System Requirements Document for autumn-coi

1. Introduction

The purpose of this document is to outline the system requirements for the project "autumn-coi," which focuses on the collection and tracking of Certificates of Insurance (COI) for vendors and subcontractors. The project aims to automate the verification of COIs to ensure compliance and reduce liability for small-to-mid General Contractors (GCs), property management firms, franchise operators, facilities, and event venues.

2. System Overview

2a. Product Interpretation and Delivery Boundary

• Domain Descriptor: COI Compliance Automation

  • Source Evidence: Automates the collection and verification of Certificates of Insurance (COI) to ensure compliance and reduce liability.
  • Confidence: 0.9

• Product Intent: The project aims to provide an automated solution for COI collection and compliance tracking, specifically targeting small-to-mid GCs and property managers.

• Excluded Assumptions: Generic insurance management features and enterprise-level compliance modules are not included.

• Access: Application-owned identity is required for managing compliance records and ensuring private ownership and control.

• Behavior Contracts:

  • COI Data Extraction: Triggered by COI document upload, extracting insurer, limits, policy period, and additional insured information.
  • Compliance Monitoring: Updates compliance status based on extracted COI data.
  • Deficiency Notification: Sends notifications to vendors when compliance deficiencies are identified.
  • Send Digest of Expiring Vendors: Scheduled digest sent via Slack/email listing vendors with COIs expiring in 30 days.
  • Parse ACORD 25 and Compare Endorsements with LLM: Extracts structured policy fields and compares endorsements and limits to requirements.
  • Auto-Send Plain-English Deficiency Letter: Sends deficiency letters to the vendor's agent.
  • Predict Renewal from Policy Period: Generates renewal predictions based on policy period dates.
  • Risk Scoring of Vendor Portfolio: Updates portfolio risk score based on compliance or renewal data.
  • Chat Over COI Archive: Provides relevant COI information based on user queries.

2b. Source Content Inventory

No explicit content sources were provided for inventory.

2c. Page Content and Component Coverage

• Landing Page:

  • Purpose: Product orientation, discovery, and acquisition.
  • Components: Introduction to the product, key features, and call-to-action for sign-up.

• Vendor List Page:

  • Purpose: Manage vendor information and required coverage templates.
  • Components: Vendor details, coverage templates, and upload links.

• Compliance Dashboard:

  • Purpose: Monitor compliance status and generate reports.
  • Components: Compliance status indicators, report generation tools, and export options.

• Document Vault:

  • Purpose: Store COI documents with version history for claims defense.
  • Components: Document upload, version control, and search functionality.

• AI Compliance Review & Chat:

  • Purpose: AI-powered compliance review and chat interface for COI archive.
  • Components: LLM/OCR endorsement checking, risk scoring, renewal prediction, deficiency letter automation, and chat interface.

• Authentication Page:

  • Purpose: Manage user sign-up, login, and session access.
  • Components: User authentication forms and session management tools.

3. Functional Requirements as Story Points

• As a Risk/AP Administrator, I should be able to manage a vendor list with required-coverage templates per project or vendor class. explicit
• As a Risk/AP Administrator, I should be able to receive COI documents via a broker/vendor upload link or email-in COI inbox without requiring login. explicit
• As a Risk/AP Administrator, I should be able to extract insurer, limits, policy period, and additional insured information from COI documents using OCR. explicit
• As a Risk/AP Administrator, I should be able to automate deficiency and expiry chase sequences to vendors and their agents. explicit
• As a Risk/AP Administrator, I should be able to view a compliance dashboard and export per-project compliance reports. explicit
• As a Risk/AP Administrator, I should be able to store COI documents in a document vault with version history for claims defense. explicit
• As a Risk/AP Administrator, I should receive a Slack/email digest of vendors with COIs expiring in 30 days. explicit
• As a Risk/AP Administrator, I should be able to chat over the COI archive to retrieve relevant information. explicit
• As a System, I should parse ACORD 25 forms and compare endorsements with LLM against the customer's contract requirement template. explicit
• As a System, I should auto-send plain-English deficiency letters to the vendor's agent when deficiencies are identified. explicit
• As a System, I should predict renewal from policy period dates. explicit
• As a System, I should update the risk score of the vendor portfolio based on compliance or renewal data. explicit

4. User Personas

• Risk/AP Administrator: The primary user responsible for managing COI compliance, typically working within small-to-mid GCs, property management firms, franchise operators, facilities, and event venues.

5. Core User Flows

1. Landing Page to Authentication:

   • User visits the landing page for product orientation and discovery.
   • User proceeds to the authentication page for sign-up or login.

2. Vendor Management:

   • User accesses the Vendor List page to manage vendor information and coverage templates.
   • User uploads COI documents via provided links or email.

3. Compliance Monitoring:

   • User navigates to the Compliance Dashboard to monitor compliance status.
   • User generates and exports compliance reports.

4. Document Management:

   • User accesses the Document Vault to upload and manage COI documents.
   • User utilizes version history for claims defense.

5. AI Compliance Review:

   • User interacts with the AI Compliance Review & Chat page for endorsement checking and risk scoring.
   • User engages with the chat interface for COI archive queries.

6. Visuals Colors and Theme

• Primary: #2A9D8F
• Primary Light: #A8DADC
• Secondary: #457B9D
• Accent: #E63946
• Highlight: #F4A261
• Background: #F1FAEE
• Surface: #FFFFFF
• Text: #1D3557
• Text Muted: #A8A8A8
• Border: #E5E5E5

7. Signature Design Concept

The design concept for the autumn-coi project focuses on a clean, professional interface that emphasizes clarity and ease of use. The landing page will feature a hero section with a subtle animated background using the primary color palette to draw attention to the product's key features and benefits. The interface will maintain a consistent layout across all pages, with intuitive navigation and clear call-to-action buttons to guide users through the compliance tracking process.

8. Interaction Model & Motion Direction

• Landing Page: Animated with subtle motion to highlight key features and benefits.
• Internal Pages: Static layout prioritizing clarity and data density, with minimal motion for transitions and feedback.

9. Non-Functional Requirements

• Performance: The system should handle up to 200 concurrent users without performance degradation. required_inference
• Security: All data must be encrypted in transit and at rest. required_inference
• Scalability: The system should be able to scale to accommodate future growth in user base and data volume. required_inference

10. Tech Stack

• Frontend: React for Web
• Backend: Python, FastAPI
• Database: MySQL or MariaDB, use alembic for migrations
• AI Models: GPT 5.4 for user-friendly response, Claude Sonnet 5 for academic or coding work
• AI Tools: Litellm for LLM Routing, Langchain
• Local Orchestration: Docker, docker-compose
• Server-side Orchestration: Kubernetes

11. Assumptions and Constraints

• The system will primarily serve small-to-mid GCs and property managers.
• The solution will be self-serve with no demo calls required.
• Pricing will be competitive, targeting the sub-$100/mo tier.

12. Glossary

• COI: Certificate of Insurance
• GC: General Contractor
• LLM: Large Language Model
• OCR: Optical Character Recognition
• AP: Accounts Payable

This document provides a comprehensive overview of the system requirements for the autumn-coi project, ensuring that all necessary features and functionalities are clearly defined and aligned with the project's objectives.