Gas Electrical Powerzone (GEP) Platform System Requirements Document

1. Introduction

This document outlines the system requirements for the Gas Electrical Powerzone (GEP) platform, which aims to integrate and automate workflows between ServiceM8 and Xero. The platform will enhance operational efficiency by automating manual processes, providing a unified dashboard, and offering analytics for better decision-making.

2. System Overview

The GEP platform will serve as a centralized operations intelligence layer that integrates with ServiceM8 and Xero via their APIs. It will automate data extraction, job tracking, inventory management, and communication processes while providing a comprehensive dashboard for real-time business insights.

3. Functional Requirements

Automation and Integration

• As an office staff member, I want to automatically extract structured data from incoming work-order emails/PDFs, including customer name, location, appliance details, and fault description, to draft jobs for review before creation in ServiceM8.
• As a technician, I want my notes to be automatically cleaned up into structured repair records for quoting and invoicing purposes.
• As an admin, I want to track job status end-to-end, synced with ServiceM8, to ensure visibility from creation to invoicing.
• As an office staff member, I want to automate supplier price and availability inquiries and receive auto-follow-ups if no response is received in 7 days.
• As an office staff member, I want to automate customer quote/estimate follow-ups if no response is received in 3–7 days, ensuring follow-ups are sent to the same recipients as the original quote email, not the default job contact in ServiceM8.
• As an admin, I want to track inventory levels, storage locations, and receive min-stock alerts to manage stock efficiently.
• As an admin, I want to manage integrations with ServiceM8, Xero, AWS, and other services through a dedicated integrations tab.
• As an admin, I want to run "Plan All" as pre-resolved by the API supervisor.

Dashboard and Analytics

• As an admin, I want a unified dashboard that combines job pipeline, quote/estimate status, supply chain, financials, and admin alerts for a comprehensive view.
• As an admin, I want to analyze parts usage/failure trends, supplier performance, repair trends, and technician/job efficiency metrics for informed decision-making.
• As an admin, I want to compare jobs completed month-by-month and year-on-year to identify trends and make data-driven decisions.

Security and Access Control

• As an admin, I want secure API authentication and access control to ensure data protection and role-based access.
• As a technician, I want access limited to inventory sections relevant to my role.

Inventory Management

• As an office staff member, I want to manage inventory movements and ensure technicians only see stock in their own vans.
• As an office staff member, I want low stock alerts to notify when restocking is needed.
• As an office staff member, I want to ensure that if technicians only had four thermostats to choose from, they would select the correct one.

Communication Automation

• As an office staff member, I want automated follow-ups for quotes and estimates to be sent to the same recipients as the original quote email, not the default job contact in ServiceM8.
• As an office staff member, I want automated supplier communication follow-ups every 6 hours until a response is received, with a clear history of when requests were sent and when responses were received.

Operational Analytics

• As an admin, I want operational analytics and reporting to compare job volumes, turnaround times, quote conversion rates, and supplier performance.
• As an admin, I want to see how long jobs have been sitting at each stage to prioritize urgent tasks.

Search Functionality

• As an office staff member, I want a powerful search function to find any job, customer, or note instantly by typing a full name or phrase, with no more broad results that bring up irrelevant entries.

4. User Personas

• Admin: Oversees the entire platform, manages integrations, and has full access to all features.
• Office Staff: Handles job creation, inventory management, and communication processes.
• Technician: Focuses on job execution and has access to job-related inventory.

5. Core User Flows

Admin User Flow

1. Log in to the platform.
2. Access the dashboard for an overview of operations.
3. Manage integrations and access control settings.
4. Review analytics and reports for decision-making.
5. Run "Plan All" as needed.

Office Staff User Flow

1. Receive work-order emails/PDFs.
2. Review and approve automatically drafted jobs.
3. Manage inventory and supplier communications.
4. Monitor job status and follow up on quotes and estimates.

Technician User Flow

1. Log in to view job-related inventory.
2. Complete jobs and submit notes.
3. Review cleaned-up notes for accuracy.

6. Visuals Colors and Theme

• Primary: #0047AB (Deep Blue)
• Primary Light: #5A9BD5 (Light Blue)
• Secondary: #FF6F61 (Coral)
• Accent: #FFD700 (Gold)
• Highlight: #FFA500 (Orange)
• Bg: #F5F5F5 (Light Gray)
• Surface: rgba(255, 255, 255, 0.8)
• Text: #333333 (Dark Gray)
• Text Muted: #777777 (Medium Gray)
• Border: rgba(0, 71, 171, 0.2)

7. Signature Design Concept

Imagine a dynamic, interactive dashboard that feels like a control center from a futuristic movie. The homepage features a 3D rotating globe representing the business's operational reach. Users can click on different regions to zoom in and view detailed analytics and job statuses specific to that area. This globe is interactive, allowing users to spin it with a swipe or click, offering a tactile experience. The interface uses @react-three/fiber for 3D rendering and gsap for smooth animations and transitions, ensuring a seamless and engaging user experience.

8. Interaction Model & Motion Direction

• Interaction Model: Parallax
• Motion Direction: The landing page will feature layered depth via scroll, with decorative elements translating at different speeds to create a sense of depth. Real content will scroll naturally, providing a visually rich first impression.

9. Non-Functional Requirements

• The system must ensure data security and integrity.
• The platform should be scalable to accommodate future growth.
• The system should provide high availability and reliability.

10. Tech Stack

• Frontend: React.js
• Backend: Python + FastAPI
• Database: MySQL with Alembic migrations

11. Assumptions and Constraints

• The platform will not replace ServiceM8 or Xero but will integrate with them.
• All automation processes will require human review and approval before execution.

12. Glossary

• ServiceM8: A job management software for field service businesses.
• Xero: An accounting software platform for small and medium-sized businesses.
• API: Application Programming Interface, a set of protocols for building software applications.