System Requirements Document (SRD)

Project Name: plasma-workflow

1. Introduction

The plasma-workflow project aims to design and develop a centralized workflow management system that streamlines the entire business lifecycle from Lead → Quotation → Project Execution → Production → Delivery → Accounts. This document outlines the system requirements to ensure the successful implementation of the project.

The system is tailored to meet the needs of businesses in India (IN), ensuring compliance with local standards, timezone (IST), and operational practices. By leveraging cloud hosting, the solution will provide scalability, remote accessibility, and robust disaster recovery options.

2. System Overview

The plasma-workflow system will serve as a centralized platform to manage workflows across departments, ensuring seamless collaboration and automation of processes. The system will eliminate manual coordination gaps, improve documentation management, enhance vendor sourcing, and ensure accurate project costing and timelines.

Key benefits include:

• Faster quotation preparation
• Improved inter-department coordination
• Standardized documentation
• Enhanced project budget control
• Streamlined vendor sourcing and comparison
• Efficient complaint and ticket management

The system will be hosted on a cloud platform to ensure scalability, remote access, and high availability.

3. Functional Requirements

As User:

• I should be able to create and track leads.
• I should be able to manage lead statuses and set follow-up reminders.
• I should be able to generate and compare quotations using standardized BOQ templates.
• I should be able to source and compare vendor quotations.
• I should be able to track project statuses and manage project documentation.
• I should be able to enter timesheets and calculate mandays for projects.
• I should be able to create and manage complaint tickets for faster resolution.
• I should be able to coordinate seamlessly with other departments using shared dashboards.

As Admin:

• I should be able to assign tasks and monitor project updates across departments.
• I should be able to manage user roles and permissions.
• I should be able to oversee document versioning and centralized storage.
• I should be able to track activity logs and ensure SOP compliance.

4. User Personas

1. Admin:

   • Responsible for managing the system, assigning tasks, and ensuring compliance.
   • Oversees inter-department coordination and monitors overall system performance.

2. Sales Team Member:

   • Manages leads, prepares quotations, and tracks client communication.

3. Project Manager:

   • Tracks project progress, manages documentation, and ensures timely handovers.

4. Sourcing Specialist:

   • Sources vendors, compares quotations, and ensures cost-effective procurement.

5. Factory/Production Team Member:

   • Tracks production milestones and updates project statuses.

6. Accounts Team Member:

   • Manages financial documentation and tracks budget vs. actual costs.

5. Visuals Colors and Theme

The plasma-workflow system will adopt a modern and professional design aesthetic with the following color palette:

• Primary Color: Deep Blue (#003366) – Represents trust and professionalism.
• Secondary Color: Bright Orange (#FF6600) – Adds energy and highlights key actions.
• Neutral Colors: Light Gray (#F5F5F5) and White (#FFFFFF) – For clean and minimal backgrounds.
• Accent Color: Emerald Green (#00A86B) – Used for success indicators and positive actions.

The theme will focus on clarity and usability, with intuitive navigation and responsive design for both desktop and mobile platforms.

6. Signature Design Concept

Interactive Workflow Map
The homepage of the plasma-workflow system will feature an interactive workflow map that visually represents the entire business lifecycle (Lead → Quotation → Project Execution → Production → Delivery → Accounts).

• Design Details:

  • The map will use animated, color-coded pathways to show the flow of tasks between departments.
  • Each department will be represented by a clickable icon (e.g., a factory for production, a briefcase for sales).
  • Hovering over a department will display a tooltip with key metrics (e.g., number of active leads, pending quotations, project statuses).
  • Users can click on any department to drill down into specific workflows and tasks.

• Animations:

  • Smooth transitions between sections.
  • Icons will pulse gently to indicate active tasks.
  • A glowing pathway will highlight the current stage of a project.

• Micro-Interactions:

  • Clicking on a task will open a detailed view with options to update statuses, attach documents, or assign team members.
  • Notifications will appear as subtle pop-ups on the map, ensuring users stay informed without being overwhelmed.

This dynamic and visually engaging design will make the system instantly fascinating and user-friendly, while also reinforcing the concept of seamless workflow management.

7. Non-Functional Requirements

• Scalability: The system must support up to 10,000 concurrent users.
• Availability: 99.9% uptime guaranteed through cloud hosting.
• Security: Role-based access control (RBAC), data encryption (AES-256), and regular security audits.
• Performance: Response time for all actions must be under 2 seconds.
• Localization: Support for Indian timezone (IST) and currency (INR).
• Backup and Recovery: Daily automated backups with a 30-day retention period.

8. Tech Stack

• Frontend: React for Web, React Native for Mobile App
• Backend: Python with FastAPI
• Database:
  • RDBMS: MySQL with Alembic for migrations
  • NoSQL: MongoDB (for unstructured data)
• AI Models:
  • GPT 5.2 for user-friendly responses
  • Claude 4.5 Opas for coding and academic tasks
• AI Tools: Langchain, Litellm for LLM Routing
• Orchestration: Docker, Kubernetes for server-side orchestration

9. Assumptions and Constraints

• The system will be hosted on a cloud platform (e.g., AWS or Azure).
• Internet connectivity is required for accessing the system.
• User training will be provided to ensure smooth adoption of the system.
• The initial deployment will focus on Indian businesses, with potential for global expansion.

10. Glossary

• BOQ: Bill of Quantities
• PI: Proforma Invoice
• PO: Purchase Order
• CI: Commercial Invoice
• PL: Packing List
• Mandays: Total effort in terms of days required for a project
• RBAC: Role-Based Access Control

This updated SRD incorporates cloud hosting as a core system requirement and enhances the overall vision for the plasma-workflow project. Let me know if there are any additional changes you'd like, Janvi!