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# Offboarding System
**1.1.6 Termination Workflow Governance Updates**
- Clarified that **CEO is the final approving authority** for dealer termination cases.
- Included **CCO and CEO** as approval authorities with **Approve / Hold / Reject** options.
- Confirmed that the **Legal team issues termination letters only after CEO approval**.
- Removed **dealer portal access** from termination workflows.
- Extended **Send Back / Revoke** authority to **ZBH and DD Lead** for termination reviews.
- Aligned **F&F trigger for termination** to occur strictly on the **Last Working Day (LWD)**.
**1.1.7 Role & Persona Alignment**
- Added **NBH** to the personas section.
- Added **RBM** to applicable review and approval tables.
- Clarified that **DD ASM is responsible for interview scheduling and coordination** , with
no Admin involvement.
**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**.
**1.2.5 Post-Exit Access Control**
- Enforced system rule to **revoke dealer portal access** once resignation or termination is
completed.
## 3 Definitions and Acronyms
```
Acronym Full Form / Description
RE Royal Enfield
DD Dealer Development
DD-AM Dealer Development – Area Manager
DD-ZM Dealer Development – Zonal Manager
DD-Lead Dealer Development – Lead
DD-Head Dealer Development – Head
RBM Regional Business Manager
ZBH Zonal Business Head
NBH National Business Head
ASM Area Sales Manager
FDD Financial Due Diligence (External Partner/Agency)
LOI Letter of Intent
EOR Essential Operating Requirements
LOA Letter of Appointment
F&F Full and Final (Dealer Settlement)
KT Matrix Evaluation Matrix used for scoring applicants
```
### 4.3 Dealer Termination – Process Flow Overview
```
4.3.1.1 Overview
```
```
The Dealer Termination Process governs the structured offboarding of a dealership initiated
internally by Royal Enfield due to operational, contractual, or ethical concerns.
It ensures that any termination—whether due to working-capital issues, poor performance,
or unethical practices —is investigated, documented, reviewed at multiple managerial levels,
and legally validated before final execution. The process maintains full transparency and
traceability through digital records, comments, and worknotes until the Termination
Letter is issued and the Full & Final (F&F) settlement begins.
```
**4.3.2 Step-by-Step Process Flow**
```
4.3.2.1 ASM – Case Initiation
```
- The **Area Sales Manager (ASM)** regularly visits dealers and records **Minutes of Meeting**
**(MOM)** for performance or compliance concerns.
- After two consecutive unsatisfactory commitments or escalations, the ASM initiates
a **Termination Request** in the portal.
- Fills all operational details (Dealer Code, LOI, LOA, Sales Data, etc.), selects
a **Termination Category** (Working Capital, Performance, Unethical Practice), and
uploads supporting documents (MOMs, commitments, dealer letters).
- Submits the case to **RBM + DD-ZM** for review.
```
4.3.2.2 RBM + DD-ZM Review
```
- The **Regional Business Manager (RBM)** and **Dealer Development Zonal Manager (DD-**
**ZM)** jointly evaluate the case.
- Conduct a meeting with the dealer and record fresh MOMs; upload dealer
commitments on letterhead.
- Provide remarks and supporting evidence.
- Actions available:
o **Approve** → Forward to ZBH
o **Send Back for Clarification** → Returns to ASM with comments
o **Withdraw** → Terminates workflow with justification
```
4.3.2.3 ZBH Review
```
- The **Zonal Business Head (ZBH)** reviews the full chronology (ASM visits, RBM/DD-ZM
remarks, uploaded MOMs).
- Validates escalation authenticity and dealer communication record.
- Adds remarks and forwards to **DD-Lead** for deeper review.
- The termination request is reviewed by the **ZBH** , who is authorized to **Approve, Send**
**Back, or Revoke** the termination request. **Send Back actions are communicated**
**through Work Notes** , with **mandatory remarks** recorded for traceability.
```
4.3.2.4 DD-Lead Review & Legal Assignment
```
- The **DD-Lead** cross-verifies case chronology with all stakeholders (ASM, RBM, ZBH).
- Prepares a **Termination Presentation** summarizing facts, dealer history, and
recommendations.
- Assigns the case to **Legal Team** for inputs through the system (visible in worknotes).
- The termination request is reviewed by the **DD-Lead** , who is authorized to **Send Back or**
**Revoke** the termination request for clarification or reconsideration. All such actions
require **mandatory remarks captured in Work Notes**.
```
4.3.2.5 Legal Verification
```
- The **Legal Team** reviews documentation, ensures contractual breaches are well-
supported, and checks all precedents.
- May raise queries via **Worknotes** or **Send Back** the case to DD-Lead for clarification.
- Once satisfied, forwards the verified case back to **DD-Lead** for next action.
```
4.3.2.6 DD-Lead → DD-Head Review
```
- The **DD-Lead** attaches Legal’s feedback and forwards the case to **DD-Head** for strategic
review.
- **DD-Head** validates the case, evaluates impact, and presents it to **National Business**
**Head (NBH)** for final business decision.
```
4.3.2.7 NBH Evaluation
```
- The **NBH** reviews all documentation and Legal remarks.
- May choose one of three actions:
o **Go Ahead** → Approve for issuance of **Show Cause Notice (SCN)**
o **Hold Decision** → Pause temporarily for further monitoring or negotiation
o **Raise Query** → Sends back to DD-Lead for additional input
```
4.3.2.8 Show Cause Notice (SCN) Issuance
```
- Upon NBH approval, the system triggers Legal to prepare and issue the **SCN**.
- The **DD-Lead** formally shares the SCN with the dealer through **DD-Admin**.
- Dealer replies to the SCN by email or letter, which **DD-Admin uploads** to the portal.
- For termination cases, the **F&F settlement process is triggered only on the Last**
**Working Day (LWD)**. The system shall **control the F&F trigger based on the LWD date** ,
irrespective of the termination approval date.
```
4.3.2.9 Evaluation of Dealer Response
```
- The **DD-Lead** , **ZBH** , **RBM** , and **DD-Head** jointly review the dealer’s SCN response.
- Uploads internal comments, Legal feedback, and recommendation for NBH’s final
decision.
```
4.3.2.10 NBH Final Decision
```
- The **NBH** reviews the compiled case with Legal advice and decides among:
o **Approve Termination** → Moves to CEO/CCO for confirmation
o **Reconsider** → Allow additional time or corrective action
o **Reject** → Case closed without termination
```
4.3.2.11 11. CEO & CCO Authorization
```
- **CEO** and **Chief Commercial Officer (CCO)** review the NBH-approved termination.
- Provide authorization on the portal.
- Once signed off, the decision becomes final.
```
4.3.2.12 12. Legal Termination Letter
```
- The **Legal Team** generates the **Termination Letter** to the portal.
- The letter is auto-visible to **DD-Lead** , **DD-Admin** , and **Finance**.
- A system notification is triggered to all linked personas.
```
4.3.2.13 13. DD-Admin Communication & F&F Trigger
```
- The **DD-Admin** shares the official **Termination Letter** with the dealer and field team.
- Marks the case as “Terminated” in the portal.
- Forwards the case to **Finance** for **Full & Final Settlement** initiation.
- Updates the worknote with final remarks and due-date for settlement.
### 4.4 Dealer Full & Final (F&F) Settlement – Process Flow
```
4.4.1.1 Overview
```
The **Full & Final (F&F) Settlement Process** governs the financial closure of a dealership
following **Resignation** or **Termination**.
It ensures that all financial obligations between Royal Enfield and the dealer —
including **security deposits, recoveries, payables, and department-wise dues** — are
transparently reconciled, verified, and documented before closure.
**4.4.2 Step-by-Step Process Flow**
```
4.4.2.1 F&F Initiation
```
- Triggered automatically once the **Resignation Acceptance Letter** or **Termination**
**Letter** is uploaded by **Legal**.
- The **DD-Admin** or **DD-Lead** initiates the F&F case in the **Finance Dashboard** , which
creates a unique **FNF Case ID** linked to the dealer code.
- The system auto-fetches dealer details, associated documents, resignation/termination
date, and due dates.
- Notification is sent to the **Finance Team** and all functional departments to begin the
clearance process.
## 8 Termination
A **Dealer Termination** process is initiated when a dealership’s continuation is deemed
non-viable due to business, financial, or ethical reasons. The termination may arise
from three primary causes — **working capital inadequacy** , **continued underperformance** ,
or **unethical practices**. Cases involving working capital or performance issues follow a
structured review and approval process, allowing the concerned dealer to provide
clarification and supporting data before final decision. However, any instance
of **unethical practice** — including fraud, policy breach, or reputational risk to the brand
— results in **immediate termination**. All termination cases are documented within the
system, with remarks, evidence, and approval trails maintained for audit and
compliance verification.
### 8.1 Create Termination Request
**8.1.1 Functionality Scope**
The **Create Termination Request** form enables authorized users such as **DD-Lead** , **DD-Admin** ,
or **ASM** to initiate a termination case within the system. The form captures comprehensive
dealership details including operational timelines, format type, constitution, performance data,
and financial indicators. It also specifies the **Termination Category** (e.g., Working Capital,
Performance Issue, or Unethical Practice), supported by descriptive justification and relevant
documentation. The request forms the starting point of the digital termination workflow and
ensures that all necessary contextual data and artefacts are available for subsequent reviews and
escalations.
**8.1.2 Width**
- Allows creation of new termination requests by entering **Dealer Code** , operational details, and
financial data.
- Captures **Termination Category** and **Description** for clarity on grounds of termination.
- Supports upload of supporting artefacts such as MOMs, dealer commitments, or financial
statements.
- Automatically records creator and timestamp for traceability.
**8.1.3 Depth**
- Integrates directly with the **Progress Timeline** , displaying real-time status updates across levels.
- Each submission auto-generates an internal case ID linked to the dealer code for tracking.
- Supports structured escalation logic based on the **Termination Category** — standard route for
working capital/performance cases, immediate escalation for unethical practices.
- Maintains versioned records for every document uploaded at creation stage.
**8.1.4 Personas-wise Accessibility & Visibility**
```
Persona / Role Access Level Visibility & Permissions
ASM / DD-AM Area Level Can initiate termination requests, upload MOMs and
dealer commitments.
RBM + DD-ZM Regional / Zonal
Level
```
```
Can view request details and validate information before
escalation.
ZBH Zonal Head Reviews initial request data, comments on justification,
and forwards to DD-Lead.
DD-Lead / DD-
Admin
```
```
National
Coordination
```
```
Can initiate, review, and forward requests; validates
completeness and assigns to Legal if required.
Legal Review Level Can view dealer details and supporting documents for
legal evaluation.
NBH National Business
Head
```
```
Can view the entire request summary before decision
and closure approval.
```
### 8.2 Termination Ticket overview
**8.2.1 Functionality Scope**
The **Details View** provides a consolidated summary of all key information related to the dealer
under review. It includes dealership codes, operational history, financial performance, and
termination-specific parameters. This enables reviewers at every level—whether ASM, ZBH, or
Legal—to quickly assess background context and validate evidence before taking action. The
interface also displays the current workflow stage and offers in-screen options
to **Approve** , **Withdraw** , or **Send Back** the request with remarks, ensuring traceable and reason-
based decisions.
**8.2.2 Width**
- Displays complete dealer profile: code, name, location, and GST details.
- Shows operational data: inauguration date, LOA, LOI, format, constitution, and last six-month
sales.
- Captures termination-specific data: **Termination Category** , reason, and case severity (e.g.,
“High”).
- Provides workflow action buttons— **Approve** , **Withdraw** , **Send Back** —with mandatory remarks
input.
- Integration with Work Notes for contextual communication and escalation traceability.
**8.2.3 Depth**
The **Detail Tab** serves as the **central operational dashboard** for viewing all dealer, operational,
and termination-related data within a single, structured interface. It merges static dealer master
information with dynamic workflow inputs and uploaded artefacts, ensuring contextual visibility
for all stakeholders.
```
8.2.3.1 Components & Functional Behavior
```
- **Dealer Information (Owner: DD-Admin / System Integration Layer)**
Displays master data pulled from the Dealer Master table — including **Dealer Code,**
**Name, Address, GST, Domain Name, City Category, Sales Code, Service Code, and GMA**
**Code**.
o Synced automatically from RE’s **Dealer Database (Master Registry)**.
o Read-only for all personas except system admin for data correction requests.
o Enables search and cross-referencing across termination, resignation, and
onboarding records.
- **Operational Details (Owner: DD-Lead / Workflow Engine)**
Highlights the dealership’s business health indicators and structural data, including **LOA,**
**LOI, Inauguration Date, Constitution Type, Dealership Type, Format Category, Dealer**
**Score Card Band, and Last Six-Month Sales**.
o Pulled dynamically from the Sales & Performance Module.
o Reflects the most recent sales cycle, ensuring leadership sees live performance
metrics during termination decision-making.
o Editable only by DD-Lead or authorized DD-Admin prior to case lock.
- **Termination Details (Owner: DD-Lead / DD-ZM / Legal)**
Captures case-specific details such as **Termination Category, Reason Description, and**
**Attachments**.
o Termination Category includes options like _Working Capital Issues, Performance_
_Shortfall, Breach of Agreement, or Unethical Practices_.
o Documents uploaded here are visible to all reviewers across the approval chain,
maintaining transparency.
o Legal team references this section while framing the **Show Cause Notice (SCN)** or
final termination letter.
- **Workflow Actions (Owner: Workflow Engine / DD-Lead)**
Displays **Approve, Withdraw, and Send Back** controls based on role permissions.
o Triggers automated workflow transitions and real-time updates in **Progress**
**Timeline** and **Audit Trail**.
o Any action logs mandatory remarks under “Communication & Notes” with
timestamp and user identity.
o Permissions vary per role:
```
▪ ASM, RBM: Can only comment or escalate.
▪ ZBH, DD-Lead, NBH: Can approve or send back.
▪ Legal: Can finalize after NBH approval.
```
- **Document Management Section (Owner: DD-Admin / Legal)**
Repository displaying all uploaded evidence or reports associated with the termination.
o Documents listed by **name, type, uploader, and date**.
o Supports inline viewing (no download needed) for internal confidentiality.
o File retention policy aligns with RE’s compliance standards (minimum 7 years).
- **Audit Trail (Owner: Workflow Engine / System Log)**
Chronologically records every action taken within the termination case — including
user, timestamp, and nature of change.
**8.2.4 Personas-wise Accessibility & Visibility**
```
Persona / Role Access Level Visibility & Permissions
ASM / DD-AM Area Level Can initiate and upload dealer MOMs and commitment
records.
RBM + DD-ZM Regional / Zonal
Level
```
```
Review dealer details, validate termination rationale,
and escalate with remarks.
ZBH Zonal Business
Head
```
```
Approves or returns the case with comments; can
forward to DD-Lead.
DD-Lead / DD-
Admin
```
```
National
Coordination
```
```
Validate details, review documents, assign to Legal, or
push for F&F after NBH approval.
Legal Legal Level Review dealer information, validate grounds, and issue
termination letter.
NBH National Head Provides final decision and authorization before case
closure.
```
### 8.3 Termination Approval & Review Process
**8.3.1 Functionality Scope**
The **Termination Approval module** enables Royal Enfield’s internal stakeholders to manage
dealership termination cases in a structured, transparent, and traceable workflow. It ensures that
every dealership performance concern — whether due to **working capital shortfall** , **sustained
underperformance** , or **unethical practices** — is systematically reviewed, documented, and acted
upon through the defined escalation hierarchy.
This module supports structured documentation of **dealer meetings** , **uploaded
artefacts** , **reviewer remarks** , and **legal correspondence** , ensuring no manual communication
dependency.
All approvals, send-backs, or withdrawals are centrally logged, supported by **Work Notes** ,
ensuring collaborative clarity and institutional memory across teams.
The **CEO is the final approving authority** for dealer termination cases. The **Legal team prepares
and issues the termination letter only after CEO approval** , and **not upon NBH approval**.
**CCO and CEO** are included as approval authorities with **Approve, Hold, and Reject options**.
The **dealer does not have portal access** for termination workflows.
**8.3.2 Width**
The process spans across the complete DD and Legal hierarchy, ensuring clear role-based
accountability:
- **ASM:** Conducts monthly visits, logs Meeting of Minutes (MOM), uploads dealer
commitment letter and personal observations. Logging MOM is not the part of this system
but when he feel to trigger Termination, he will log as description & associate documents
while initiating the flow.
- **RBM + DD-ZM:** Escalate after repeated concerns, conduct joint meetings, and document
dealer responses on portal.
- **ZBH:** Reviews zonal-level non-compliance, escalates unresolved cases to DD-Lead and
NBH.
- **DD-Lead:** Reviews consolidated reports, validates escalation records, prepares case
presentation, and assigns to Legal.
- **Legal:** Reviews chronology, evaluates policy or contractual breaches, issues SCN, and
prepares final Termination Letter.
- **DD-Head:** Reviews with DD-Lead and Legal; presents case to NBH for decision.
- **NBH:** Provides final decision – approve, query, or hold.
- **DD-Admin:** Uploads dealer’s SCN response and handles F&F coordination post Legal
issuance.
**8.3.3 Depth**
- **Structured Case Creation (Owner: DD-Lead / DD-Admin / ASM)**
A Termination case is initiated through the “Create Termination Request” form by DD-
Lead, DD-Admin, or ASM.
o Each request is tagged with a unique **Termination ID** (e.g., TERM-001).
o Dealer and operational data are automatically fetched from the **Dealer**
**Master** and **Sales System** for accuracy.
- **Case Workflow Management (Owner: Workflow Engine)**
Each stage of the termination journey — from ASM initiation to Legal closure — is
mapped to approval levels.
o **ASM → RBM/DD-ZM → ZBH → DD-Lead → Legal → DD-Head → NBH**.
o Actions at every level (Approve, Withdraw, Send Back) are recorded with
mandatory remarks.
o Each remark auto-updates in **Work Notes** and **Progress Timeline** , triggering
instant notifications to the next role.
- **Work Note Integration (Owner: All Reviewers)**
The **Work Note** acts as the **central communication thread** within each termination case.
o Each reviewer (ASM, RBM, ZBH, DD-Lead, Legal, etc.) can post contextual remarks,
share discussions, or tag specific users.
o Tagged users (e.g., @DD-Lead, @Legal) receive instant notifications via **system**
**alerts** and **email**.
o Work Notes serve as a real-time collaboration and escalation record — every
comment, clarification, or update remains **time-stamped and user-tagged**.
o Legal and DD-Head may also use Work Notes to request clarification from lower
hierarchies (ASM, RBM, ZBH).
o Once a note is submitted, it becomes immutable and part of the **permanent**
**record** under **Audit Trail**.
- **Meeting & Artefact Uploads (Owner: ASM, RBM, ZBH)**
Each level of escalation includes upload of MOMs, dealer commitment letters, and
observations while Approving at his level.
o Artefacts are uploaded as PDFs (e.g., _Meeting_MOM_June2025.pdf_ ).
o Dealer commitments are scanned and attached for cross-reference during Legal
and NBH reviews.
- **Approval Actions (Owner: Workflow Engine)**
Reviewers can take the following actions:
o **Approve:** Confirms escalation readiness for next level.
o **Send Back:** Pushes case back for clarification with remarks visible in Work Notes.
o **Withdraw:** Used when the concern is resolved or no termination action is required.
Each action is recorded in both **Audit Trail** and **Work Notes** , ensuring clarity on
decision paths.
- **Legal Review and Issuance (Owner: Legal Team)**
Legal reviews the case chronology and uploaded artefacts.
o If clarification is needed, they “Send Back” via Work Notes.
o Once validated, Legal create the **Show Cause Notice (SCN)** to the portal and later
create the **Termination Letter** post NBH approval.
o These Show cause Notice and Termination Letter will be created within the system
o All uploaded legal artefacts remain accessible to DD-Lead, DD-Admin, and NBH.
- **Dealer Interaction & Closure (Owner: DD-Admin / DD-Lead)**
Dealer replies to the SCN via DD-Admin, who uploads the response to the portal.
o DD-Lead reviews dealer’s response with inputs from RBM and ZBH, updates
closure remarks, and forwards to NBH.
o Post-approval, Legal uploads the Termination Letter, visible to DD-Admin and
dealer.
o DD-Admin initiates **F&F** coordination, ensuring all records are finalized within SLA.
- **Immediate Termination (Owner: DD-Lead + Legal)**
Cases categorized under “Unethical Practice” trigger direct routing to Legal + DD-
Lead, skipping intermediate reviews.
o Immediate Legal action and issuance of termination communication occur within
the system, ensuring swift compliance.
- **Audit Trail (Owner: System Engine)**
Each user action — approval, send back, upload, comment — is timestamped and
permanently logged.
o The trail captures: _User Name, Action Type, Timestamp, Remarks Summary, and_
_Linked Artefact_.
o Accessible by DD-Lead, Legal, DD-Head, and NBH for compliance review.
**8.3.4 Personas-wise Accessibility & Visibility**
```
Persona Responsibilities & Key Actions Access Rights
ASM Creates termination request, uploads MOM & dealer
commitments, adds initial remarks and observations.
```
```
Create, View,
Comment
RBM / DD-
ZM
```
```
Reviews ASM input, conducts escalation meetings,
uploads MOM, provides joint recommendations.
```
```
View, Approve,
Send Back
ZBH Reviews regional non-compliance, uploads MOM,
forwards unresolved cases to DD-Lead.
```
```
Approve, Send
Back
DD-Lead Reviews full chronology, validates artefacts, triggers Legal
for input, issues SCN, consolidates for final closure.
```
```
Full Access,
Approve,
Withdraw
Legal Reviews chronology, uploads SCN, issues Termination
Letter, queries if required through Work Notes.
```
```
Approve, Send
Back, Upload
DD-Head Reviews consolidated cases, presents them to NBH for
final decision.
```
```
Review, Comment
```
```
NBH Approves or holds termination case; final authority on go-
ahead decisions.
```
```
Approve / Hold
```
```
DD-Admin Uploads dealer’s SCN reply, final Termination Letter, and
initiates F&F.
```
```
Upload, Close
```
```
Dealer
(Read-only)
```
```
Views SCN and final Termination Letter. View Only
```
### 8.4 Termination Progress Timeline
**8.4.1 Functionality Scope**
The **Termination Progress Timeline** provides a stage-wise visualization of the entire termination
journey — from case initiation to final closure. It ensures that every escalation, document, review,
and approval is tracked transparently with timestamped accountability.
Each level in the workflow — from **ASM initiation** to **CEO authorization** — is dynamically
reflected with role names, document counts, feedback notes, and status indicators.
The module promotes structured collaboration by integrating **Work Notes** and **Audit
Trail** updates at each milestone, enabling leadership to monitor the decision flow in real time.
**8.4.2 Width**
The timeline consolidates inputs from multiple roles, creating an end-to-end view of operational,
business, and legal evaluations:
- **ASM** initiates the request and uploads meeting artefacts.
- **RBM / DD-ZM** review and escalate based on repeated violations.
- **ZBH** performs zonal validation and comments.
- **DD-Lead** consolidates data, reviews chronology, and assigns to Legal.
- **Legal** verifies contract breaches and provides legal opinion or Show Cause Notice (SCN).
- **NBH** performs business-level evaluation and grants or holds final approval.
- **CEO / CCO** complete the executive authorization.
- **DD-Admin** coordinates issuance of the final Termination Letter and forwards it to F&F.
Each transition (approve, send-back, withdraw) automatically updates the timeline with the
reviewer’s remarks and uploaded artefacts.
**8.4.3 Depth**
The Termination Progress Timeline follows a clearly defined 14-stage lifecycle. Each stage is
associated with specific ownership, document uploads, and Work Note actions.
```
8.4.3.1 Stage-wise Breakdown
```
1. **Request Initiated** – _ASM / Initiator_
o Case created with details, termination reason, and dealer code.
o Supporting documents like MOM and commitment letters attached.
o Remarks and feedback logged in Work Notes.
2. **RBM Review** – _RBM + DD-ZM_
o Joint meeting notes uploaded; recommendations shared.
o Approve or Send-Back with clarification via Work Note.
3. **ZBH Review** – _Zonal Business Head_
o Evaluates pattern of violations, reviews MOM chain, and adds escalation remarks.
4. **DD Lead Review** – _DD-Lead_
o Consolidates documentation from ASM, RBM, and ZBH.
o Prepares case synopsis and assigns to Legal for compliance validation.
5. **Legal Verification** – _Legal Department_
o Reviews breach type (Working Capital, Performance, Unethical Practice).
o Queries or approves via Work Notes.
o Uploads draft SCN if verified.
6. **NBH Evaluation** – _National Business Head_
```
o Reviews termination recommendation; may approve, hold, or query.
```
7. **Show Cause Notice (SCN)** – _Legal + DD-Lead_
o Official SCN issued to dealer.
o Dealer reply awaited; all correspondence uploaded.
8. **DD Lead & Legal Review** – _Joint Review_
o Evaluates dealer’s SCN reply.
o Records internal discussion outcome in Work Notes.
9. **DD-Head Review** – _Dealer Development Head_
o Prepares presentation and recommendation for NBH.
10. **CCO Approval** – _Chief Commercial Officer_
o Reviews and endorses NBH’s decision.
11. **CEO Final Approval** – _Chief Executive Officer_
o Authorizes final termination execution.
12. **Legal – Termination Letter** – _Legal Team_
o Uploads signed Termination Letter to portal.
o Triggers auto-notifications to DD-Lead and DD-Admin.
13. **DD-Admin – Share with Dealer** – _DD-Admin_
o Forwards Termination Letter to dealer.
o Initiates F&F process and records completion date.
14. **Dealer Terminated** – _System Generated_
o Marks dealership status as “Terminated.”
o Case locked for further edits; all data archived under Audit Trail.
```
8.4.3.2 Work Note Integration
```
- Each stage allows the reviewer to post contextual **Work Notes** for coordination,
clarification, or escalation.
- Notes automatically capture **author, timestamp, and linked stage**.
- Tagged users receive both **email** and **in-app alerts**.
- Work Notes act as the **single source of truth** , capturing every internal discussion and
external clarification.
- Once the case reaches “Dealer Terminated,” Work Notes are archived as part of the
official record visible under **Audit Trail**.
**8.4.4 Personas-wise Accessibility & Visibility**
```
Persona Visibility in Timeline Actions Allowed
ASM Initiate request, view complete history, comment
in Work Notes.
```
```
Create, Upload Docs,
Comment
RBM / DD-ZM See all lower-level stages, add remarks, approve or
send-back.
```
```
Approve, Send-Back,
Comment
ZBH Access RBM & ASM artefacts, escalate to DD-Lead. Approve, Send-Back
```
```
DD-Lead Full timeline visibility, assign to Legal, manage SCN,
approve final closure.
```
```
Full Access
```
```
Legal Review termination grounds, issue SCN, upload
Termination Letter.
```
```
Approve, Send-Back,
Upload Docs
NBH View all previous stages, make go/no-go decision. Approve / Hold
CCO / CEO Executive-level read access, approve final
termination.
```
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Approve Only
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DD-Admin View complete timeline, upload dealer response &
Legal letter, initiate F&F.
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Upload, Close
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Dealer (Read-
only)
```
```
View SCN and Termination Letter post-issuance. View Only
```
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