIGNMENT_BATCH_SIZE, projects.length)
+        await onProgress({
+          currentBatch,
+          totalBatches,
+          processedCount,
+          totalProjects: projects.length,
+        })
+      }
     }
 
     console.log(`[AI Assignment] Completed. Total suggestions: ${allSuggestions.length}, Total tokens: ${totalTokens}`)

src/server/services/in-app-notification.ts

@@ -16,6 +16,7 @@ export const NotificationTypes = {
   // Admin notifications
   FILTERING_COMPLETE: 'FILTERING_COMPLETE',
   FILTERING_FAILED: 'FILTERING_FAILED',
+  AI_SUGGESTIONS_READY: 'AI_SUGGESTIONS_READY',
   NEW_APPLICATION: 'NEW_APPLICATION',
   BULK_APPLICATIONS: 'BULK_APPLICATIONS',
   DOCUMENTS_UPLOADED: 'DOCUMENTS_UPLOADED',