12 KiB
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
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Enabled dealers to initiate and track relocation requests through a guided workflow.
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Added support for: o Manual or map-based location entry o Distance calculation from existing location o Property type selection and expected relocation date
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Introduced document-driven relocation validation , including statutory, legal, property, and infrastructure documents.
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Implemented multi-level approval workflow with Work Notes–based communication and audit trail.
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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
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RBM (Regional Business Manager): Participates in early-stage evaluations, provides ground-level business insights, and recommends suitable candidates.
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ZBH (Zonal Business Head): Conducts the second-level review along with DD-Lead; provides strategic feedback on market and location viability.
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NBH (National Business Head): Holds final authority for approval or rejection of dealer onboarding; reviews consolidated feedback from all levels.
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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_.
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## 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