# RE Onboarding & Offboarding System

# Requirements

```
System Requirements Specifications
```
## 16 - Oct- 2025

## Version 1. 4


## Contents


-

## Change Log

### 1.1 Change Log – Version 2.0


**1.1.1 Notification Channel Enhancement**

- Added **WhatsApp as a supported notification channel** for reminders and workflow
    communications (e.g., questionnaire completion and status updates), while restricting
    sensitive document sharing to email only.




**1.1.8 Access Control & Visibility Refinements**

- Defined **view-only access** for DD ASM, DD ZM, and RBM at relevant workflow stages.
- Granted **approval visibility** to DD Lead where applicable.
- Enabled **DD ASM and DD ZM** to upload site readiness and LOA-related documents,
    with **DD Lead, RBM, and ZBH** having view access.
- Limited applicant and dealer portal access to **stage-specific and context-specific**
    **scenarios only**.
- Confirmed that **dealer portal access is revoked after resignation or termination**.

**1.1.9 Terminology & Documentation Corrections**

- Clarified **KT Matrix as Kepner Tregoe Matrix** for consistency and correctness.

**1.1.10 Super Admin Role Introduction**

- Introduced a **Super Admin (Master Role)** with end-to-end access and workflow control
    across modules.
- Defined segregation of duties by splitting Super Admin into **two DD Admin roles** with
    clearly scoped responsibilities.




**1.2.1 Introduction of Dealer Portal**

- Introduced a **Dealer Portal capability** enabling onboarded dealers to initiate and track
    post-onboarding lifecycle requests through the portal.
- Dealer actions are governed by **role-based access controls** , approval hierarchies, and
    audit mechanisms.


**1.2.3 Dealer Relocation Request Enablement**

- Enabled dealers to **initiate and track relocation requests** through a guided workflow.
- Added support for:
    o Manual or map-based location entry
    o Distance calculation from existing location
    o Property type selection and expected relocation date


- Introduced **document-driven relocation validation** , including statutory, legal, property,
    and infrastructure documents.
- Implemented **multi-level approval workflow** with Work Notes–based communication
    and audit trail.
- Ensured dealer has **view and upload access only** , with approvals retained by RE
    stakeholders.




## 1 System Overview & Problem Statement

**1.1.1 System Overview**

The **Dealer Onboarding and Offboarding System** for **Royal Enfield (RE)** is designed to **digitize,
standardize, and streamline** the complete dealer lifecycle — from **application and
evaluation** to **approval, resignation, termination, and full-and-final (F&F) settlement**.

At present, the process operates through **manual coordination** , involving **emails, spreadsheets,
and physical documentation** , which makes it difficult to maintain visibility, accountability, and
consistency across teams.

The proposed solution introduces a **centralized digital platform** that brings all stakeholders onto
a single workflow. It ensures that every stage — **onboarding, operational approvals, financial
diligence, legal validation, and final closure** — follows a **structured and traceable process**.

The system integrates seamlessly with existing RE applications such as **SSO** , **SAP** , and **Finance
modules** , providing **role-based access** , **real-time tracking** , and **secure document management**.
It also offers **automated workflows** , **configurable approval hierarchies** , and **AI-assisted decision
support** to improve efficiency and reduce turnaround time.

By moving to a digital workflow, Royal Enfield will achieve higher levels of **process
efficiency** , **data accuracy** , and **transparency** , ensuring faster decision-making and stronger
control over the dealer network lifecycle.

## 2 Intended Audience

This document is intended for all stakeholders involved in the **design, implementation, approval,
and operational use** of the **Dealer Onboarding and Offboarding System** at **Royal Enfield (RE)**.

The following user personas and roles are part of the system:

### 2.1 Business & Functional Users


**2.1.2 Regional Sales & Business Team**

- **RBM (Regional Business Manager):** Participates in early-stage evaluations, provides
    ground-level business insights, and recommends suitable candidates.
- **ZBH (Zonal Business Head):** Conducts the second-level review along with DD-Lead;
    provides strategic feedback on market and location viability.
- **NBH (National Business Head):** Holds final authority for approval or rejection of dealer
    onboarding; reviews consolidated feedback from all levels.

- **Relocation Request Submission**

```
The dealer can submit a relocation request in scenarios where there is an intent to shift
the dealership from the current location to a new proposed location. The request is
routed for internal feasibility assessment, validation, and management approval before
execution.
```

All dealer-initiated requests are subject to **defined validations, mandatory document
submissions, role-based reviews, and approvals**. The dealer’s access is **restricted to initiation,
document upload, and status visibility** , with **final decision-making authority retained by
authorized internal stakeholders of RE**


4.5.1.1 Overview
```
The **Finance Team Process Flow** governs all financial activities related to dealer lifecycle
management — from **security deposit validation at onboarding** to **final settlement at
resignation or termination**.
It ensures complete financial traceability, proper verification of payments, and compliance with
Royal Enfield’s financial governance standards.
The process flow integrates with **Admin, Legal, Dealer Development (DD)** , and **Departmental
Modules** , ensuring accurate financial updates and timely closure of all financial transactions.

**4.5.2 Step-by-Step Process Flow**


```
4.5.2.3 Internal Clarification & Approval
```
- **Action:**
    Finance initiates clarification rounds with departments or DD-Lead for mismatched data.
- **System Steps:**
    o Uses the **Work Notes** section for comments, tagging users like _@DD-_
       _Lead_ , _@Legal_ , or _@Admin_.
    o Tracks status as _Pending Clarification_ until resolved.
    o After reconciliation, Finance locks the summary and updates case status
       to _Ready for Approval_.

`


## 5 System Features & Requirements

Here, we describe the **system features** along with their respective **Width** and **Depth** to provide
complete visibility of each requirement.

The **Width** defines the **functional coverage** of a feature — outlining what the feature does,
its **boundaries, use cases, and user interactions**. It answers the question: _“What scenarios and
actions are covered by this feature?”_

The **Depth** captures the **operational and behavioral details** — describing how the feature
behaves through its **logic, workflow, system responses, and edge-case handling**. It answers the
question: _“How does the system execute and respond in these scenarios?”_

---

Dealer Relocation Request



**12.2.6 Functionality Scope**

This functionality enables a **dealer to initiate, track, and manage dealership relocation
requests** through the portal after successful onboarding. The system provides a **guided self-
service mechanism** to propose a new dealership location, submit **location-specific statutory,
property, and infrastructure documents** , and route the request through a **multi-level internal
approval workflow**.

**12.2.7 Functional Width**

- Displays a **dealer-facing relocation dashboard** with summary indicators:
    o Total Requests
    o Pending Requests
    o Completed Requests
- Lists all **relocation requests** with:
    o Request ID
    o Current location
    o Proposed location
    o Distance from current location
    o Submission date
    o Current status
    o Progress percentage
- Enables **initiation of a new relocation request**
- Allows **manual address entry** or **map-based location selection** for the proposed site
- Captures **distance from the existing location**
- Provides **request-level detailed view** including:
    o Relocation overview
    o Submitted information
    o Workflow progress


```
o Required and uploaded documents
o History & audit trail
```
- Supports **document upload, verification, and status tracking**
- Provides **role-based visibility and action controls**
- Prevents parallel or duplicate relocation requests for the same outlet

**12.2.8 11.3.3 Functional Depth**

- Relocation requests can be initiated **only for active and eligible dealerships**.
- On selecting **“New Relocation Request”** , the dealer is presented with a structured
    submission form capturing:
       o Dealer Code and Dealer Name (auto-populated, non-editable)
       o Current dealership address (auto-populated)
       o Proposed new location (manual entry or map selection)
       o Complete address details (city, state, pincode)
       o Distance from the current location
       o Property type
       o Expected relocation date
       o Reason for relocation
- Upon submission, the request enters a **multi-level approval workflow** , typically
    progressing through:
       o DD ASM Review
       o RBM Review
       o DD ZM Review
       o ZBH Review
       o DD Lead Review
       o NBH Review
       o Legal (as applicable)
- Each stage is reflected through a **visual workflow progress timeline** , showing:
    o Responsible role
    o Stage status (Completed / In Progress / Pending)
    o Overall progress percentage
- The system enforces **mandatory document submission and verification** , categorized as:
    o Property
    o Legal
    o Statutory
    o Infrastructure
- Required documents include, but are not limited to:
    o Property documents for new location
    o Lease / Rental agreement for new location
    o NOC from current landlord
    o Municipal approvals


```
o Fire safety certificate
o Pollution clearance
o Layout / Floor plan of new location
o Photos of new location
o Locality map
o Building plan approval
o Electricity connection documents
o Water supply documents
```
- Document status is tracked as **Pending Verification** , **Verified** , or **Rejected**.
- Authorized internal users may **Approve, Send Back, or Revoke** the relocation request.
- **Send Back and Revoke actions are communicated through Work Notes** , with mandatory
    remarks captured by the system.
- All uploads, verifications, remarks, and approvals are **logged in the audit trail**.
- Upon final approval:
    o The relocation request is marked as completed.
    o Dealer master records are updated as per the approved new location.
- The system ensures **full traceability and compliance** across all stages of the relocation
    process.

**12.2.9 11.3.4 Personas-wise Accessibility & Visibility**

```
Persona Responsibilities Access Rights
Dealer Initiates and tracks dealership
relocation requests.
```
- Initiate relocation request
- Provide proposed location details
- Upload required documents
- View request status, workflow
progress, and Work Notes
DD ASM Coordinates initial review and
document readiness.
- View relocation requests
- Upload and review documents
- Support coordination
RBM Performs regional feasibility and
business review.
- View requests
- Review and recommend
DD ZM Conducts zonal-level evaluation. • View requests
- Review and provide inputs
ZBH Ensures zonal governance and
compliance.
- Review requests
- Send Back or Revoke with mandatory
Work Notes
- Approve as per hierarchy
DD Lead Ensures policy adherence and cross-
functional alignment.
- Review requests
- Send Back or Revoke with mandatory
Work Notes
- Approval visibility


```
NBH Provides senior management approval. • Review requests
```
- Send Back or Revoke with mandatory
Work Notes
- Final approval authority
Legal
Team

```
Validates statutory and legal
compliance.
```
- Review legal documents
- Validate approvals and clearances
System Enforces workflow and compliance
rules.
- Control action availability
- Track document status and progress
- Maintain history and audit trail

