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Dealer_Onboarding_Backend/docs/Offboarding_Requirements_Implementation_Gap_Report.md

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Offboarding Requirements vs Implementation Gap Report

Date: 2026-04-17
Source baseline: backend/docs/Re_New_Dealer_Onboard_TWO.md

Purpose

This report captures:

  1. What the SRS requires for offboarding-related modules.
  2. What is implemented in the current codebase.
  3. What is still missing or needs standardization.

1) SRS Requirements (What document asks)

1.1 Common cross-module requirements

  • Role-driven stage workflow across Resignation, Termination, Constitutional Change, Relocation, and F&F.
  • Stage actions include combinations of Approve, Send Back, Revoke, and module-specific decisions such as Hold, Reject, Reconsider, Raise Query.
  • Send Back and Revoke must be recorded through Work Notes with mandatory remarks.
  • Every action, upload, and transition must be logged in Audit Trail.
  • Visibility and actionability must follow persona-based access control.

1.2 Resignation (SRS sections 4.2.2.x, 12.1.x)

  • Multi-stage review with business hierarchy and Legal closure.
  • Authorized users can Approve, Send Back, Revoke per stage authority.
  • Dealer withdrawal allowed only up to NBH-pending state.
  • F&F must trigger strictly on Last Working Day (LWD), not approval date.

1.3 Termination (SRS sections 4.3.2.x)

  • Escalation workflow from business review to legal process and final authorization.
  • NBH stage includes Go Ahead, Hold Decision, Raise Query.
  • NBH final decision includes Approve Termination, Reconsider, Reject.
  • CEO/CCO authorization before legal termination letter and closure.
  • F&F trigger aligned to LWD rule.

1.4 Constitutional Change (SRS section 12.2.x)

  • Dealer-initiated request with scenario-based mandatory documents.
  • Internal review stages support Approve, Send Back, Revoke.
  • Work Notes + mandatory remarks for send-back/revoke.
  • Compliance verification and final master update by Legal stage.

1.5 Relocation (SRS relocation section under 12.2.x)

  • Dealer-initiated relocation with document checklist and verification.
  • Internal stages support Approve, Send Back, Revoke.
  • Work Notes and audit logging for all reviewer actions.

1.6 F&F Settlement (SRS sections 10.x, 11.2.x)

  • Department-wise responses feed Finance summary and settlement decision.
  • Finance actions include Approve Settlement, Request Clarification, Reject Settlement.
  • Checklist-gated approval and complete auditability.
  • Work Notes as official internal communication channel.

2) Implemented in Current Codebase

2.1 F&F conflict-free ownership and UX improvements

  • Department claim vs finance validated layering is implemented in settlement flow.
  • Auto-seeding of finance draft line items from department claims is implemented.
  • Finance detail UI supports local draft editing and save-based API update pattern.
  • Reconciliation table for department vs finance amounts added in internal F&F views.

2.2 Resignation and termination role visibility fixes

  • Sidebar and route access expanded for roles such as RBM, ZBH, DD Head, Legal Admin where required.
  • Role checks normalized around role and roleCode usage.
  • RoleGuard matching made case-insensitive and more robust.

2.3 Termination workflow and API wiring

  • Termination creation now starts at RBM Review stage.
  • SCN APIs implemented (/scn, /scn-response) with stage transition handling.
  • Finalize API implemented (/:id/finalize) for NBH/CCO/CEO related final decisions.
  • Timeline rendering logic corrected to map remarks to correct stage entries.
  • Stage progression and status rendering improved (including terminated-state completion).

2.4 Constitutional joint approval (ZM+RBM)

  • Joint approval logic implemented in backend for ZM/RBM Review stage using approval policy.
  • Seed policy added for CONSTITUTIONAL_ZM_RBM_REVIEW with required roles and two approvals.
  • Frontend updated to show ZM+RBM labeling and prevent duplicate self-approval actions.
  • Progress UI now reflects both RBM and DD-ZM comments and "Approved by you" state.

2.5 Dealer and detail data correctness

  • Active dealer filtering introduced for dropdown usage.
  • Dealer email exposure fixed in related detail screens (termination/resignation context).

3) Missing / Gap Analysis (What is still pending)

3.1 Send-back standardization across modules (High priority)

Current state is partially aligned but not fully standardized.

Missing standard contract across modules:

  • Unified action contract (for example: action=sendBack with mandatory remarks).
  • Deterministic previous-stage routing logic shared across modules.
  • Consistent role-guard enforcement for send-back by stage owner/authorized roles.
  • Consistent work note + audit payload structure for each send-back/revoke action.

3.2 Termination send-back hardening (Highest gap)

  • Termination supports major transitions, but send-back behavior still needs full standard handling parity with other modules.
  • Need explicit, centrally testable behavior for stage rollback and notifications on send-back paths.

3.3 Constitutional send-back to joint stage reset behavior

  • If a case is sent back to ZM+RBM from later stage, joint approvals must be reset for a fresh cycle.
  • This reset behavior should be explicit and deterministic in controller/service layer.

3.4 Remaining UX consistency tasks

  • Add explicit final summary label in F&F: "Final settlement uses Finance Validated values."
  • Add first-time "auto-seeded" badge for finance prefilled rows.
  • Apply smooth edit pattern consistency to non-finance F&F detail editing where applicable.
  • Improve timeline labels in termination to distinguish stage initiation vs stage action (if required by UX acceptance).

3.5 Policy and admin-config visibility

  • Approval policy UI should expose the constitutional joint-review policy label for admin maintenance.
  • Legal Admin read-scope definitions across modules should be formalized if strict SRS interpretation is required.

4) Recommended Next Execution Order

  1. Standardize send-back contract and validations in backend services (start with Termination).
  2. Add shared rollback resolver for previous stage routing.
  3. Add module-specific send-back hooks (including joint-approval reset for Constitutional).
  4. Align frontend action payloads and button guards to shared contract.
  5. Add regression tests for send-back/revoke in each module.
  6. Complete UX consistency items in F&F and timelines.

5) Status Snapshot

  • SRS intent coverage: Medium-High
  • Core flow implementation: High in Resignation/F&F, Medium-High in Termination/Constitutional/Relocation
  • Main risk: inconsistent send-back behavior across modules
  • Immediate focus: send-back standardization + deterministic rollback behavior