# 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