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RE Dealer Onboarding & Offboarding System — Modular Test Stories

Royal Enfield | System Requirements Specification v1.4 | Breakdown by Module

📋 TABLE OF CONTENTS

  1. Module 1 — Dealer Onboarding
  2. Module 2 — Dealer Resignation
  3. Module 3 — Dealer Termination
  4. Module 4 — Constitutional Change
  5. Module 5 — Dealer Relocation
  6. Module 6 — Full & Final (F&F) Settlement
  7. Module 7 — Finance Dashboard
  8. Module 8 — Admin / System Configuration
  9. SLA Tracker & Alerts — All Modules

PERSONAS QUICK REFERENCE

Persona Role
Dealer / Applicant External — submits application / portal requests
DD-Admin System administrator, workflow manager
DD-ASM Area Sales Manager — initiates field requests
DD-AM Area Manager — ground-level evaluation
DD-ZM Zonal Manager — Level-1 evaluation
RBM Regional Business Manager — joint Level-1 evaluator
DD-Lead National coordination — Level-2 consolidation
ZBH Zonal Business Head — Level-2 review
DD-Head Final verification, LOI / LOA sign-off
NBH National Business Head — final approval authority
CCO Chief Commercial Officer — termination authorization
CEO Final authority for termination
Finance Team Payment verification, F&F settlement
Legal Team LOI, LOA, resignation/termination letters
FDD Team External financial due diligence partner
Architecture / Brand Experience EOR, layout, site readiness

MODULE 1 — DEALER ONBOARDING

1.1 Dealership Application Form

Stage: Application Initiation

Approvers: None (self-service by Applicant) Documents Involved: Application form data, Terms & Conditions consent

TEST STORY 1.1.1 — Applicant Submits Application (Opportunity Location)

Actors: Applicant Precondition: Applicant accesses RE website / QR campaign link; location has an open opportunity.

Flow:

  1. Applicant opens the Dealer Application Form via RE website or QR code.
  2. Fills mandatory fields: Full Name, Mobile, Email, Age, State, District, Pincode, Interested City, Company Name, Education, Ownership flags.
  3. Checks Terms & Conditions consent checkbox (mandatory).
  4. Clicks Submit Application.
  5. System validates fields (email format, mobile pattern, completeness).
  6. System checks preferred city against Opportunity Town Master.
  7. Location has an open opportunity → System routes to DD-Admin queue.

Notifications / Emails Triggered:

  • ✉️ Email to Applicant — Acknowledgement of application submission.
  • 📲 WhatsApp to Applicant — Opportunity Email with login credentials and link to Dealer Questionnaire.
  • 🔔 In-app notification to DD-Admin — New application received.

SLA Alert: None at this stage.

Expected Outcome: Application status = Opportunity Initiated. Applicant receives questionnaire link.

TEST STORY 1.1.2 — Applicant Submits Application (Non-Opportunity Location)

Actors: Applicant Precondition: Preferred city has NO open opportunity in the Opportunity Master.

Flow:

  1. Applicant submits application form (same as 1.1.1).
  2. System checks preferred city — no opportunity found.
  3. System auto-routes application to Non-Opportunity queue.

Notifications / Emails Triggered:

  • ✉️ Email to Applicant — Non-Opportunity Email: "Region is currently closed; your details are retained for future reference."
  • 🔔 In-app notification to DD-Admin — Non-opportunity application logged.

SLA Alert: None. Application held for future reactivation.

Expected Outcome: Application status = Non-Opportunity. No questionnaire link sent.

TEST STORY 1.1.3 — Application Submission Validation Failure

Actors: Applicant Precondition: Applicant submits form with missing mandatory fields or invalid email/mobile.

Flow:

  1. Applicant fills partial form and clicks Submit.
  2. System triggers inline field validations.
  3. Fields with errors are highlighted; submission blocked.

Notifications / Emails Triggered: None.

Expected Outcome: Form not submitted; error messages displayed inline.

1.2 Questionnaire Response & Scoring

Stage: Questionnaire Completion

Approvers: None (auto-scored by system) Documents Involved: Questionnaire responses

TEST STORY 1.2.1 — Applicant Completes Questionnaire

Actors: Applicant Precondition: Applicant received Opportunity Email with questionnaire link.

Flow:

  1. Applicant logs in via questionnaire link.
  2. Fills all sections: Personal Information, Financial Information, Business Information.
  3. Submits questionnaire.
  4. System auto-calculates total score (e.g., 78/100) and rank within city/region.
  5. Application moves to Admin Review Bucket.

Notifications / Emails Triggered:

  • 🔔 In-app notification to DD-Admin — Questionnaire submitted; ready for review.
  • 📲 WhatsApp Reminder to Applicant (if questionnaire not completed within configured period) — auto-triggered reminder (configurable from Admin).

SLA Alert:

  • ⏱️ SLA reminder triggered if questionnaire not submitted within configured TAT.
  • Work Note auto-posted: "T-Xh: Questionnaire completion reminder sent to Applicant.".

Expected Outcome: Application status = Questionnaire Submitted. Score and rank visible to DD-Admin.

1.3 Admin Validation & Shortlisting

Stage: Shortlisting

Approvers: DD-Admin Documents Involved: Application data, questionnaire scores

TEST STORY 1.3.1 — DD-Admin Shortlists Application

Actors: DD-Admin Precondition: Questionnaire submitted and scored; application in Admin Review Bucket.

Flow:

  1. DD-Admin reviews all submitted applications in tabular view.
  2. Evaluates eligibility based on score, questionnaire performance, and location preference.
  3. Selects eligible application(s) and clicks Shortlist.
  4. Enters optional remarks (rationale for selection).
  5. Assigns shortlisted application to DD-ZM and RBM via email ID.
  6. Confirms via dialog box.
  7. Application status transitions: Submitted → Shortlisted.

Notifications / Emails Triggered:

  • ✉️ Email to DD-ZM and RBM — Application assigned for evaluation.
  • 🔔 In-app notification to DD-ZM and RBM — New application in their queue.
  • 🔔 Notification to Applicant — "Your application has been shortlisted."

SLA Alert:

  • ⏱️ SLA starts when application is assigned to DD-ZM + RBM.
  • Pre-TAT reminders sent at configured intervals (e.g., T-48h, T-24h).

Expected Outcome: Application status = Shortlisted. Audit entry created with timestamp.

TEST STORY 1.3.2 — DD-Admin Archives Application

Actors: DD-Admin Precondition: Application does not meet eligibility criteria.

Flow:

  1. DD-Admin reviews application.
  2. Does not shortlist — application archived for future reference.

Notifications / Emails Triggered:

  • ✉️ Email to Applicant — Application not progressed (status update).

Expected Outcome: Application archived; not visible in active shortlisting queue.

1.4 Multi-Level Interview Evaluation

Stage: Level 1, Level 2, Level 3 Interviews

Approvers:

  • Level 1: DD-ZM + RBM
  • Level 2: DD-Lead + ZBH
  • Level 3: NBH + DD-Head

Documents Involved: KT Matrix scores, Interview Feedback Form, Interview Recommendation Sheet

TEST STORY 1.4.1 — DD-Admin Schedules Interview (Level 1)

Actors: DD-Admin / DD-ASM Precondition: Application shortlisted and assigned to DD-ZM + RBM.

Flow:

  1. DD-Admin opens Application Detail View → Schedule Interview.
  2. Selects Interview Type: Level 1, Mode: Virtual / Physical.
  3. Selects date & time; adds evaluator email IDs (DD-ZM, RBM).
  4. Enters Google Meet link (virtual) or venue address (physical).
  5. Saves schedule.
  6. System sends Google Calendar invite to all participants and applicant.
  7. Application Timeline updated with scheduled interview details.
  8. Audit Trail logs action.

Notifications / Emails Triggered:

  • 📅 Google Calendar invite to DD-ZM, RBM, and Applicant (with meeting link/venue).
  • 🔔 In-app notification to evaluators — "Interview scheduled."
  • 📲 WhatsApp / Email alert to applicant — Interview schedule confirmed.

SLA Alert:

  • ⏱️ SLA starts for Level-1 Interview Feedback submission by DD-ZM + RBM.
  • Work Note posted: "Level-1 Interview scheduled for [date].".

Expected Outcome: Interview visible in Application Timeline; calendar invite dispatched.

TEST STORY 1.4.2 — DD-ZM + RBM Fill KT Matrix and Feedback (Level 1)

Actors: DD-ZM, RBM Precondition: Level 1 interview conducted.

Flow:

  1. Both evaluators open Application Detail View → Interview Evaluation.
  2. Fill KT Matrix fields: Age & Qualification, Local Knowledge, Passion for RE, Business Acumen, Investment Capacity, Base vs Applied Location, Property Ownership, Time Availability, Expansion Plans.
  3. System auto-calculates total KT score; updates applicant rank within city.
  4. Fill Interview Feedback Form: Strategic Vision, Management Capabilities, Operational Readiness, Key Strengths, Areas of Concern.
  5. Each panelist submits Overall Performance Score and Final Recommendation (Approve / Reject / Hold).
  6. Feedback locked post-submission (read-only).

Notifications / Emails Triggered:

  • 🔔 In-app notification to DD-Admin — Level-1 feedback submitted.
  • 🔔 Notification to DD-Lead — Ready for Level-2 review.

SLA Alert:

  • ⏱️ SLA breach alert if feedback not submitted within TAT.
  • L1 Escalation → ZBH; L2 → DD-Lead; L3 → DD-Head/NBH.
  • Work Note auto-posted: "SLA breached for Level-1 Feedback by DD-ZM.".

Expected Outcome: KT Matrix scores, rank, and feedback visible; application progressed to Level 2.

TEST STORY 1.4.3 — Level 2 Evaluation (DD-Lead + ZBH)

Actors: DD-Lead, ZBH Precondition: Level 1 approved; Level 2 interview scheduled.

Flow:

  1. DD-Admin schedules Level 2 interview (same flow as 1.4.1).
  2. DD-Lead and ZBH conduct interview.
  3. Fill KT Matrix and Interview Feedback Form.
  4. Submit recommendations.
  5. Application progresses to Level 3.

Notifications / Emails Triggered:

  • 📅 Google Calendar invite to DD-Lead, ZBH, Applicant.
  • 🔔 In-app notification to DD-Head + NBH — Level-2 evaluation complete.

SLA Alert: Same escalation pattern as Level 1 — L1 → ZBH, L2 → DD-Lead, L3 → DD-Head/NBH.

TEST STORY 1.4.4 — Level 3 Final Evaluation & AI Summary (NBH + DD-Head)

Actors: NBH, DD-Head Precondition: Level 2 approved; Level 3 interview scheduled.

Flow:

  1. Level 3 interview conducted by NBH + DD-Head.
  2. All panelist inputs consolidated.
  3. System passes consolidated data to AI Engine (Gemini API).
  4. AI generates 2–3 line summarized recommendation: consensus trend, strengths, concerns.
  5. AI summary presented to NBH in editable format.
  6. NBH reviews → Approves directly or modifies summary before final submission.
  7. Final decision: Approve → proceed to FDD. Reject → applicant notified.

Notifications / Emails Triggered:

  • ✉️ Email + WhatsApp to Applicant — Application Approved / Rejected.
  • 🔔 In-app notification to DD-Admin — Level-3 decision made.
  • 🔔 Notification to Finance / FDD — Application ready for financial due diligence.

SLA Alert: Level-3 feedback SLA tracked; escalation to DD-Head → NBH.

Expected Outcome: AI recommendation visible to NBH; decision logged in Audit Trail.

1.5 Financial Due Diligence (FDD) & Finance Review

Stage: FDD Submission & Finance Validation

Approvers: Finance Team (proceed / reject on financial grounds) Documents Involved: Bank Statements, ITR, Credit Reports, Property Papers, Business Valuation Reports, FDD Report

TEST STORY 1.5.1 — FDD Partner Submits Due Diligence Report

Actors: FDD Team (External) Precondition: Application cleared Level 3; assigned to FDD user via DD-Admin.

Flow:

  1. FDD user logs in via SSO credentials (configured by RE).
  2. Sees only assigned applications in restricted dashboard.
  3. Reviews applicant's financial details.
  4. Uploads documents: Bank Statements, ITR, Credit Reports, Property Papers, Valuation Reports.
  5. Adds remarks via Work Notes (can tag DD-Admin / Finance).
  6. Marks report as Submitted → locked for further edits.

Notifications / Emails Triggered:

  • 🔔 In-app notification to Finance Team — FDD report submitted; ready for review.
  • 🔔 In-app notification to DD-Admin — FDD submission complete.

SLA Alert:

  • ⏱️ SLA tracked for FDD report submission.
  • If applicant unresponsive: FDD adds Work Note "Non-responsiveness from applicant" → returns case to Admin.
  • Escalation: L1 → DD-Lead; L2 → DD-Head; L3 → NBH.

Expected Outcome: FDD report visible to Finance; application status = FDD Submitted.

TEST STORY 1.5.2 — Finance Team Reviews FDD Report

Actors: Finance Team Precondition: FDD report submitted.

Flow:

  1. Finance reviews submitted FDD report and artefacts.
  2. Evaluates financial health of applicant.
  3. Takes action:
    • Approved for Next Stage → application proceeds to LOI.
    • Rejected on Financial Grounds → application archived.
  4. Finance logs remarks; updates Application Journey Tracker.

Notifications / Emails Triggered:

  • 🔔 In-app notification to DD-Admin + NBH — Finance review decision made.

SLA Alert: Finance review SLA tracked; escalation if not reviewed within TAT.

Expected Outcome: Application status = Finance Approved or Finance Rejected.

1.6 LOI Approval & Issuance

Stage: Letter of Intent

Approvers: Finance Team → DD-Head → NBH Documents Involved: DIP Booklet, Profile Sheet, Application Form, Feedback Forms, Land Selection Criteria, Logic Note, Zonal Evaluation Form, Authorization Letter, City Map, Location Photos, Layout Drawings, Viability Sheet, Project Plan, PAN/Aadhaar, CIBIL Reports, RBM Email, Rental/Lease Agreement, Security Deposit Proof

TEST STORY 1.6.1 — DD-Admin Triggers LOI Document Request

Actors: DD-Admin Precondition: Finance cleared FDD; all interviews approved.

Flow:

  1. DD-Admin triggers automated LOI Document Request to applicant.
  2. Applicant uploads all prescribed documents into a Linked Folder (naming convention: Region → Prospect Name → Location → Interview Date → LOI Date).
  3. DD-Admin verifies folder completeness and document metadata.
  4. Missing documents → System reminder sent to applicant/DD-Admin.

Notifications / Emails Triggered:

  • ✉️ Email to Applicant — Document request for LOI (not WhatsApp).
  • 🔔 In-app reminder if documents not uploaded within SLA.

SLA Alert: Document submission SLA tracked; reminder at T-48h, T-24h.

TEST STORY 1.6.2 — Security Deposit Validation

Actors: Finance Team, Applicant Precondition: Folder verified; all documents uploaded.

Flow:

  1. DD-Admin requests applicant to transfer Security Deposit via RTGS.
  2. Applicant uploads deposit proof (transaction slip / confirmation) to folder.
  3. Finance validates deposit proof.
  4. Finance marks deposit: Verified.
  5. System allows LOI preparation to proceed.

Notifications / Emails Triggered:

  • 🔔 In-app notification to DD-Admin + DD-Lead — Security deposit verified.

SLA Alert: Finance deposit verification SLA tracked.

TEST STORY 1.6.3 — LOI Approval Chain (Finance → DD-Head → NBH)

Actors: Finance, DD-Head, NBH Precondition: Security deposit verified; all LOI documents in place.

Flow:

  1. Finance reviews document completeness → records mandatory remarks → Approves.
  2. DD-Head validates business justification and network alignment → Approves.
  3. NBH provides final release authorization → Approves.
  4. LOI marked: Ready to Issue.

Notifications / Emails Triggered:

  • 🔔 In-app notifications at each approval stage to next approver in chain.

SLA Alert: Each LOI approval step has its own SLA; escalation if not completed in TAT.

TEST STORY 1.6.4 — LOI Issuance to Applicant

Actors: DD-Admin Precondition: NBH approved LOI.

Flow:

  1. DD-Admin uploads final signed LOI under LOI Issue stage.
  2. System triggers official email with LOI document to applicant.
  3. Alerts sent to Finance, DD-Head, NBH confirming issuance.
  4. Applicant uploads LOI Acknowledgement Copy (with seal and signature).

Notifications / Emails Triggered:

  • ✉️ Official Email to Applicant — LOI document attached (NOT sent on WhatsApp).
  • ✉️ Email to Finance, DD-Head, NBH — LOI issuance confirmed.
  • 🔔 In-app alerts to Finance, DD-Head, NBH.

SLA Alert: LOI acknowledgement receipt SLA tracked; reminder sent if not uploaded within TAT.

Expected Outcome: Application status = LOI Issued. Dealer Code generation triggered.

1.7 Dealer Code Generation

Stage: Post-LOI Setup

Approvers: DD-Admin (manual trigger) Documents Involved: SAP Master record, Dealer Code confirmation

TEST STORY 1.7.1 — DD-Admin Triggers Dealer Code Creation

Actors: DD-Admin Precondition: LOI acknowledged by applicant.

Flow:

  1. DD-Admin manually triggers Dealer Code creation (NOT automatic).
  2. System sends request to SAP via OData API integration.
  3. SAP generates codes:
    • Sales Code
    • Service Code
    • GMA (Genuine Motorcycle Accessories) Code
    • Gear Code
  4. Codes mapped to applicant within the system.
  5. Application status: Dealer Code Generated.

Notifications / Emails Triggered:

  • 🔔 In-app notifications to DD-Admin, Finance, Legal — Dealer Code generated.

SLA Alert: Code generation SLA tracked post-LOI acknowledgement.

1.8 Architectural Work & Statutory Documentation

Stage: Post-LOI Implementation

Approvers: Architecture / Brand Experience Team (site readiness); Finance + Legal (statutory verification) Documents Involved: DWG Layouts, Site Drawings, Dealer Consent Email, GST Certificate, PAN, Nodal Agreement, Cancelled Cheque, Partnership Deed / LLP / MOA / AOA / COI, Firm Registration, Rental/Lease Agreement, Virtual Code, Domain ID, MSD Configuration, LOI Acknowledgement Copy

TEST STORY 1.8.1 — Architectural Work Assignment & Completion

Actors: DD-Admin, Architecture / Brand Experience Team, Applicant Precondition: Dealer Code generated.

Flow:

  1. DD-Admin assigns case to Architecture / Brand Experience Team.
  2. Architecture uploads DWG layout and site dimension drawings.
  3. Applicant provides written consent via email (Vastu / design compliance).
  4. Final layout issued to dealer with drawing sets.
  5. Dealer initiates infrastructure work; uploads progress photos/reports.
  6. Architecture marks milestones complete with timestamps.

Notifications / Emails Triggered:

  • 🔔 In-app notification to DD-Admin — Architectural milestones updated.

SLA Alert: Architecture stage SLA tracked; escalation if milestone not updated within TAT.

TEST STORY 1.8.2 — Statutory Document Collection & Verification

Actors: DD-Admin, Finance, Legal, Applicant Precondition: Architectural work in progress.

Flow:

  1. DD-Admin collects statutory documents from dealer.
  2. Documents uploaded to system; each entry shows: File Name, Type, Uploaded By, Timestamp, Version.
  3. Finance verifies: GST, Banking, MSD.
  4. Legal verifies: Agreements, Firm Registration, Compliance docs.
  5. Status per document: Verified / Pending / Re-submit Required.
  6. All verified → system transitions to EOR Stage.

Notifications / Emails Triggered:

  • 🔔 In-app notification to DD-Admin — Statutory verification complete; EOR triggered.

SLA Alert: Statutory document verification SLA per department tracked.

1.9 LOA Issuance

Stage: Letter of Authorization

Approvers: DD-Head → NBH Documents Involved: LOA document, EOR Checklist, Site Inspection report

TEST STORY 1.9.1 — LOA Approval and Issuance

Actors: DD-Admin, DD-Head, NBH Precondition: Statutory documents verified; site readiness complete. (LOA is a parallel statutory activity — not dependent on infrastructure readiness.)

Flow:

  1. DD-Admin initiates LOA document preparation.
  2. DD-Head reviews infrastructure completion, EOR readiness, compliance artefacts → Approves.
  3. NBH grants final sign-off → Approves.
  4. DD-Admin uploads finalized LOA with: Issue Date, Authorized Signatory, Document Version, Timestamp.
  5. Application status: Authorized for Operations.

Notifications / Emails Triggered:

  • 🔔 In-app notifications to all relevant teams — Dealership activation confirmed.

SLA Alert: LOA approval SLA per approver; escalation if not actioned within TAT.

1.10 Essential Operating Requirements (EOR) Checklist

Stage: Pre-Launch Readiness

Approvers: Architecture, Training, IT, Finance, Sales, Service (functional teams); DD-Admin oversight Documents Involved: EOR Checklist file, verification proofs, photos, certificates

TEST STORY 1.10.1 — EOR Completion by Functional Teams

Actors: Architecture, Training, IT, Finance, Sales, Service teams; DD-Admin Precondition: LOA issued.

Flow:

  1. EOR checklist pre-configured with mandatory items.
  2. Each functional team logs in and marks their EOR parameters:
    • Display Vehicle Readiness
    • Brand Signage Installation
    • Training Completion
    • MSD/DMS Configuration
    • Service Tools, Equipment, Spare Inventory
    • Safety, Security, Facility Compliance
    • Test Ride Vehicles
  3. Each item: Pending / In Progress / Completed.
  4. Proof uploaded per item (documents, screenshots, photos).
  5. System calculates EOR completion % dynamically.
  6. All parameters = 100% → EOR Completed.

Notifications / Emails Triggered:

  • 🔔 Readiness alert to DD-Head + NBH — EOR 100% complete; inauguration stage unlocked.

SLA Alert:

  • ⏱️ EOR item-level SLA tracked; reminders sent to respective functional teams.
  • Escalation: L1 → DD-Lead; L2 → DD-Head; L3 → NBH.
  • Work Note auto-posted: "SLA breached: EOR item [x] pending by [Team].".

1.11 Inauguration & Go-Live

Stage: Final Launch

Approvers: DD-Admin coordinates; NBH, ZBH, RBM, Brand Experience attend Documents Involved: Inauguration Report, Event Photos, Press Releases

TEST STORY 1.11.1 — Dealership Inauguration and Closure

Actors: DD-Admin, NBH, ZBH, RBM, Brand Experience Precondition: EOR = 100% complete.

Flow:

  1. DD-Admin coordinates inauguration plan with NBH, ZBH, RBM, Brand Experience.
  2. Inauguration details logged: Date, Venue, Attendees.
  3. Post-event: Admin uploads Inauguration Report + media (photos, press releases).
  4. System marks application: Dealership Live / Onboarded.

Notifications / Emails Triggered:

  • 🔔 In-app notification to all stakeholders — Dealership is now live.

Expected Outcome: Application permanently marked Active. Dealer portal access enabled.

MODULE 2 — DEALER RESIGNATION

Overview

Dealer-initiated exit from the Royal Enfield network. Dealer initiates via portal. Workflow progresses through DD-ASM → RBM + DD-ZM → ZBH → DD-Lead → NBH → Legal → DD-Admin. F&F triggered on Last Working Day (LWD), not approval date.

Stages, Approvers & Documents

Stage Responsible Role Documents
Initiation Dealer (Portal) / DD-ASM Resignation Email (Letterhead), Supporting docs
ASM Review DD-ASM Resignation Email, Resignation PPT
RBM + DD-ZM Review RBM, DD-ZM Minutes of Meeting (MOM)
ZBH Review ZBH ZBH remarks via Work Notes
DD-Lead Review DD-Lead Resignation Presentation PPT
NBH Final Approval NBH Work Note remarks
Legal Letter Issuance Legal Team Resignation Acceptance Letter
DD-Admin Closure DD-Admin Acceptance Letter shared with dealer
F&F Trigger Finance Triggered on LWD

TEST STORY 2.1 — Dealer Initiates Resignation via Portal

Actors: Dealer Precondition: Dealer is onboarded and active; portal access granted.

Flow:

  1. Dealer logs into portal.
  2. Opens Resignation Dashboard — views Total Outlets, Active Outlets, Pending Resignations.
  3. Selects outlet → clicks Request Resignation.
  4. Fills submission form:
    • Resignation Type
    • Last Operational Date — Sales
    • Last Operational Date — Services
    • Reason for Resignation
    • Optional: Additional Information
  5. Outlet info (code, name, type, city) is auto-populated, non-editable.
  6. System prevents duplicate resignation for same outlet.
  7. Submits request.
  8. Resignation Request ID generated (e.g., RES-001).
  9. Status: Resignation Initiated.

Notifications / Emails Triggered:

  • 🔔 In-app notification to DD-Admin + DD-ASM — New resignation request logged.
  • 🔔 Notification to DD-Head, ZBH, NBH — Read-only visibility at initiation.

SLA Alert: SLA starts for ASM Review once request submitted.

TEST STORY 2.2 — DD-ASM Reviews and Forwards Resignation

Actors: DD-ASM Precondition: Resignation request received.

Flow:

  1. DD-ASM opens resignation request in system.
  2. Reviews dealer's submitted details.
  3. Uploads resignation email (letterhead) and resignation PPT.
  4. Adds remarks summarizing dealer's reason and operational background.
  5. Forwards case to RBM + DD-ZM.

Notifications / Emails Triggered:

  • 🔔 In-app notification to RBM + DD-ZM — Resignation case forwarded for evaluation.
  • 📝 Work Note auto-updated with action and timestamp.

SLA Alert: RBM + DD-ZM review SLA starts.

TEST STORY 2.3 — RBM + DD-ZM Joint Evaluation

Actors: RBM, DD-ZM Precondition: Case forwarded by DD-ASM.

Flow:

  1. RBM + DD-ZM conduct joint discussion with dealer.
  2. Upload MOM / discussion summary.
  3. Add comments and recommendations.
  4. Choose action:
    • Approve → Forward to ZBH.
    • Send Back → Returns to DD-ASM with mandatory remarks (logged in Work Notes).
    • Withdraw → Cancels request with remarks logged.

Notifications / Emails Triggered:

  • 🔔 Notification to ZBH (if Approved) — Case forwarded.
  • 📝 Work Note posted with action, remarks, timestamp.
  • ✉️ Email to concerned parties on Send Back or Withdraw.

SLA Alert: ZBH review SLA starts on approval. Escalation if not actioned within TAT.

TEST STORY 2.4 — ZBH Review

Actors: ZBH Precondition: Approved by RBM + DD-ZM.

Flow:

  1. ZBH reviews resignation summary and all prior remarks.
  2. Adds comments and recommendations in Work Notes.
  3. Actions:
    • Approve → Forward to DD-Lead.
    • Send Back → Returns to previous stage; remarks mandatory.
    • Revoke → Cancels resignation; remarks logged in Work Notes; communicated to dealer and internal teams.

Notifications / Emails Triggered:

  • 🔔 Notification to DD-Lead (if Approved).
  • 📝 Work Note auto-updated.
  • ✉️ Notification to Dealer + internal teams on Send Back / Revoke (via Work Notes).

SLA Alert: DD-Lead review SLA starts. Escalation: L1 → DD-Head; L2 → NBH.

TEST STORY 2.5 — DD-Lead Review & Presentation

Actors: DD-Lead Precondition: Approved by ZBH.

Flow:

  1. DD-Lead consolidates all discussions, documents, feedback.
  2. Prepares Resignation Presentation PPT (business rationale, sales history, dealer feedback, recommendation).
  3. Uploads presentation to portal.
  4. Actions:
    • Approve + Forward to NBH.
    • Send Back → Returns with mandatory Work Note remarks.
    • Revoke → Remarks logged; communicated via Work Notes.

Notifications / Emails Triggered:

  • 🔔 Notification to NBH — Case ready for final decision.
  • 📝 Work Note updated with PPT upload and action.

SLA Alert: NBH review SLA starts. Escalation: L1 → DD-Head; L2 → CEO.

TEST STORY 2.6 — NBH Final Approval

Actors: NBH Precondition: Forwarded by DD-Lead.

Flow:

  1. NBH reviews entire resignation dossier.
  2. Adds final remarks.
  3. Actions:
    • Approve → System auto-routes to Legal Team.
    • Send Back for Clarification → Returns to DD-Lead or ZBH; Work Note mandatory.
    • Hold → Temporarily pauses process.
    • Revoke → Remarks mandatory; communicated via Work Notes.

Notifications / Emails Triggered:

  • 🔔 Work Note Notification to DD-Lead, RBM, ZBH, Finance — NBH decision.
  • 🔔 In-app notification to Legal Team — Case auto-assigned for Acceptance Letter.

SLA Alert: Legal issuance SLA starts after NBH approval.

TEST STORY 2.7 — Legal Issues Resignation Acceptance Letter

Actors: Legal Team Precondition: NBH approved resignation.

Flow:

  1. Case auto-assigned to Legal.
  2. Legal verifies uploaded resignation; may raise clarifications via Work Notes.
  3. Prepares and uploads Resignation Acceptance Letter to portal.
  4. Letter visible to DD-Admin and DD-ASM.

Notifications / Emails Triggered:

  • 🔔 In-app notification to DD-Admin + DD-ASM — Acceptance Letter uploaded.
  • ✉️ Email via DD-Admin to Dealer — Official Resignation Acceptance Letter shared through authorized channels.

SLA Alert: Legal letter issuance SLA tracked; escalation if breached.

TEST STORY 2.8 — DD-Admin Closure & F&F Trigger

Actors: DD-Admin Precondition: Legal uploaded Acceptance Letter.

Flow:

  1. DD-Admin downloads and shares Acceptance Letter with dealer via field team (ASM).
  2. Marks resignation as Completed.
  3. Triggers F&F process — forwards case to Finance.
  4. F&F is triggered ONLY on Last Working Day (LWD) — not on approval date.
  5. Dealer portal access revoked post resignation closure.

Notifications / Emails Triggered:

  • 🔔 In-app notification to Finance — F&F case initiated.
  • ✉️ Official communication to Dealer — Resignation accepted; F&F timeline communicated.

SLA Alert: F&F initiation SLA starts on LWD.

TEST STORY 2.9 — Dealer Withdraws Resignation Request

Actors: Dealer Precondition: Resignation in progress; case still pending with NBH (not yet approved by NBH).

Flow:

  1. Dealer opens resignation request in portal.
  2. Clicks Withdraw Resignation.
  3. System checks workflow stage — if pending with NBH or below → withdrawal allowed.
  4. Withdrawal logged with timestamp; internal stakeholders notified.
  5. If case has passed NBH stage → withdrawal option is disabled.

Notifications / Emails Triggered:

  • 🔔 In-app notification to DD-ASM, DD-Admin, relevant stakeholders — Resignation withdrawn.
  • 📝 Work Note auto-posted with withdrawal action and timestamp.

MODULE 3 — DEALER TERMINATION

Overview

Internally initiated by Royal Enfield. Triggered by working capital issues, poor performance, or unethical practices. Unethical practice → immediate termination (no intermediate reviews). CEO is the final approving authority. Legal issues termination letter only after CEO approval. Dealer has NO portal access during termination workflow.

Stages, Approvers & Documents

Stage Responsible Role Documents
Case Initiation ASM MOM, Dealer Commitment Letter
RBM + DD-ZM Review RBM, DD-ZM MOM, dealer commitments
ZBH Review ZBH ZBH remarks
DD-Lead Review & Legal Assignment DD-Lead Termination Presentation, Legal assignment
Legal Verification Legal Team Legal opinion, contractual breach review
DD-Lead → DD-Head Review DD-Lead, DD-Head Case synopsis
NBH Evaluation NBH Decision remarks (Go Ahead / Hold / Query)
SCN Issuance Legal + DD-Lead Show Cause Notice (SCN)
Dealer Response DD-Admin Dealer's SCN reply (uploaded)
DD-Lead + ZBH + RBM + DD-Head Joint Review All Internal comments, Legal feedback
NBH Final Decision NBH Approval / Reconsider / Reject
CEO & CCO Authorization CEO, CCO Final authorization
Legal Termination Letter Legal Team Termination Letter
DD-Admin Communication & F&F Trigger DD-Admin Termination Letter shared; F&F on LWD

TEST STORY 3.1 — ASM Creates Termination Request

Actors: ASM Precondition: Two consecutive unsatisfactory dealer commitments; ASM has MOMs documented.

Flow:

  1. ASM opens Create Termination Request in portal.
  2. Fills all fields:
    • Dealer Code (fetched from SAP)
    • Operational details (LOI, LOA, Sales Data)
    • Termination Category: Working Capital / Performance / Unethical Practice
    • Description and justification
  3. Uploads supporting documents: MOMs, dealer commitment letters.
  4. Submits — system generates unique Termination ID (e.g., TERM-001).
  5. Status: Termination Initiated.

Notifications / Emails Triggered:

  • 🔔 In-app notification to RBM + DD-ZM — Termination request created; review required.
  • 📝 Work Note auto-created with submission details.

SLA Alert: RBM + DD-ZM review SLA starts immediately.

TEST STORY 3.2 — RBM + DD-ZM Review

Actors: RBM, DD-ZM Precondition: Termination request submitted by ASM.

Flow:

  1. RBM + DD-ZM jointly evaluate the case.
  2. Conduct meeting with dealer; record fresh MOMs; upload dealer commitments on letterhead.
  3. Provide remarks and supporting evidence.
  4. Actions:
    • Approve → Forward to ZBH.
    • Send Back → Returns to ASM with comments (Work Note mandatory).
    • Withdraw → Terminates workflow with justification.

Notifications / Emails Triggered:

  • 🔔 Notification to ZBH on Approve.
  • 📝 Work Note updated with remarks, timestamp, action.

SLA Alert: ZBH review SLA starts. Escalation: L1 → DD-Lead; L2 → DD-Head; L3 → NBH.

TEST STORY 3.3 — ZBH Review

Actors: ZBH Precondition: Approved by RBM + DD-ZM.

Flow:

  1. ZBH reviews full chronology (ASM visits, RBM/DD-ZM remarks, uploaded MOMs).
  2. Validates escalation authenticity and dealer communication record.
  3. Adds remarks; forwards to DD-Lead.
  4. Actions:
    • Approve → Forward to DD-Lead.
    • Send Back → Work Note mandatory; returns to previous level.
    • Revoke → Work Note mandatory; cancels workflow.

Notifications / Emails Triggered:

  • 🔔 Notification to DD-Lead on Approve.
  • 📝 Work Note updated.

TEST STORY 3.4 — DD-Lead Review & Legal Assignment

Actors: DD-Lead, Legal Team Precondition: Approved by ZBH.

Flow:

  1. DD-Lead cross-verifies case chronology with ASM, RBM, ZBH.
  2. Prepares Termination Presentation (facts, dealer history, recommendations).
  3. Assigns case to Legal Team for inputs (visible in Work Notes).
  4. Actions:
    • Send Back → Work Note mandatory.
    • Revoke → Work Note mandatory.

Notifications / Emails Triggered:

  • 🔔 In-app notification to Legal Team — Case assigned for legal review.
  • 📝 Work Note updated with Legal assignment.

TEST STORY 3.5 — Legal Verification

Actors: Legal Team Precondition: Assigned by DD-Lead.

Flow:

  1. Legal reviews documentation; ensures contractual breaches are well-supported.
  2. Checks precedents.
  3. Actions:
    • Raise queries via Work Notes / Send Back to DD-Lead for clarification.
    • Verify — forwards verified case back to DD-Lead.

Notifications / Emails Triggered:

  • 🔔 Notification to DD-Lead — Legal verification complete or query raised.
  • 📝 Work Note updated.

TEST STORY 3.6 — DD-Head Review → NBH Evaluation

Actors: DD-Lead, DD-Head, NBH Precondition: Legal verified the case.

Flow:

  1. DD-Lead attaches Legal feedback → forwards to DD-Head.
  2. DD-Head validates case, evaluates business impact → presents to NBH.
  3. NBH reviews all documentation and Legal remarks.
  4. NBH actions:
    • Go Ahead → Approve for SCN issuance.
    • Hold Decision → Pause for monitoring.
    • Raise Query → Sends back to DD-Lead for additional input.

Notifications / Emails Triggered:

  • 🔔 Notification to Legal Team — SCN preparation triggered (if Go Ahead).
  • 📝 Work Note updated with NBH decision.

TEST STORY 3.7 — Show Cause Notice (SCN) Issuance

Actors: Legal Team, DD-Lead, DD-Admin Precondition: NBH approved Go Ahead.

Flow:

  1. System triggers Legal to prepare SCN (created within the system).
  2. DD-Lead formally shares SCN with dealer through DD-Admin.
  3. Dealer replies to SCN via email/letter.
  4. DD-Admin uploads dealer's SCN reply to portal.

Notifications / Emails Triggered:

  • ✉️ Communication to Dealer — SCN issued (via DD-Admin).
  • 🔔 In-app notification to DD-Lead, ZBH, RBM, DD-Head — Dealer response pending.

SLA Alert: Dealer response SLA tracked; reminder if not responded within TAT.

TEST STORY 3.8 — Joint Review of Dealer Response → NBH Final Decision

Actors: DD-Lead, ZBH, RBM, DD-Head, NBH Precondition: Dealer's SCN response uploaded.

Flow:

  1. All stakeholders jointly review dealer's SCN response.
  2. Upload internal comments, Legal feedback, recommendations.
  3. NBH Final Decision:
    • Approve Termination → Moves to CEO/CCO for confirmation.
    • Reconsider → Allow additional time or corrective action.
    • Reject → Case closed without termination.

Notifications / Emails Triggered:

  • 🔔 Notification to CEO + CCO on Approve Termination.
  • 📝 Work Note updated.

TEST STORY 3.9 — CEO & CCO Final Authorization

Actors: CEO, CCO Precondition: NBH approved termination.

Flow:

  1. CEO and CCO review the NBH-approved termination case on portal.
  2. Both provide authorization.
  3. Decision becomes final and irrevocable.

Notifications / Emails Triggered:

  • 🔔 In-app notification to Legal Team — Final authorization granted; prepare Termination Letter.
  • 🔔 Notification to DD-Lead, DD-Admin, Finance — Termination confirmed.

TEST STORY 3.10 — Legal Issues Termination Letter

Actors: Legal Team Precondition: CEO and CCO authorized termination.

Flow:

  1. Legal generates Termination Letter (created within the system).
  2. Letter auto-visible to DD-Lead, DD-Admin, and Finance.
  3. System notification triggered to all linked personas.

Notifications / Emails Triggered:

  • 🔔 In-app notification to DD-Lead, DD-Admin, Finance — Termination Letter uploaded.
  • ✉️ System notification to all linked personas — Termination decision confirmed.

TEST STORY 3.11 — DD-Admin Communication & F&F Trigger

Actors: DD-Admin Precondition: Termination Letter uploaded by Legal.

Flow:

  1. DD-Admin shares official Termination Letter with dealer and field team.
  2. Marks case as Terminated in portal.
  3. Forwards case to Finance for F&F Settlement.
  4. Updates Work Note with final remarks and due-date for settlement.
  5. F&F triggered ONLY on Last Working Day (LWD) — not on termination approval date.

Notifications / Emails Triggered:

  • 🔔 In-app notification to Finance — F&F case initiated.
  • ✉️ Communication to Dealer — Termination Letter and F&F timeline.

SLA Alert: F&F initiation SLA starts on LWD.

TEST STORY 3.12 — Immediate Termination (Unethical Practice)

Actors: DD-Lead, Legal Team Precondition: Termination Category = Unethical Practice.

Flow:

  1. Case categorized as Unethical Practice at initiation.
  2. System routes directly to Legal + DD-Lead (skips intermediate reviews).
  3. Immediate Legal action and Termination Letter issuance within the system.
  4. CEO + CCO authorization still required.

Notifications / Emails Triggered:

  • 🔔 Immediate notification to DD-Lead + Legal — Unethical practice case; urgent action required.

MODULE 4 — CONSTITUTIONAL CHANGE

Overview

Dealer initiates a request to change the business constitution (e.g., Proprietorship → LLP). System determines mandatory documents dynamically based on target constitution. All validations are manual and role-driven (no OCR). Legal validates statutory compliance post-approval and updates dealer master records.

Supported Scenarios

From To
Proprietorship Partnership
Proprietorship LLP
Proprietorship Private Limited
Partnership LLP
Partnership Private Limited
Private Limited LLP
Private Limited Partnership

Stages, Approvers & Documents

Stage Responsible Role Documents
Initiation Dealer Constitution-specific mandatory documents
DD-ASM Review DD-ASM Supporting documents
DD-ZM / RBM Review DD-ZM, RBM Review remarks
ZBH Review ZBH Work Note remarks
DD-Lead Review DD-Lead Approval visibility
DD-Head Review DD-Head Work Note remarks
NBH Final Approval NBH Final approval
Legal Validation Legal Team Statutory documents, master data update

TEST STORY 4.1 — Dealer Initiates Constitutional Change Request

Actors: Dealer Precondition: Dealer is onboarded and active.

Flow:

  1. Dealer logs into portal → opens Constitutional Change Dashboard.
  2. Views Total Requests, Pending, Completed.
  3. Clicks New Constitutional Change.
  4. Dealer Code and Dealer Name auto-populated (non-editable).
  5. Current constitution auto-populated.
  6. Selects Proposed Constitution from allowed options.
  7. Fills:
    • Reason for change
    • Details of new partners / members (where applicable)
    • Proposed shareholding pattern
  8. System dynamically determines mandatory document checklist based on target constitution.
  9. Dealer uploads all required documents.
  10. Submits request.

Notifications / Emails Triggered:

  • 🔔 In-app notification to DD-ASM + DD-Admin — Constitutional change request submitted.

SLA Alert: DD-ASM review SLA starts on submission.

Document Checklist (Dynamic, based on target constitution):

→ Partnership: GST Certificate, Firm PAN, KYC docs, Partnership Agreement (Notarised), BPA, Firm Registration, Cancelled Cheque, Authorization Letter.

→ LLP: GST Certificate, Firm PAN, KYC docs, COI, BPA, LLP Agreement (Notarised), Cancelled Cheque, Authorization Letter.

→ Private Limited: GST Certificate, Firm PAN, KYC docs, MOA, AOA, COI, BPA, Cancelled Cheque, Authorization Letter.

→ Proprietorship: GST Certificate, Firm PAN, KYC docs, Cancelled Cheque, Authorization Letter.

TEST STORY 4.2 — Multi-Level Review & Approval

Actors: DD-ASM → DD-ZM / RBM → ZBH → DD-Lead → DD-Head → NBH Precondition: Dealer submitted complete request with documents.

Flow (same escalation pattern as Resignation):

  1. DD-ASM reviews and forwards.
  2. DD-ZM + RBM conduct regional review → Approve / Send Back / Revoke.
  3. ZBH reviews → Approve / Send Back / Revoke (Work Note mandatory).
  4. DD-Lead reviews → Approval visibility (Work Note mandatory on Send Back / Revoke).
  5. DD-Head reviews → Approve / Send Back / Revoke (Work Note mandatory).
  6. NBH provides final approval → Legal assigned.

Notifications / Emails Triggered:

  • 🔔 Stage-by-stage notifications to next approver in chain.
  • 📝 Work Notes updated at each action with remarks, timestamp, actor.
  • ✉️ Send Back / Revoke communications to dealer and internal teams via Work Notes.

SLA Alert: Each stage has independent SLA tracking with escalation matrix.

TEST STORY 4.3 — Legal Validation & Master Data Update

Actors: Legal Team Precondition: NBH approved constitutional change.

Flow:

  1. Legal validates statutory compliance and legal documentation.
  2. Facilitates updates to dealer master records in system of record.
  3. All actions, documents, decisions logged for audit and compliance.

Notifications / Emails Triggered:

  • 🔔 In-app notification to DD-Admin — Constitutional change completed; master data updated.

MODULE 5 — DEALER RELOCATION

Overview

Dealer initiates a request to shift the dealership to a new location. Multi-level approval workflow. Legal validates statutory compliance. All document statuses tracked (Pending Verification / Verified / Rejected). No duplicate or parallel relocation requests for the same outlet allowed.

Stages, Approvers & Documents

Stage Responsible Role Documents
Initiation Dealer Location details, Property/Legal/Statutory/Infrastructure docs
DD-ASM Review DD-ASM Supporting documents
RBM Review RBM Regional feasibility
DD-ZM Review DD-ZM Zonal evaluation
ZBH Review ZBH Governance approval
DD-Lead Review DD-Lead Policy alignment
NBH Final Approval NBH Senior management approval
Legal Legal Team Statutory & legal compliance

TEST STORY 5.1 — Dealer Initiates Relocation Request

Actors: Dealer Precondition: Dealer is onboarded and active; no parallel relocation request exists.

Flow:

  1. Dealer opens Relocation Dashboard → clicks New Relocation Request.
  2. Dealer Code + Dealer Name auto-populated; Current address auto-populated.
  3. Fills:
    • Proposed new location (manual entry or map-based selection)
    • Full address: city, state, pincode
    • Distance from current location
    • Property type
    • Expected relocation date
    • Reason for relocation
  4. Uploads mandatory documents:
    • Property docs for new location
    • Lease / Rental agreement (new location)
    • NOC from current landlord
    • Municipal approvals
    • Fire safety certificate
    • Pollution clearance
    • Layout / Floor plan
    • Photos of new location
    • Locality map
    • Building plan approval
    • Electricity connection documents
    • Water supply documents
  5. Submits request.

Notifications / Emails Triggered:

  • 🔔 In-app notification to DD-ASM + DD-Admin — Relocation request submitted.

SLA Alert: DD-ASM review SLA starts.

TEST STORY 5.2 — Multi-Level Review & Approval

Actors: DD-ASM → RBM → DD-ZM → ZBH → DD-Lead → NBH → Legal Precondition: Dealer submitted complete request.

Flow: Each approver reviews, adds remarks via Work Notes, and takes action:

  • Approve → Forward to next stage.
  • Send Back → Mandatory Work Note remarks; returns to previous stage.
  • Revoke → Mandatory Work Note remarks; cancels request.

Notifications / Emails Triggered:

  • 🔔 Stage-by-stage notifications to next approver.
  • 📝 Work Notes updated at each action.

SLA Alert: Each stage SLA tracked independently.

TEST STORY 5.3 — Final Approval & Master Data Update

Actors: Legal Team, DD-Admin Precondition: NBH approved.

Flow:

  1. Legal validates statutory and legal compliance.
  2. Relocation request marked Completed.
  3. Dealer master records updated with approved new location.
  4. All actions, documents, approvals logged in Audit Trail.

Notifications / Emails Triggered:

  • 🔔 In-app notification to DD-Admin + Dealer — Relocation approved; master data updated.

MODULE 6 — FULL & FINAL (F&F) SETTLEMENT

Overview

Triggered after Resignation Acceptance Letter or Termination Letter is uploaded by Legal. F&F starts only on the Last Working Day (LWD). Finance leads the entire settlement. 16 functional departments submit clearances. Net Settlement = Total Payables – Total Receivables – Deductions.

Stages, Approvers & Documents

Stage Owner Documents
F&F Initiation DD-Lead / DD-Admin Case ID auto-generated; dealer details fetched
Department Responses 16 Functional Departments NOC, dues/payables/recovery amounts, debit notes, invoice copies
Finance Summary Consolidation Finance F&F Summary Sheet, supporting proofs
Internal Review & Clarification Finance, DD-Lead, Legal Work Notes, clarification remarks
Dealer Discussion & Acknowledgment Finance + Legal + DD-Lead Written dealer acknowledgement / email
Final Finance Approval Finance Transaction details (RTGS/NEFT/Cheque), settlement proof
F&F Closure Finance + DD-Admin + Legal Settlement proof, payment confirmation

TEST STORY 6.1 — F&F Case Initiation

Actors: DD-Lead / DD-Admin Precondition: Legal uploaded Resignation Acceptance Letter or Termination Letter. LWD arrived.

Flow:

  1. System auto-triggers F&F case creation on LWD.
  2. DD-Admin / DD-Lead initiates F&F in Finance Dashboard.
  3. System generates unique FNF Case ID (e.g., FNF-2025-001).
  4. Auto-fetches: dealer details, documents, resignation/termination date, due dates.
  5. All 16 functional departments prompted to submit clearance inputs.

Notifications / Emails Triggered:

  • 🔔 In-app notification to Finance Team + all 16 departments — F&F case initiated; submit clearances.
  • ✉️ Email to departmental heads — Clearance submission required.

SLA Alert: Department response SLA starts immediately. SLA reminders triggered for pending responses nearing deadline.

TEST STORY 6.2 — Department Clearance Submission (All 16 Departments)

Actors: 16 Functional Departments (Sales, Service, Parts, Finance, Warranty, Marketing, HR, IT, Legal, Logistics, Quality, etc.) Precondition: F&F case initiated.

Flow:

  1. Each department head logs into their respective account.
  2. Opens the F&F clearance form for the dealer.
  3. Marks clearance status:
    • 🟢 No Dues — Cleared.
    • 🔴 Dues Pending — Outstanding financial liability; enters Amount Type (Payable / Recovery) and Value.
    • ⚪ Pending — Awaiting review (initial state).
  4. Uploads supporting documents (debit note, invoice copy, etc.) where applicable.
  5. Adds contextual remarks.
  6. Submits response.
  7. System progress bar updates (e.g., 12/16 Departments Responded).

Notifications / Emails Triggered:

  • 🔔 SLA reminder notifications to departments not yet responded (nearing deadline).
  • 📝 Work Note auto-posted: "Department [x] has submitted clearance.".
  • 🔔 In-app notification to Finance — Updated response count.

SLA Alert:

  • ⏱️ SLA tracked per department response.
  • Auto-reminder at T-48h, T-24h.
  • Escalation: L1 → Department Head; L2 → DD-Lead; L3 → DD-Head/NBH.
  • Work Note posted: "SLA breached: [Department] response pending.".

TEST STORY 6.3 — Finance Consolidates F&F Summary

Actors: Finance Team Precondition: All 16 departments responded.

Flow:

  1. Finance consolidates all departmental inputs into Final F&F Summary Sheet:
    • Payables to Dealer (refundable deposits, reimbursements, credit notes)
    • Receivables from Dealer (outstanding invoices, recoveries, advances)
    • Deductions (policy penalties, warranty claims, compliance adjustments)
  2. System auto-calculates: Net Settlement = Total Payables – Total Receivables – Deductions.
  3. Positive = Payable to Dealer; Negative = Recovery from Dealer.
  4. Finance reviews, validates, attaches supporting proofs.
  5. Status: Finance Summary Prepared.

Notifications / Emails Triggered:

  • 📝 Work Notes used to raise clarifications to DD-Lead / Legal / Departments (with @mention tagging).

SLA Alert: Finance summary preparation SLA tracked.

TEST STORY 6.4 — Dealer Discussion & Acknowledgment

Actors: Finance, Legal, DD-Lead, Dealer Precondition: Finance summary prepared and validated.

Flow:

  1. Finance + Legal + DD-Lead discuss settlement summary with dealer.
  2. Dealer reviews supporting documentation.
  3. Dealer acknowledgment captured via written confirmation or attached email.
  4. Settlement sheet locked for final processing once dealer confirms.

Notifications / Emails Triggered:

  • 📝 Work Note logged: discussion details, participants, date, dealer acknowledgement.

TEST STORY 6.5 — Final Finance Approval & Payment Processing

Actors: Finance Team Precondition: Dealer acknowledged settlement summary.

Flow:

  1. Finance verifies bank details (Account Holder, Account No., IFSC, Bank Name).
  2. System alert: "Bank Verification Required — please confirm bank account before processing settlement.".
  3. Finance completes Settlement Checklist:
    • ✅ All financial calculations verified
    • ✅ Bank account details confirmed
    • ✅ All department responses reviewed
    • ✅ Settlement proof uploaded
    • ✅ Transaction information entered
  4. Finance enters payment details: Mode (RTGS/NEFT/Cheque), Transaction ID, Date, Bank Reference, Remarks.
  5. Finance action:
    • Approve Settlement → Status: Finance Approved.
    • Request Clarification → Query sent to DD-Lead / Admin.
    • Reject Summary → Returns for re-verification.

Notifications / Emails Triggered:

  • 🔔 In-app notification to DD-Admin + Legal — Finance approved; record updated.
  • ✉️ Email to DD-Admin — Settlement complete.

SLA Alert: Payment processing SLA tracked; escalation if not completed within TAT.

TEST STORY 6.6 — F&F Closure

Actors: Finance, DD-Admin, Legal Precondition: Finance approved settlement.

Flow:

  1. Case automatically marked Completed; Finance Dashboard updates: F&F Closed.
  2. Finance uploads Settlement Proof (payment confirmation / recovery adjustment).
  3. DD-Admin communicates official closure to dealer; archives all artefacts.
  4. Case archived in Audit Trail.

Notifications / Emails Triggered:

  • 🔔 Final alerts to DD-Lead, NBH, Legal — F&F closure confirmed.
  • ✉️ Email to Dealer — Official F&F closure communication.
  • 📝 Audit Trail entry: "F&F Case [ID] closed.".

MODULE 7 — FINANCE DASHBOARD

Overview

Centralized workspace for Finance. Two tabs: Onboarding (security deposit verification) and F&F Settlement (resignation/termination financial closure). Dashboard counters: Pending Verification, Verified Payments, Pending F&F Summaries, Completed F&F.

TEST STORY 7.1 — Security Deposit Verification (Onboarding)

Actors: Finance Team, Applicant Precondition: Dealer submitted security deposit via RTGS/NEFT; deposit proof uploaded.

Flow:

  1. Finance opens Onboarding tab in Finance Dashboard.
  2. Reviews pending verifications list.
  3. Opens dealer entry; reviews:
    • Payment Mode, Transaction ID, Bank Name, Amount
    • Uploaded payment receipt / bank statement
  4. Validates transaction against company account records.
  5. Enters: Verified Transaction ID, Received Date, Remarks.
  6. Marks status: Verified.

Notifications / Emails Triggered:

  • 🔔 In-app notification to DD-Admin + DD-Lead — Security deposit verified.
  • ✉️ Email to DD-Admin — Verification complete; LOI preparation can proceed.

SLA Alert:

  • ⏱️ Finance deposit verification SLA tracked.
  • Reminder at T-24h if not verified within TAT.
  • Work Note: "T-Xh: Security deposit verification reminder sent to Finance.".

TEST STORY 7.2 — Finance Flags Payment Discrepancy

Actors: Finance Team Precondition: Discrepancy found in payment details.

Flow:

  1. Finance identifies mismatch (amount, account, transaction ID).
  2. Flags payment with remarks in Work Notes — tags DD-Admin.
  3. Status remains: Pending Verification.
  4. DD-Admin notified to follow up with applicant.

Notifications / Emails Triggered:

  • 🔔 In-app notification to DD-Admin — Payment discrepancy flagged; action required.
  • 📝 Work Note posted with discrepancy details.

MODULE 8 — ADMIN / SYSTEM CONFIGURATION

8.1 SLA Configuration

TEST STORY 8.1.1 — Admin Configures SLA for a Workflow Activity

Actors: System Admin / DD-Admin Precondition: Admin logged in with SLA configuration access.

Flow:

  1. Admin opens SLA Configuration module.
  2. Creates new SLA template:
    • Activity / Stage (e.g., Level-1 Interview Feedback)
    • Owner Role (e.g., DD-ZM + RBM)
    • TAT: 2 working days; Hours: 9:00–18:00; Weekends excluded
    • Pre-TAT Reminders: T-24h, T-4h to owners
    • Escalation Matrix:
      • L1 (T+4h): Escalate to ZBH
      • L2 (T+12h): Escalate to DD-Lead
      • L3 (T+24h): Escalate to DD-Head/NBH
    • Notification Channels: Email + In-app
    • Work Notes posting: Yes (auto)
    • Pause Rules: Pause when status = Waiting for Applicant / Waiting for FDD
  3. Saves template; maps to activity.

Expected Outcome: SLA template active. Timers start per mapped activity.

TEST STORY 8.1.2 — SLA Breach and Escalation Flow

Actors: System (Automation Layer), DD-ZM Precondition: Level-1 Interview Feedback SLA is running; DD-ZM has not submitted feedback within TAT.

Flow:

  1. System tracks SLA timer for DD-ZM feedback.
  2. T-24h: Reminder sent → email + in-app to DD-ZM.
  3. T-4h: Second reminder sent.
  4. TAT breached:
    • Item marked 🔴 Breached.
    • Work Note auto-posted: "SLA Breached: Level-1 Interview Feedback – DD-ZM. Elapsed: Xh.".
    • L1 Escalation email + in-app → ZBH.
  5. If still unresolved after +12h:
    • L2 Escalation → DD-Lead.
  6. If still unresolved after +24h:
    • L3 Escalation → DD-Head/NBH.
  7. Each escalation logged with: Assignee, Timestamp, Reason, Link to record.

Notifications / Emails Triggered:

  • 📧 Pre-TAT reminders to owner at T-24h and T-4h.
  • 🔔 In-app breach notification.
  • 📧 L1, L2, L3 escalation emails to supervisors.
  • 📝 Work Note auto-posted at every escalation step.

8.2 Email & Notification Template Management

TEST STORY 8.2.1 — Admin Creates Email Template

Actors: System Admin / DD-Admin Precondition: Admin logged in with template management access.

Flow:

  1. Admin opens Email & Letter Templates module.
  2. Clicks Add Template.
  3. Fills:
    • Template Name (e.g., Interview Scheduled)
    • Email Subject (e.g., "Interview Scheduled – Royal Enfield Dealership")
    • Trigger Event: When Interview Scheduled
    • Template Body (rich-text with dynamic variables):
      • {{applicant_name}}, {{interview_date}}, {{interview_time}}, {{location}}, {{reviewer_name}}
    • Active Toggle: ON
  4. Saves template.

Expected Outcome: Template active and auto-triggered on next interview scheduling action.

8.3 Opportunity Management

TEST STORY 8.3.1 — Admin Creates New Opportunity Window

Actors: Admin / DD-Admin Precondition: Market demand assessment done; leadership approved opening.

Flow:

  1. Admin opens Opportunity Management module.
  2. Clicks Create Opportunity.
  3. Selects Geography (cascading): Zone → Region → Area → State/City/District.
  4. Sets:
    • Opportunity Type: Main / Studio / Service
    • Capacity (dealer slots)
    • Priority and Notes/Justification
    • Open Window: From Date to To Date
    • Auto-close on end date: Yes
    • Status: Active
  5. Assigns Responsible Role (DD-ZM / RBM).
  6. Saves.

Notifications / Emails Triggered:

  • 🔔 Notification to mapped DD-ZM / RBM — Opportunity window activated for [Location].
  • System (Public Apply Form): Only Active opportunities visible to applicants.

SLA Alert: Window auto-closes on To Date if Auto-close enabled.

SLA TRACKER & ALERTS — ALL MODULES

Comprehensive SLA Reference Table

Module Activity / Stage Owner Role TAT (Illustrative) Reminders L1 Escalation L2 Escalation L3 Escalation
Onboarding Questionnaire Completion Applicant Configurable T-48h, T-24h WhatsApp DD-Admin DD-Lead NBH
Onboarding Shortlisting by Admin DD-Admin 2 working days T-24h DD-Lead DD-Head NBH
Onboarding Level-1 Interview Feedback DD-ZM + RBM 2 working days T-24h, T-4h ZBH DD-Lead DD-Head/NBH
Onboarding Level-2 Interview Feedback DD-Lead + ZBH 2 working days T-24h, T-4h DD-Head NBH CEO
Onboarding Level-3 Interview Feedback NBH + DD-Head 2 working days T-24h, T-4h DD-Head NBH CEO
Onboarding FDD Report Submission FDD Team Configurable T-48h, T-24h DD-Admin DD-Lead NBH
Onboarding Finance FDD Review Finance Configurable T-24h DD-Lead DD-Head NBH
Onboarding LOI Document Submission Applicant Configurable T-48h, T-24h DD-Admin DD-Lead —
Onboarding Security Deposit Verification Finance Configurable T-24h DD-Lead DD-Head NBH
Onboarding LOI Approval — Finance Finance Configurable T-24h DD-Head NBH CEO
Onboarding LOI Approval — DD-Head DD-Head 1 working day T-4h NBH — —
Onboarding LOI Approval — NBH NBH 1 working day T-4h DD-Head CEO —
Onboarding LOI Acknowledgement Upload Applicant Configurable T-48h, T-24h DD-Admin — —
Onboarding Architectural Milestones Architecture Team Configurable T-48h DD-Admin DD-Lead —
Onboarding Statutory Document Verification Finance + Legal Configurable T-24h DD-Lead DD-Head —
Onboarding EOR Checklist Item Completion Functional Teams Configurable T-48h, T-24h DD-Lead DD-Head NBH
Onboarding LOA Approval — DD-Head DD-Head 1 working day T-4h NBH — —
Onboarding LOA Approval — NBH NBH 1 working day T-4h DD-Head — —
Resignation ASM Review DD-ASM Configurable T-24h DD-Lead ZBH NBH
Resignation RBM + DD-ZM Review RBM + DD-ZM Configurable T-24h, T-4h ZBH DD-Lead NBH
Resignation ZBH Review ZBH Configurable T-24h DD-Lead DD-Head NBH
Resignation DD-Lead Review DD-Lead Configurable T-24h DD-Head NBH —
Resignation NBH Final Approval NBH Configurable T-24h DD-Head CEO —
Resignation Legal Acceptance Letter Legal Configurable T-24h DD-Lead DD-Head NBH
Termination RBM + DD-ZM Review RBM + DD-ZM Configurable T-24h, T-4h ZBH DD-Lead NBH
Termination ZBH Review ZBH Configurable T-24h DD-Lead DD-Head NBH
Termination DD-Lead + Legal Assignment DD-Lead Configurable T-24h DD-Head NBH CEO
Termination Legal Verification Legal Configurable T-24h DD-Lead DD-Head NBH
Termination NBH Evaluation (Pre-SCN) NBH Configurable T-24h DD-Head CEO —
Termination Dealer SCN Response Dealer / DD-Admin Configurable T-48h, T-24h DD-Lead ZBH —
Termination NBH Final Decision NBH Configurable T-24h DD-Head CEO —
Termination CEO + CCO Authorization CEO, CCO Configurable T-24h DD-Head NBH —
Termination Legal Termination Letter Legal Configurable T-24h DD-Lead DD-Head NBH
Constitutional Change Each approval stage Per stage role Configurable T-24h, T-4h Next level in hierarchy — —
Relocation Each approval stage Per stage role Configurable T-24h, T-4h Next level in hierarchy — —
F&F Settlement Department Clearance Submission 16 Departments Configurable T-48h, T-24h Department Head DD-Lead DD-Head/NBH
F&F Settlement Finance Summary Consolidation Finance Configurable T-24h DD-Lead DD-Head NBH
F&F Settlement Final Finance Approval Finance Configurable T-24h DD-Lead DD-Head NBH

SLA Alert Behavior — Standard Rules (All Modules)

Pre-TAT Reminders:

  • Sent at configured intervals (e.g., T-48h, T-24h, T-4h) via Email + In-app notification.
  • Auto Work Note posted: "T-Xh: Reminder sent to [Role] for [Activity].".

On TAT Breach:

  • Item marked 🔴 Breached in dashboard.
  • Work Note posted: "SLA Breached: [Activity] by [Role]. Elapsed: Xh. Escalating to [L1 Role].".
  • L1 Escalation triggered: email + in-app to supervisor.

Repeat Overdue Reminders:

  • Configurable cadence (e.g., every 24h until resolution).

Pause Rules:

  • SLA pauses when status is: On Hold / Waiting for Applicant / Awaiting External (FDD / Legal).
  • SLA resumes when returned to active state.

SLA Stop:

  • On closure states: Approved / Rejected / Completed / Withdrawn.

Notification / Email Trigger Summary — All Modules

Trigger Event Channel Recipients Template Code (Master Seeder)
Application Submitted (Opportunity) Email + WhatsApp Applicant (credentials + questionnaire link) OPPORTUNITY
Application Submitted (Non-Opportunity) Email Applicant (non-opportunity notice) NON_OPPORTUNITY
Application Shortlisted Email + In-app DD-ZM, RBM APPLICANT_SHORTLISTED
Application Rejected Email + WhatsApp Applicant APPLICANT_REJECTED
Interview Scheduled Google Calendar + Email + WhatsApp All evaluators + Applicant INTERVIEW_SCHEDULED
Questionnaire Completion Reminder WhatsApp Applicant QUESTIONNAIRE_REMINDER
FDD Report Submitted In-app + Email Finance, DD-Admin GENERIC_NOTIFICATION
Finance Verified (Payment/Deposit) In-app + Email DD-Admin, DD-Lead ONBOARDING_PAYMENT_VERIFIED
LOI Document Request Email Applicant LOI_ISSUED
LOI Issued Official Email Applicant LOI_ISSUED
LOI Issuance Confirmed Email + In-app Finance, DD-Head, NBH LOI_ISSUANCE_CONFIRMED
Dealer Code Generated In-app + Email DD-Admin, Finance, Legal DEALER_CODE_READY
EOR 100% Complete In-app DD-Head, NBH EOR_COMPLETED
Dealership Live (Inauguration) In-app + Email All stakeholders INAUGURATION_COMPLETED
Resignation Request Received Email Dealer (Acknowledgement) RESIGNATION_RECEIVED
Resignation Request Submitted In-app + Email DD-Admin, DD-ASM, DD-Head, ZBH, NBH RESIGNATION_SUBMITTED
Resignation Send Back / Revoke Work Notes + Email Dealer + Internal teams RESIGNATION_UPDATE
Resignation Approved (NBH) In-app + Email DD-Lead, RBM, ZBH, Finance, Legal RESIGNATION_APPROVED
Termination Request Created In-app + Email RBM + DD-ZM TERMINATION_INITIATED
SCN Issued Email (via DD-Admin) Dealer TERMINATION_SCN_ISSUED
Legal Letter Generated In-app + Email Legal, DD-Lead, DD-Admin, Finance TERMINATION_LETTER_ISSUED
Termination Final Closure Email Dealer (Access Revoked) TERMINATION_FINAL_CLOSURE_DEALER
F&F Initiated In-app + Email Finance, all 16 departments FNF_INITIATED
F&F Summary Prepared In-app + Email Finance Review Team FNF_SUMMARY_PREPARED
F&F Settlement Approved In-app + Email DD-Admin, Legal, DD-Lead FNF_SETTLEMENT_APPROVED
Constitutional Change Submitted In-app + Email ASM, RBM CONSTITUTIONAL_CHANGE_SUBMITTED
Constitutional Change Approved Email Dealer CONSTITUTIONAL_CHANGE_APPROVED
Relocation Request Received Email Dealer (Acknowledgement) RELOCATION_RECEIVED
Relocation Request Submitted In-app + Email ASM, RBM RELOCATION_SUBMITTED
Relocation Approved Email Dealer RELOCATION_APPROVED
SLA Breach / Reminder In-app + Email + WhatsApp Activity owner + escalation chain SLA_REMINDER
Work Note @mention In-app + Email Tagged user WORKNOTE_NOTIFICATION

Audit Trail — Key Events Logged (All Modules)

Every action across all modules is auto-logged with: Action Type, Performed By (User + Role or "System"), Description, Timestamp.

Key logged events include:

  • Application Submitted / Status Transitions
  • Interview Scheduled / Rescheduled / Completed
  • KT Matrix Submitted / Feedback Submitted
  • Documents Uploaded / Downloaded / Version Updated
  • FDD Submitted / Finance Review Decision
  • LOI / LOA / EOR Stage Completions
  • Dealer Code Generated
  • Inauguration Logged
  • Resignation Initiated / Send Back / Revoke / Withdrawn / Accepted
  • Termination Created / SCN Issued / Termination Letter Issued
  • F&F Initiated / Department Responses / Finance Approved / F&F Closed
  • SLA Reminder Triggered (logged as "System" action)
  • Email / WhatsApp Notification Triggered
  • Work Note Posted / @mention tagged
  • Constitutional Change Submitted / Approved / Rejected
  • Relocation Request Submitted / Approved / Rejected
  • Security Deposit Verified / Payment Proof Uploaded
  • Access Revoked (post resignation/termination closure)

Document prepared based on RE Dealer Onboarding & Offboarding System SRS v1.4 (updated Jan 2026) Covers: Onboarding | Resignation | Termination | Constitutional Change | Relocation | F&F Settlement | Finance | Admin/SLA