System Requirements Document

Project Name: EES GE Powerzone

Overview

This document outlines the system requirements, tasks, and timeline for the EES GE Powerzone project. The project is structured into multiple phases, with a total timeline of 62.5 days, including deployment tasks. Deployment tasks will run parallelly after the completion of each phase. Any additional tasks outside the defined scope will be treated as Change Requests (CR) with separate timelines and commercials based on the effort required.

Key Notes

• XERO Integration: Removed from the timeline.
• Task Prioritization: Tasks have been reformatted according to priority.
• Timeline: 62.5 days, including deployment tasks.
• Change Requests (CR): Any additional tasks outside the defined scope will have separate timelines and commercials.

Prerequisites

The following prerequisites must be in place before starting the project:

• ServiceM8 API
• ServiceM8 Test User: With admin access.
• LLM API: OpenAI or Claude API key.
• Sample Technician Notes: To extract and format notes.
• Sample Email Request: For creating jobs.
• Domain: For the platform.
• AWS Details
• Gmail Account API: For handling customer queries and creating jobs.

Project Timeline and Tasks

Phase 1: Foundational Features (3 Tasks)

TASK-1: Implement Secure API Authentication and Access Control

• Objective: Establish robust security measures to safeguard data and maintain confidentiality across the platform.
• Subtasks:
  • Implement API Authentication and Authorization (2 days)
  • Develop Role-Based Access Control System (1 day)

TASK-2: Automated Work Order Ingestion

• Objective: Automatically process incoming work orders to extract key data and create jobs in ServiceM8, reducing manual data entry and speeding up job creation.
• Subtasks:
  • Develop PDF and Email Parsing Module (2.5 days)
  • Implement Key Field Extraction Logic (2 days)
  • Integrate with ServiceM8 Job Creation API (1.5 days)
  • Testing and Validation of Ingestion Workflow (0.5 days)

TASK-3: Implement Job Tracking and Status Monitoring

• Objective: Provide real-time visibility into job progress and status to reduce manual follow-ups and enable faster response to delays.
• Subtasks:
  • Define Job Status States and Transitions (1.5 days)
  • Develop Status Synchronization with ServiceM8 (2 days)
  • Build Job Tracking UI Components (2.5 days)
  • Testing and Validation of Job Tracking (1 day)

Phase 2: Advanced Features (3 Tasks)

TASK-4: Standardize Technician Notes Processing

• Objective: Automatically process technician notes to remove irrelevant details and extract structured repair information, reducing administrative cleanup and speeding up quote preparation.
• Subtasks:
  • Design Notes Cleaning and Extraction Algorithms (2 days)
  • Implement Structured Data Output Format (1.5 days)
  • Integrate with Office Workflow for Quote Preparation (1 day)
  • Testing and Quality Assurance (0.5 days)

TASK-5: Develop Quote and Estimate Follow-Up Automation

• Objective: Automate customer follow-ups on quotes and estimates to improve approval turnaround and reduce lost jobs.
• Subtasks:
  • Implement Quote and Estimate Tracking Backend (2 days)
  • Develop Automated Reminder Email System (2 days)
  • Integrate Follow-Up Alerts into Dashboard (1 day)
  • Testing and Validation (1 day)
  • Develop Automated Reminder SMS System (1 day)

TASK-6: Develop Unified Operations Dashboard

• Objective: Build a single interface to enable staff to manage workflows and monitor operations without switching between multiple systems.
• Subtasks:
  • Design Dashboard UI and UX (1 day)
  • Implement Data Aggregation Backend Services (ServiceM8) (2 days)
  • Develop Frontend Dashboard Components (1 day)
  • Integrate Alerts and Notifications (2 days)
  • Search Functionality in Dashboard (1 day)

Phase 3: Operational Enhancements (3 Tasks)

TASK-7: Build Inventory Tracking System

• Objective: Digitally track parts inventory to improve supply chain coordination and repair turnaround times.
• Subtasks:
  • Design Parts Catalog and Storage Schema (2 days)
  • Implement Stock Level Tracking and Alerts (3 days)
  • Develop Inventory UI Components (3 days)
  • Integrate Parts Usage Tracking per Job (2 days)
  • Storage Section (2 days)
  • Technician Van Section (2 days)

TASK-8: Implement Supplier Communication Automation

• Objective: Streamline supplier communication to speed up procurement and reduce manual overhead.
• Subtasks:
  • Develop Supplier Inquiry Email Automation (2 days)
  • Integrate Gmail API and Check Supplier Response / Send Emails (2 days)
  • Adding Jobs to its Respective Queue (1 day)
  • Integrate Supplier Alerts into Dashboard (1 day)

TASK-9: Implement Operational Analytics and Reporting

• Objective: Leverage digitized operational data to generate actionable insights and recommendations for continuous improvement.
• Subtasks:
  • Develop Component Supply Usage Analytics (2 days)
  • Implement Supplier Performance Metrics (1.5 days)
  • Create Repair Trend Analysis Reports (1.5 days)
  • Build Job Efficiency Metrics Dashboard (2 days)

Deployment

TASK-10: Setup CI/CD Pipeline / Deployment

• Objective: Use tools like GitHub Actions to automate the pipeline. Include stages for build and deployment to staging and production environments.
• Subtasks:
  • Configure Build Automation (3 days)
  • Setup Staging Server
  • Create Configuration Management Scripts

Summary

• Total Tasks: 9
• Total Subtasks: 41
• Total Timeline: 62.5 days

This document serves as the definitive guide for the EES GE Powerzone project, outlining all tasks, subtasks, and timelines. Any deviations or additional requirements will be handled as Change Requests.