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## RE Onboarding & Offboarding System Requirements
```
System Requirements Specifications
```
```
16 - Oct- 2025
Version 1. 0
```
## Contents
- RE Onboarding & Offboarding System Requirements
- 1 System Overview & Problem Statement
- 2 Intended Audience
- 2.1 Business & Functional Users
- 2.2 External & Integrated Stakeholders
- 3 Definitions and Acronyms
- 4 HiFi Wireframes & Flow of Application
- 4.1 Dealer onboarding - Process Flow Overview
- 4.2 Dealer Resignation – Process Flow Overview
- 4.3 Dealer Termination – Process Flow Overview
- 4.4 Dealer Full & Final (F&F) Settlement – Process Flow
- 4.5 Finance Team – Process Flow
- 5 System Features & Requirements
- 6 Dealer onboarding
- 6.1 Dealership Application Form
- 6.2 SSO Login
- 6.3 Dashboard
- 6.4 Opportunity & Non Opportunity
- 6.5 Questionnaire Response
- 6.6 Shortlisted Applicants
- 6.7 Application Detail View
- 6.8 Interview Scheduling & Coordination
- 6.9 Interview Evaluation & Feedback Management
- 6.10 Interview Feedback & Evaluation Summary
- 6.11 Application Approval & Rejection Workflow
- 6.12 Work Notes & Internal Communication Trail
- 6.13 System Notifications & Alerts
- 6.14 FDD (Financial Due Diligence) & Finance Module
- 6.15 LOI Approval & Issuance
- 6.16 Dealer Code Generation, Architectural Work & Statutory Documentation............
- 6.17 LOA Issuance, Essential Operating Requirements & Inauguration
- 6.18 Essential Operating Requirements (EOR) Checklist
- 6.19 Progress Tracker.......................................................................................................
- 6.20 Central Document Repository
- 6.21 Audit Trail & Activity Log..........................................................................................
- 7 Dealer Resignation
- 7.1 Dealer Resignation Request (Initiation)
- 7.2 Resignation Management Dashboard
- 7.3 Resignation Details & Review
- 7.4 Resignation Request Review & Action Management
- 7.5 Resignation Progress Tracker
- 7.6 Documents & Audit Trail
- 8 Termination
- 8.1 Create Termination Request
- 8.2 Termination Ticket overview
- 8.3 Termination Approval & Review Process
- 8.4 Termination Progress Timeline
- 9 Admin Section
- 9.1 Master Configuration – Organization
- 9.2 Zone, Region & Area Configuration
- 9.3 Roles & permissions
- 9.4 SLA Configuration & Escalation Management
- 9.5 Email & Letter Templates Management
- 9.6 Opportunity Management (Geography & Window Setup)
- 10 F&F Case...............................................................................................................................
- 10.1 F&F Settlement Progress Timeline
- 10.2 Department Responses
- 11 Finance Dashboard
- 11.1 Finance Dashboard Page
- 11.2 F&F Settlement Module
- 12 Non-Functional Requirements
- 13 Technology Matrix
- 14 Infra requirements & System Hygiene
- 15 Not in scope
## 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
**2.1.1 Dealer Development (DD) Team**
- **DD-Admin:** System administrator responsible for user setup, role mapping, hierarchy
configuration, and workflow management.
- **DD-AM (Area Manager):** Reviews and manages applications within assigned regions;
performs preliminary screening.
- **DD-ZM (Zonal Manager):** Conducts the first level of dealer evaluation along with RBM;
prepares presentation decks for final interviews.
- **DD-Lead:** Reviews zonal evaluations, validates recommendations, and forwards
shortlisted applicants for senior-level approval.
- **DD-Head: DD Head** is engaged in the **final review and approval** of shortlisted dealer
applications before the **NBH interview** , and later **oversees final verification and LOI**
**issuance** after all evaluations are complete.
**2.1.2 Regional Sales & Business Team**
- **RBM (Regional Business Manager):** Participates in early-stage evaluations, provides
ground-level business insights, and recommends suitable candidates.
- **ZBH (Zonal Business Head):** Conducts the second-level review along with DD-Lead;
provides strategic feedback on market and location viability.
- **NBH (National Business Head):** Holds final authority for approval or rejection of dealer
onboarding; reviews consolidated feedback from all levels.
**2.1.3 Supporting Departments**
- **Finance Team:** Reviews financial due diligence reports, validates F&F (Full and Final)
settlements, and manages monetary closure during offboarding.
- **Legal Team:** Reviews agreements, issues **Letters of Intent (LOI)** or **Termination Letters** ,
and ensures all documentation aligns with company policy.
- **Brand Experience / Architecture Team:** Manages **EOR (Essential Operating**
**Requirements)** and ensures adherence to brand and infrastructure standards.
### 2.2 External & Integrated Stakeholders
**2.2.1 FDD (Financial Due Diligence Partner)**
External agency responsible for assessing the applicant’s financial health, verifying credentials,
and uploading due diligence reports into the system.
**2.2.2 Dealer / Applicant**
External user who applies for dealership, uploads required documents, participates in
interviews, and later accesses the portal for resignation or closure status.
## 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 HiFi Wireframes & Flow of Application
HiFi Wireframes : https://mono-human-93592950.figma.site
### 4.1 Dealer onboarding - Process Flow Overview
The **Dealer Onboarding Workflow** outlines the end-to-end sequence through which a dealership
application progresses — from initial registration to final inauguration and operational readiness.
**4.1.1 Step-by-Step Process Flow**
```
4.1.1.1 Application Initiation
```
- The **applicant (dealer prospect)** submits an online application through the Dealer
Onboarding Portal.
- The system checks the **location’s availability** in the Royal Enfield dealership network:
o If the location has **no open opportunity** , a **Non-Opportunity Email** is triggered
automatically.
o If an opportunity exists, the applicant receives an **Opportunity Email** with login
credentials and a link to the **Dealer Questionnaire**.
```
4.1.1.2 Questionnaire Completion
```
- The applicant fills out the **comprehensive questionnaire** covering business, infrastructure,
and financial readiness.
- The system auto-scores responses, generating a **Questionnaire Score** and **initial**
**ranking** for that applicant.
- Completed applications move to the **Admin review bucket**.
```
4.1.1.3 Admin Validation & Shortlisting
```
- **DD-Admin** reviews all submitted applications and validates details and attached
documents.
- Based on eligibility, applications are either **shortlisted** for evaluation or **archived** for
future opportunities.
- Shortlisted applications are distributed to respective **zones or regions** for further
assessment.
```
4.1.1.4 Interview Evaluation (Multi-Level Process)
```
- Admin schedules interviews in **Level 1** , **Level 2** , and **Level 3** , as applicable.
- Each interview can be **Virtual or Physical** , with calendar invites sent via Google Calendar.
- Evaluators at each level (DD-ZM, RBM, DD-Lead, ZBH, NBH, DD-Head) record their
feedback through:
o **KT Matrix Scoring** (quantitative)
o **Interview Feedback Form** (qualitative)
- The system consolidates panel feedback and generates an **AI-driven summary and**
**ranking** for decision support.
```
4.1.1.5 Financial Due Diligence (FDD) & Finance Review
```
- Upon shortlisting, the application is assigned to the **FDD Team (external agency)** for
financial validation.
- FDD users, using SSO credentials, can:
o View assigned applications in a restricted interface.
o Upload FDD reports and add remarks in the **Work Notes** section.
o Flag cases of **non-responsiveness** or incomplete data, returning them to Admin.
- The **Finance team** reviews submitted FDD reports, validates findings, and decides
whether the application proceeds to **LOI approval**.
```
4.1.1.6 LOI (Letter of Intent) Approval & Issuance
```
- Based on Finance clearance, **DD-Head and NBH** review and approve the **LOI request**.
- The system tracks document approvals, timestamps, and supporting artefacts.
- Once approved, the **LOI document is generated** , uploaded, and sent over email and
whatsapp to the applicant.
- Notification emails are triggered to all relevant stakeholders.
```
4.1.1.7 Dealer Code Generation & Setup
```
- After LOI issuance, a **Dealer Code** is generated automatically by the system and mapped
to the applicant.
- The code links all downstream modules, including Architectural, Statutory, and EOR
checklists.
```
4.1.1.8 Architectural Work & Statutory Documentation
```
- Architectural activities are initiated (site plans, layout approvals, branding elements).
- The applicant and assigned Architecture Team upload documents, drawings, and
blueprints.
- In parallel, the applicant uploads **Statutory Documents** such as:
o GST certificate, PAN, Partnership Deed, Firm Registration, Rental/Lease
Agreement, etc.
- Each upload is timestamped and visible with file name, uploader, and document type.
```
4.1.1.9 Payment Verification & Finance Validation
```
- Applicant uploads proof of advance payment or security deposit.
- The **Finance team** verifies payment details (transaction ID, amount, and bank record).
- Status is updated to **Verified** once the payment is reconciled.
- Verified payment triggers readiness for final operational setup.
```
4.1.1.10 Essential Operating Requirements (EOR) Checklist
```
- All functional teams (Sales, Service, IT, Finance, Training, Architecture) verify their
respective readiness parameters.
- Progress is tracked through a **completion bar** until 100% EOR compliance is achieved.
- The system automatically transitions the application to **Inauguration Readiness** once EOR
is complete.
```
4.1.1.11 LOA (Letter of Authorization) & Final Go-Live
```
- Upon full EOR completion, the **LOA** is generated and approved by **NBH** and **DD-Head**.
- Final verification includes:
o EOR document review
o Brand readiness assessment
o Site validation and inspection
- The **LOA** officially authorizes the dealership to operate under Royal Enfield.
```
4.1.1.12 Inauguration & Closure
```
- Post-authorization, the **Inauguration** event is scheduled and logged.
- Completion of inauguration marks the dealership as **Active** in the system.
```
4.1.1.13 System-Driven Governance & Audit
```
- Each stage automatically logs:
o User action, timestamp, and remarks
o Uploaded artefacts and version control
o Notifications sent and approvals received
- The entire lifecycle remains accessible under **Audit Trail** for future reference, compliance,
or offboarding workflows.
### 4.2 Dealer Resignation – Process Flow Overview
**4.2.1.1 Overview**
The **Dealer Resignation Process** manages the structured offboarding of a dealership initiated by
the dealer.
The process begins when a dealer formally submits their resignation **via email** to the **Area Sales
Manager (ASM)** , after which the workflow transitions into the system-managed approval
sequence.
This flow ensures that each resignation is verified, discussed, and approved across all required
levels — maintaining proper documentation, compliance, and traceability until the final **Legal
Acceptance Letter** is issued.
**4.2.2 Step-by-Step Process Flow**
```
4.2.2.1 Dealer Initiation
```
- The dealer submits a **formal resignation email** on the dealership’s official letterhead to
the **ASM**.
- The resignation reason must be clearly stated (e.g., personal, financial, business
restructuring).
- No portal access is provided to the dealer for resignation initiation.
```
4.2.2.2 ASM Review
```
- The **ASM** reviews the dealer’s resignation request and supporting letter.
- Uploads the **resignation email** and **dealer’s letterhead document** onto the portal.
- Adds remarks summarizing the discussion and reason for resignation.
- Forwards the request to **RBM + DD-ZM** for evaluation.
```
4.2.2.3 RBM + DD-ZM Joint Evaluation
```
- The **Regional Business Manager (RBM)** and **Dealer Development Zonal Manager (DD-**
**ZM)** review the uploaded documents.
- Conduct a joint discussion with the dealer to confirm the intent and understand any
issues.
- Uploads the **Minutes of Meeting (MOM)** or discussion summary.
- Adds comments and recommendations before forwarding to **Zonal Business Head**
**(ZBH)**.
- Actions available at this stage:
o **Approve** → Send forward for next-level review
o **Send Back for Clarification** → Returns to ASM
o **Withdraw** → Cancels the request (with remarks logged)
```
4.2.2.4 ZBH Review
```
- The **Zonal Business Head (ZBH)** reviews the resignation summary and all remarks.
- Adds their comments and recommendations.
- Forwards the request to **DD-Lead** through the system.
- Worknote is updated automatically to reflect action and timestamp.
```
4.2.2.5 DD-Lead Review
```
- The **DD-Lead** consolidates all discussions, documents, and feedback.
- Prepares a **Resignation Presentation** with recommendations and supporting data.
- Uploads the presentation to the portal.
- Forwards the case to **NBH** for final decision.
```
4.2.2.6 NBH Final Approval
```
- The **National Business Head (NBH)** reviews the entire resignation dossier.
- Adds final remarks with one of the following outcomes:
o **Approve** → Case moves automatically to Legal for letter issuance.
o **Send Back for Clarification** → Returns to DD-Lead or ZBH for revalidation.
o **Hold** → Temporarily pauses the process pending further discussion.
- Upon approval, the system triggers a **Worknote Notification** to DD-Lead, RBM, ZBH, and
Finance teams.
```
4.2.2.7 Legal Acceptance Letter
```
- Once approved by **NBH** , the request is **auto-assigned to the Legal team**.
- Legal verifies the uploaded resignation and issues a **Resignation Acceptance Letter**.
- The letter is uploaded to the portal, visible to all relevant personas including **DD-**
**Admin** and **DD-AM**.
- Legal can also raise clarifications through worknotes if required.
```
4.2.2.8 DD-Admin Closure
```
- The **DD-Admin** downloads and shares the final **Resignation Acceptance Letter** with the
dealer.
- Marks the resignation as completed and triggers the **F&F (Full and Final) process** by
forwarding the case to the Finance team.
### 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.
```
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).
```
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.
```
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.
```
4.4.2.2 Department-wise Response Collection
```
- The system automatically prompts all mapped **functional departments (16 in total)** to
submit their clearance inputs — including NOC, payables, recoveries, and remarks.
- Each department updates:
o Financial dues (if any)
o Clearance confirmation (NOC)
o Supporting document uploads (e.g., debit note, invoice copy)
- The system dynamically updates progress (e.g., _12/16 Departments Responded_ ) with
color-coded indicators:
o 🟢 **No Dues** – Cleared
o 🔴 **Dues Pending** – Outstanding financial liability
o ⚪ **Pending** – Awaiting department input
- SLA-based reminders are auto-triggered for pending responses nearing the deadline.
```
4.4.2.3 Finance Summary Consolidation
```
- Once all departments respond, the **DD-Admin Team** consolidates inputs into the **Final**
**F&F Summary Sheet** , which consists of:
```
o Payables to Dealer (e.g., refundable deposits, reimbursements)
o Receivables from Dealer (e.g., outstanding invoices, recoveries)
o Deductions (policy penalties, non-compliance adjustments)
```
- The system automatically calculates:
- Net Settlement = Total Payables – Total Receivables – Total Deductions
- Finance reviews and adjusts entries as needed, attaching relevant proofs for
transparency.
- Status updates to _Finance Summary Prepared_ once complete.
```
4.4.2.4 Internal Review & Clarification
```
- The **Finance Team** may use the **Work Note** section to raise clarifications to **DD-**
**Lead** , **Legal** , or concerned departments.
- If discrepancies exist (e.g., mismatched values or missing NOCs), the case remains _Under_
_Clarification_ until resolved.
- Once validated, Finance locks the summary for further edits.
```
4.4.2.5 Dealer Discussion & Acknowledgment
```
- The **Finance Team** , along with **Legal** and **DD-Lead** , discusses the settlement summary
with the dealer.
- Dealer acknowledgment is captured either via written confirmation or attached email
communication.
- The case then proceeds for **Final Finance Approval**.
```
4.4.2.6 Final Finance Approval & Payment Processing
```
- The **Finance Team** reviews the approved summary and enters payment or recovery
details:
o **Transaction Type:** RTGS / NEFT / Cheque
o **Transaction ID & Date**
o **Bank Name & Account Details** (auto-fetched from dealer profile)
o **Settlement Remarks**
- Finance takes one of three actions:
o **Approve Settlement** → Marks the case as “Finance Approved.”
o **Request Clarification** → Sends query to DD-Lead or Admin.
o **Reject Summary** → Returns for re-verification.
- Upon approval, notifications are sent to DD-Admin and Legal for record update.
```
4.4.2.7 F&F Completion & Closure
```
- Once approved, the case is automatically marked **Completed** , and the **Finance**
**Dashboard** updates status as _F&F Closed_.
- The **Settlement Proof** (e.g., payment confirmation or recovery adjustment) is uploaded
by Finance.
- The **DD-Admin** communicates official closure to the dealer and archives all artefacts.
- System triggers final alerts to DD-Lead, NBH, and Legal confirming completion.
- The case is archived in the **Audit Trail** for future reference.
### 4.5 Finance Team – Process Flow
```
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**
```
4.5.2.1 Security Deposit Validation (Onboarding Stage)
```
- **Trigger:**
Initiated when a new dealer’s onboarding application reaches the Finance stage after
DD approval.
- **Action:**
The **Finance Team** verifies the **Security Deposit** payment made by the dealer
via **RTGS/NEFT** or other approved channels.
- **Outcome:**
o Verified deposits are marked as _Approved_ , triggering system notifications to DD-
Admin and DD-Lead.
o The verified payment data is stored permanently in the dealer’s financial profile
for audit and reference.
```
4.5.2.2 Financial Summary Preparation
```
- **Action:**
Once departmental inputs are received, Finance consolidates all data into the **F&F**
**Summary Sheet**.
- **System Steps:**
o Segregates entries under:
▪ **Payables to Dealer** (e.g., refundable deposits, reimbursements)
```
▪ Receivables from Dealer (e.g., outstanding payments, penalties)
▪ Deductions (e.g., policy recoveries, warranty holdbacks)
o The system auto-calculates:
o Net Settlement = Total Payables – Total Receivables – Deductions
o Finance validates each record, uploads supporting documents (receipts, invoices,
credit notes), and adds remarks.
```
- **Outcome:**
The computed **Net Settlement Amount** is reflected in the dashboard, categorized
as _Payable to Dealer_ or _Recoverable from Dealer_.
```
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_.
```
4.5.2.4 Final Review & Dealer Confirmation
```
- **Action:**
Finance conducts an internal review of the consolidated settlement and initiates a
financial discussion with the dealer.
- **System Steps:**
o Reviews summary details on-screen with Legal and DD-Lead.
o Records dealer’s acknowledgment via Work Note or attached email
confirmation.
o Once confirmed, proceeds to payment verification.
```
4.5.2.5 Payment Processing & Record Update
```
- **Action:**
Finance executes the financial transaction (payment to or recovery from dealer).
- **System Steps:**
o Enters **Mode of Payment** , **Transaction Reference Number** , **Date** , and **Remarks**.
o Uploads proof of payment (RTGS confirmation or bank statement).
o Marks case as _Finance Approved_ and sends completion notification to DD-Admin
and Legal.
o System automatically updates the **Progress Timeline** and **Audit Trail**.
```
4.5.2.6 F&F Completion & Closure
```
- **Action:**
Finance reviews all entries, confirms ledger reconciliations, and marks case
as **Completed**.
- **System Steps:**
o Locks financial data and supporting artefacts.
o Status changes to _Closed – F&F Completed_.
o Final confirmation sent to all stakeholders — DD-Lead, NBH, DD-Head, Legal, and
DD-Admin.
o Finance Dashboard updates counters under “Completed Cases.”
## 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?”_
## 6 Dealer onboarding
### 6.1 Dealership Application Form
**6.1.1 Functionality Scope**
The **Dealer Application Form** is the entry point for individuals or businesses applying to become
an authorized **Royal Enfield dealer**. This form captures all essential applicant details to initiate
the onboarding workflow. It ensures structured data collection, validation, and consent before
the request enters the evaluation process.
**6.1.2 Width**
- Accessible from the **Royal Enfield official website** and internal campaigns (QR-based or
direct link).
- Available as part of the **Dealer Onboarding module** under the section _“Apply for_
_Dealership.”_
- On successful submission, the application is routed to the **DD-Admin** and **respective**
**zonal evaluation team** for screening.
**6.1.3 Depth**
- The form captures applicant identity, contact, business, and location information through
mandatory fields such as:
o **Full Name** , **Mobile Number** , **Email Address** , **Age**
o **Country** , **State** , **District** , **Pincode**
o **Interested City for Dealership** , **Company Name** , **Education Qualification**
o **How did you hear about us?**
o Ownership details — _“Do you own a Royal Enfield?”_ and _“Are you an existing_
_dealer/vendor?”_
o **Address** and **Description** fields capturing business background, experience, and
dealership intent
- The form enforces **mandatory validations** (e.g., email format, mobile number pattern,
field completeness) before submission.
- Applicants must acknowledge the **Terms and Conditions** via a mandatory consent
checkbox, ensuring compliance with RE’s data privacy policy.
- Upon clicking **Submit Application** , data is securely stored in the system database and
auto-routed to the assigned **region/zone hierarchy**.
- The system sends an **acknowledgment notification** to the applicant via email or
registered mobile number.
- **Form will be having a disclaimer:** A consent checkbox is mandatory in the
application form. The applicant must acknowledge this disclaimer before
submission: _“By submitting this form, you agree to our privacy policy and terms of_
_service. We will use your information to process your dealership application.”_
**6.1.4 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
Applicant / Dealer
Prospect
```
```
Can view and fill the form; required to submit
all mandatory details
```
```
Full visibility for own
submission
```
### 6.2 SSO Login
**6.2.1 Functionality Scope**
The **User Authentication & Secure Login** module ensures controlled access to the **Dealer
Onboarding and Offboarding System** through **Royal Enfield’s Single Sign-On (SSO)
bridge** integrated with **Active Directory (AD)**. This guarantees that only **authorized RE
employees** can access the platform while maintaining identity consistency across all RE
applications. The feature upholds organizational standards of **security, traceability, and role-
based access control (RBAC)**.
**6.2.2 Width**
- The login interface is the **entry point** to the system and is accessible via the internal RE
portal or direct system URL.
- It contains the following key fields and actions:
o **Email Address** (RE domain-based ID)
o **Password** (validated via Active Directory)
o **Remember Me** (optional session retention)
o **Forgot Password** (redirects to RE’s password reset service via SSO)
- Once authenticated, users are redirected to their **personalized dashboard** based on role
and access level defined in RBAC.
**6.2.3 Depth**
- The system leverages **RE’s enterprise SSO framework** for identity validation and token-
based session management.
- User credentials are not stored within the application; authentication tokens are
validated through **Active Directory** integration.
- Upon successful login, the system fetches user metadata (name, department, role, region,
and zone) to determine module visibility and permissions.
- **Role-Based Access Control (RBAC)** defines feature-level authorization for each user
category (e.g., DD-Admin, DD-ZM, RBM, Finance, Legal).
- Unauthorized users or non-RE email domains are denied access and redirected to an error
page stating: _“Access restricted to authorized Royal Enfield personnel only.”_
- User sessions are automatically logged out after 30 mins of inactivity period
**6.2.4 Flow**
```
Step Source → Destination Description / Action
1 User → Login Screen User enters RE email ID and password.
```
```
2 Login Screen → SSO Bridge Credentials validated via Active Directory.
```
```
3 SSO → System Authentication token passed back to the application.
4 System → RBAC Engine User role and permissions are identified.
```
```
5 System → User Dashboard
```
```
User redirected to personalized dashboard based on access
level.
```
**6.2.5 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
All RE Employees Login access via SSO
bridge
```
```
Limited to assigned modules post-login
```
```
External Users (Dealers,
FDD Partners)
```
```
No direct access via
RE SSO
```
```
Access provided through secure external
login URLs when applicable
```
**Dependency**
- SSO implementation guide and sample users are required.
### 6.3 Dashboard
The **Dashboard** is an open element that is **currently under discussion** and will be finalized in later
phases. It is expected to serve as a central view for users to monitor workflow status, pending
approvals, and key metrics once its structure and content are defined.
### 6.4 Opportunity & Non Opportunity
**6.4.1 Functionality Scope**
The **Opportunity & Non-Opportunity Management** module classifies all dealer applications
received through the **Dealer Application Form** into two distinct categories as
**Opportunity** and **Non-Opportunity**. This classification is determined automatically based on the
applicant’s **preferred dealership location** and the **current availability** of opportunities defined
in the system. In certain cases, an applicant may express interest in a specific location (e.g.,
Chennai) where an opportunity is not currently open. Such applications will remain on hold and
can be reactivated or re-sent once the opportunity for that location becomes available. The
system shall allow the applicant to reinitiate the opportunity request without re-entering all
previous details. The module ensures that every application is properly acknowledged and
routed for further processing or stored for future reference, maintaining transparency and
traceability in applicant communication.
**6.4.2 Width**
2.1 The module appears under the **Dealer Onboarding** workspace with two key views:
- **Opportunity Requests** – Displays all applications where dealership opportunities are
currently open in the requested region.
- **Non-Opportunity Requests** – Captures applications for regions where dealership
opportunities are not available at the time of submission.
2.2 Both views can be accessed by **DD-Admin, DD-Lead, and DD-ZM** users based on their defined
RBAC access levels.
2.3 Each application record displays critical information such as **Registration Number, Name,
Preferred Location, Status, Applicant Location, Progress, and Application Date**.
**6.4.3 Depth**
3.1 When a dealer submits an application, the system checks the **preferred city and
region** against the **Opportunity Town Master** configured by the admin.
3.2 Based on this validation, the following actions occur automatically:
1. If an **opportunity exists** , the applicant receives an **Opportunity Email** , confirming that
their location is currently under consideration.
2. If **no opportunity exists** , a **Non-Opportunity Email** is triggered, informing the applicant
that the region is closed for dealership openings but that their information will be
retained for future reference so in case any opportunity pops up later, he can be
contacted.
3.3 All submitted applications initially land with the **Admin** , who performs a preliminary
validation and shortlist them into appropriate zonal or regional queues.
3.5 Both Opportunity and Non-Opportunity records are time-stamped and retained for
audit visibility and future lead generation reference.
**6.4.4 Flow**
```
Step Source → Destination Description / Action
```
```
1 Dealer Applicant → Application
Form
```
```
Applicant submits dealership request with preferred
city.
```
```
2
```
```
System → Opportunity Validation
Engine
```
```
System verifies if the preferred city exists in the
Opportunity Master.
```
```
3 Validation Engine → Applicant Sends Opportunity or Nonresult. - Opportunity Email based on
```
```
4 System → DD-Admin All applications (both categories) are routed to Admin
for validation.
```
```
5
```
```
DD-Admin → DD-ZM / DD-Lead
(respective Zone)
```
```
Admin distributes qualified opportunities to respective
zones for next-level evaluation.
```
**6.4.5 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
Applicant Receives automated acknowledgment and
opportunity status email
```
```
None beyond email
notification
DD-Admin Full access to both Opportunity and Non-
Opportunity queues; performs initial validation
and assignment
```
```
Complete visibility
```
```
DD-ZM / DD-Lead
/ RBM
```
```
View and act on assigned Opportunity Requests
only
```
```
Restricted to
assigned zone or
region
System
(Automation
Layer)
```
```
Performs validation and triggers automated
notifications
```
```
Background
execution only
```
### 6.5 Questionnaire Response
The **Questionnaire Response & Scoring** module captures, displays, and evaluates responses
submitted by dealer applicants during the onboarding process. It enables Admin to view all
applicant answers in a structured format with predefined scoring and section-wise weightage.
The objective is to ensure that each applicant is evaluated objectively and consistently based on
parameters such as personal background, financial capacity, and business readiness. The overall
questionnaire score directly contributes to the applicant’s ranking within the region or city for
fair selection and further shortlisting. Questions are to be managed from Admin with versions.
**6.5.1 Width**
- Accessible under **Application Details → Questionnaire Response tab**.
- Displays categorized sections such as:
o Personal Information
o Financial Information
o Business Information (if applicable)
- Each response card shows the **question, applicant’s answer, and the score obtained** out
of the assigned weightage (e.g., 5/5, 8/10).
- The top-right corner displays the **aggregate questionnaire score** , expressed as a numeric
total (e.g., _78/100_ ).
**6.5.2 Depth**
- The questionnaire is to be created by Admin which will be common for all. There will be
versioning of it in case the questions are added or changed over time.
- Each question carries a **predefined weightage** configured by the Admin under the
Questionnaire Master.
- The system automatically calculates the total score once the applicant submits the
questionnaire.
- Evaluation parameters include as example:
- https://docs.google.com/forms/d/1YfTGFNx4zrul0YkJmCp7P0jyJKTiPRMxFvgZE8pmO9g/
edit
-
o **Personal Details:** State, Age, Qualification, and Business Experience
o **Financial Details:** Net worth, investment capacity, and funding sources
o **Business Readiness:** Infrastructure preparedness, local market knowledge, and
management strength
- The cumulative score determines the **applicant’s rank** relative to others in the same
location.
- All responses and scores are stored ensuring transparency and audit traceability.
- Any updates to the scoring model or questionnaire format are logged and version-tagged
for future reference.
**6.5.3 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
Applicant Can fill and submit questionnaire during
onboarding.
```
```
Own submission only.
```
```
DD-Admin Can view all applicant responses and manage
questionnaire versions.
```
```
Full visibility.
```
```
DD-ZM / DD-Lead /
RBM
```
```
Can view applicant responses and scores for
evaluation or ranking purposes.
```
```
Restricted to
assigned regions.
```
```
System
(Automation Layer)
```
```
Performs automatic scoring, rank generation,
and data versioning.
```
```
Background
execution.
```
6.6 Shortlisting Process
**6.6.1 Functionality Scope**
This functionality allows the **DD-Admin** to review all dealer applications received through the
questionnaire responses and shortlist the qualified ones for further evaluation. Admin can view applicant
details, compare preferred and available locations, and assign shortlisted applications to the
respective **DD-ZM** and **RBM** for next-level processing. Each shortlisted record can include remarks
capturing the rationale for selection or any special observation. Once assigned, the shortlisted
applications move to the **Dealership Requests** page for regional evaluation and workflow initiation.
**6.6.2 Width**
- Display of all received applications in a tabular view.
- Search and filter for quick reference.
- Ability to select multiple applications for shortlisting.
- Option to assign shortlisted applications to **DD-ZM** and **RBM** users via email ID.
- Field to capture optional remarks during shortlisting.
- Confirmation dialog before final submission.
- Status transition of applications from _“Submitted”_ to _“Shortlisted”_.
- Automated notification and dashboard update for assigned users.
**6.6.3 Depth**
- Admin can evaluate each application based on scoring, questionnaire performance, and location
preference before shortlisting.
- The shortlisted applications are automatically linked to both **DD-ZM** and **RBM** under their zonal
purview.
- Each assignment creates an audit entry with timestamp, assigning authority, and remarks for
traceability.
- Only valid user email IDs mapped to internal roles (DD-ZM/RBM) can be selected.
- System triggers workflow notifications and emails to the assigned reviewers with application
references.
- Applications remain editable for Admin until confirmation of shortlisting.
- Assigned users can view assigned applications in their dashboards for evaluation.
**6.6.4 Personas-wise Accessibility & Visibility**
```
Persona Accessibility / Actions Visibility
DD-Admin Can view all received applications, shortlist eligible ones,
enter remarks, and assign to DD-ZM & RBM.
```
```
Full access to all
applications and history.
DD-ZM Can view shortlisted applications assigned to their zone
and proceed with evaluation.
```
```
Zone-wise shortlisted
applications.
RBM Can view and evaluate shortlisted applications for their
respective regions.
```
```
Region-wise shortlisted
applications.
ZBH / DD-Lead
/ NBH
```
```
Can view summary of shortlisted applicants for
monitoring and audit.
```
```
Read-only access.
```
```
Applicant Can view the updated application status as Shortlisted in
their dashboard.
```
```
Own application only.
```
### 6.6 Shortlisted Applicants
**6.7.1 Functionality Scope**
The **Dealership Requests** screen serves as a centralized workspace for managing and tracking
all **shortlisted dealer applications** that have successfully progressed through initial evaluation
stages. It consolidates applications that are ready for multi-level approval and further processing,
ensuring clear visibility of their current stage, location, and progress. This screen allows internal
users such as **DD-Lead, DD-ZM, and DD-Admin** to monitor real-time progress, review application
details, and proceed with subsequent workflow actions such as interviews, EOR tracking, and
final approval.
**6.7.2 Width**
- Located under the **Dealer Onboarding module → Dealership Requests**.
- Accessible to internal stakeholders involved in the approval cycle.
- Displays tabular data including:
o ID and Applicant Name
o Preferred and Applicant Location
o Status (e.g., _Shortlisted, Level 1 Pending, Level 2 Approved, EOR In Progress_ )
o Progress percentage bar
o Date of Application and View Action Button
- Includes search, filter, and export options to enhance navigation and reporting efficiency.
**6.7.3 Depth**
- The screen lists only those applications that have been **shortlisted** from the Opportunity
stage or advanced through earlier workflow levels.
- Each record dynamically reflects its **workflow status** , For example:
o _Shortlisted_ – application qualified for initial evaluation.
o _Level 1 Pending_ – awaiting review by DD-ZM and RBM.
o _Level 2 Approved_ – cleared by DD-Lead and ZBH.
o _Level 3 Pending -_ awaiting review by NBH + Head.
o _EOR In Progress_ – dealership architecture and statutory stages initiated.
- The **Progress bar** visually indicates the percentage completion of each application’s end-
to-end journey.
- Users can click **View** to open the Application Detail View for in-depth review and decision-
making.
- All updates and transitions in application status are **system-driven** , ensuring traceability
and eliminating manual tracking.
**6.7.4 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
DD-Admin Can view and monitor all shortlisted applications
across zones.
```
```
Full system
visibility.
DD-ZM / RBM Can access applications belonging to their assigned
region for Level 1 evaluation.
```
```
Regional visibility.
```
```
DD-Lead / ZBH Can review and approve Level 2 applications. Zone-specific
visibility.
System (Automation
Layer)
```
```
Updates workflow status and progress
dynamically.
```
```
Background
execution.
```
### 6.7 Application Detail View
**6.8.1 Functionality Scope**
The **Application Detail View** provides a consolidated and comprehensive overview of a dealer
applicant’s profile for internal reviewers such as the **DD-Admin, DD-ZM, and DD-Lead**. It
centralizes all relevant information submitted by the applicant and derived from the
questionnaire evaluation to support ranking and decision-making. This screen allows authorized
users to review applicant details, track progress, view ranks within the same city or region, and
take context-specific actions such as approving, rejecting, assigning, or scheduling interviews.
**6.8.2 Width**
- Located within the **Dealer Onboarding Module → Opportunity Requests → Application**
**Detail** view.
- Accessible after selecting any applicant record from the Opportunity Requests list.
- Displays sections such as **Applicant Information** , **Summary** , **Actions** , and **Work Notes**.
**6.8.3 Depth**
- The **Applicant Information** section displays essential profile details including:
o Full Name, Email, Mobile Number, and Age
o Education Qualification and Past Experience
o Preferred Location, Residential Address, and Business Address
o Questionnaire Score (auto-calculated from applicant’s responses)
- The **Summary Panel** on the right-hand side presents:
o Registration ID and Current Status of the application
o Applicant’s **Rank** relative to other candidates in the same city, based on
questionnaire scores
o Visual **Progress Bar** indicating the current stage in the onboarding lifecycle
- The **Actions Panel** allows the reviewer to:
o Approve or Reject the application at the respective level based on RBAC
o Add **Work Notes** or comments visible to internal users
o Schedule an Interview or Assign the application to another reviewer
- The **Work Notes Section** provides an audit of all communications and remarks exchanged
during evaluation, maintaining process traceability.
- The **Ranking** is dynamically calculated based on the questionnaire’s total score within
each city, ensuring comparative evaluation transparency.
**6.8.4 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
DD-Admin Full access to view, edit, assign, and update
applicant details
```
```
Complete visibility
```
```
DD-ZM / DD-Lead /
RBM
```
```
Can review applicant profile, approve/reject,
add notes, and view rank
```
```
Region- or city-specific
visibility
System (Automation
Layer)
```
```
Auto-calculates rank and score; updates
status dynamically
```
```
Background operation
```
### 6.8 Interview Scheduling & Coordination
The **Interview Scheduling & Coordination** module enables the **Admin** to set up, manage, and
communicate interview sessions between dealership applicants and Royal Enfield’s evaluation
panel members. It supports scheduling across **Level 1, Level 2, and Level 3** interviews, ensuring
structured coordination and traceability. The feature provides flexibility to conduct interviews in
either **virtual** or **physical** mode and ensures timely notification of all stakeholders through
automated Google calendar invites. The goal is to streamline interview planning, eliminate
manual follow-ups, and ensure every shortlisted applicant is evaluated by the appropriate
authority as per the defined onboarding workflow.
**6.9.1 Width**
- Accessible under **Application Detail View → Schedule Interview**.
- Managed exclusively by **DD-Admin** for all interview levels.
- The form includes:
o **Interview Type:** Level 1, Level 2, or Level 3
o **Interview Mode:** Virtual (via Google Meet) or Physical (on-site venue)
o **Date & Time:** Calendar-based selection
o **Participants:** Field for adding evaluator email addresses (comma-separated)
o **Meeting Link / Location:** Manually entered by Admin based on interview mode
- Once scheduled, the system sends **Google Calendar invites** to all participants and the
applicant with the interview details embedded.
**6.9.2 Depth**
- **Interview Levels:**
o _Level 1:_ Conducted by DD-ZM and RBM for preliminary evaluation and KT Matrix
review.
o _Level 2:_ Conducted by DD-Lead and ZBH for business and operational assessment.
o _Level 3:_ Conducted by NBH and DD-Head as the final approval stage.
- The **Admin** manually adds the **Google Meet link** (for virtual interviews) or **venue**
**address** (for physical sessions) before scheduling.
- After scheduling, a **Google Calendar invitation** is automatically triggered to all
participants and the applicant, containing the meeting details, mode, and timing.
- The system automatically updates the **Application Timeline** to reflect the scheduled
interview with date, time, and mode tags.
- All scheduling actions, including edits or reschedules, are captured in the **Audit Trail** for
traceability.
- The feature ensures complete visibility and coordination across all levels of the interview
process.
**6.9.3 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
DD-Admin Can create, edit, and manage interview
schedules for all levels.
```
```
Full visibility.
```
```
DD-ZM / RBM / DD-Lead
/ ZBH / NBH / DD-Head
```
```
Receive Google Calendar invitations with
meeting details; can view schedule over
Google Calendar
```
```
Restricted to assigned
level and applicant.
```
```
Applicant / Dealer
Prospect
```
```
Receives interview schedule via email and
Google Calendar invite with meeting
details.
```
```
View-only for own
interview details.
```
```
System (Automation
Layer)
```
```
Sends Google Calendar invites, updates
application status, and logs actions in the
Audit Trail.
```
```
Background
execution.
```
### 6.9 Interview Evaluation & Feedback Management
**6.10.1 Functionality Scope**
The **Interview Evaluation & Feedback Management** module enables Royal Enfield’s internal
panel members to evaluate dealership applicants through structured, multi-level assessments. It
captures both **quantitative scoring** (via the KT Matrix) and **qualitative insights** (via structured
feedback forms) to ensure a balanced and transparent evaluation process. This module
standardizes the review and ranking procedure across **three interview levels** , integrates **AI-
assisted recommendations** , and provides consolidated visibility for final approval. It ensures that
each shortlisted applicant is assessed fairly, with complete traceability from panel feedback to
final NBH decision.
**6.10.2 Width**
- Accessible from **Application Detail View → Interview Evaluation** section.
- Used during all **three interview levels** :
o **Level 1:** DD-ZM + RBM – Initial evaluation and KT Matrix scoring.
o **Level 2:** DD-Lead + ZBH – Strategic and operational capability assessment.
o **Level 3:** NBH + DD-Head – Final review and approval decision.
- Comprises two core components:
```
o KT Matrix Evaluation Form – Records structured scores across weighted
parameters.
o Interview Feedback Form – Captures remarks, performance summaries, and
recommendations.
```
- Once submitted, all feedback becomes read-only and is logged in the **Audit Trail** for
compliance and future reference.
**6.10.3 Depth**
- **Multi-Level Interview Workflow:**
o Applicants progress sequentially through Level 1, Level 2, and Level 3.
o Interviews may be conducted **virtually via Google Meet** or **physically at**
**designated venues**.
o **DD-Admin** or **DD-Head** schedules interviews and sends **Google Calendar**
**invites** to all panelists and the applicant.
o The **Google Meet link** (for virtual sessions) or **venue address** (for physical sessions)
is entered manually during scheduling.
- **KT Matrix Evaluation & Ranking:**
o Panelists evaluate applicants using the configurable **KT Matrix** , which contains
weighted parameters contributing to a total of 100%.
o Evaluation fields include:
▪ Age and Qualification
▪ Local Knowledge and Influence
▪ Passion for Royal Enfield and Riding
▪ Business Acumen and Investment Capacity
▪ Base Location vs Applied Location
▪ Property Ownership, Time Availability, and Future Expansion Plans
o The system auto-calculates total KT Matrix scores and updates the **applicant’s**
**rank** within the city or region.
o Ranking updates dynamically as evaluations are submitted, ensuring real-time
comparison across applicants.
- **Interview Feedback Form:**
o Enables panelists to provide qualitative assessments beyond numeric scoring.
o Key feedback areas include:
▪ Strategic Vision and Market Understanding
▪ Management Capabilities
▪ Operational Readiness
▪ Key Strengths and Areas of Concern
o Each panelist submits an **Overall Performance Score** and **Final**
**Recommendation** ( _Approve_ , _Reject_ , or _Hold_ ).
o Remarks are consolidated for transparency and displayed in the application
timeline.
o All records are time-stamped and locked post-submission to preserve integrity.
**6.10.4 Panel Feedback & AI Recommendation**
- After each interview round, all **panel members except NBH** record their individual
remarks, ratings, and recommendations in the system using the **Dealer Interview**
**Recommendation Sheet (For CCO_NBH Approval.xlsx)** format.
- The **standard panel composition** includes:
o Applicant (Prospect)
o RBM (Regional Business Manager)
o ZBH (Zonal Business Head)
o DD-ZM (Zonal Manager)
o DD-Lead
o DD-Head
o NBH (National Business Head – Final Approver)
- Each panelist logs their evaluation covering both **quantitative scores** (via KT Matrix)
and **qualitative insights** (via feedback forms).
- Once all inputs are submitted, the system consolidates feedback and scoring data, then
passes it to the **AI engine (Gemini API)**.
- The AI processes the inputs and generates a **two- to three-line summarized**
**recommendation** that highlights:
o Consensus trend across panelists
o Applicant’s key strengths and differentiators
o Potential concerns or areas for improvement
- The **AI-generated summary** is then presented to the **NBH** in editable format, allowing
review and refinement before finalizing the decision.
- The **NBH** may:
o Approve the AI-generated recommendation directly, or
o Modify the summary to incorporate additional observations before final
submission.
- This process ensures every recommendation reflects **data-backed consensus, AI-**
**supported insights, and human judgment** , maintaining full transparency, accountability,
and audit readiness.
**6.10.5 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
DD-ZM / RBM
(Level 1)
```
```
Fill KT Matrix, record evaluation, remarks, and
recommendations. Filled by both.
```
```
Region-specific
visibility.
DD-Lead / ZBH
(Level 2)
```
```
Assess business strategy and operations, provide
structured feedback and score. Filled by both
```
```
Zone-level visibility.
```
```
NBH / DD-Head
(Level 3)
```
```
Review consolidated feedback, AI summary, and
finalize applicant decision.
```
```
Full visibility.
```
```
DD-Admin Monitor feedback submissions and completeness
across all interview levels.
```
```
Complete visibility
for compliance.
```
```
System
(Automation
Layer)
```
```
Consolidates scores, generates AI summaries, and
logs actions for audit.
```
```
Background
execution.
```
### 6.10 Interview Feedback & Evaluation Summary
**6.11.1 Functionality Scope**
The **Interview Feedback & Evaluation Summary** module consolidates all interview-level
assessments, feedback remarks, and scoring for each applicant in the dealership onboarding
process.
It provides a transparent, structured, and comparable view of candidate evaluations across levels,
helping decision-makers validate suitability based on quantified scores, qualitative remarks, and
panel feedback.
**6.11.2 Width**
- Accessible under the **Interviews tab** within the Application Detail View.
- Displays interview data level-wise, including:
o **Interviewer Name and Role**
o **Individual Scores** (out of configured weightage)
o **Evaluator Remarks** and **Feedback Summary**
o **Level-wise Overall Assessment and Decision Status**
- Supports multiple interview rounds such as **Level 1 (DD-ZM / RBM)** , **Level 2 (ZBH / DD**
**Lead)** , and **Level 3 (DD Head / NBH)**.
**6.11.3 Depth**
```
6.11.3.1 Interview Recording & Display
```
- Each panel member records their evaluation through structured scoring criteria linked to
the **KT Matrix** (Knowledge Transfer Matrix).
- The KT Matrix auto-calculates weighted scores based on parameters such as:
o Business Acumen
o Market Understanding
o Financial Readiness
o Passion for the Brand
o Leadership and Team Capability
- Individual evaluator entries capture:
o **Interviewer Name & Designation (Role)**
o **Score / Weightage**
o **Remarks** (qualitative observation)
o **Feedback Summary** (behavioral and communication assessment)
- Scores from all panelists are auto-averaged to display the **Level Total Score** and **Rank** for
each candidate.
```
6.11.3.2 Level-Wise Summaries
```
- Each interview level concludes with a **Level Summary** section containing:
o **Decision Status:** _Approved / Rejected / Hold_
o **Approver Comments:** Automatically tagged with evaluator roles (e.g., “Approved
by both ZBH and DD Lead”).
o **Overall Assessment:** Concise narrative summarizing candidate strengths,
e.g., _“Strong candidate with excellent business plan and clarity of thought.”_
- This ensures consistent evaluation format and avoids subjective or incomplete data
entries.
```
6.11.3.3 Data Traceability & Access Control
```
- Each interview and feedback entry is timestamped and recorded in the **Audit Trail** for
compliance.
- Panel members can only view their respective entries until the stage closes.
- Once finalized, the complete evaluation summary becomes visible to higher authorities
(DD-Head, NBH) for reference during final selection.
- No feedback modification is allowed post submission to preserve data integrity.
**6.11.4 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
Interview Panel (DD-ZM /
RBM / ZBH / DD Lead / DD
Head / NBH)
```
```
Can record scores, remarks, and feedback
for assigned levels.
```
```
Access limited to
their interview
stage.
DD-Admin Can view all level-wise feedback and
compile summaries for reporting.
```
```
Full visibility and
export control.
DD-Head / NBH Can review all interview levels,
aggregated scoring, and AI
recommendations before final approval.
```
```
Read-only visibility
at summary stage.
```
```
Applicant / Dealer Prospect No access to internal evaluation data. Not visible.
System (Automation Layer) Aggregates scores, computes averages,
and stores all evaluation logs for audit
traceability.
```
```
Background
operation.
```
### 6.11 Application Approval & Rejection Workflow
**6.12.1 1. Functionality Scope**
The **Application Approval & Rejection Workflow** manages structured decision-making at each
level of the dealer onboarding process. It enables authorized evaluators and interview panel
members to **approve or reject** dealership applications with mandatory remarks and optional
attachments, ensuring transparent and traceable decisions. This feature operates throughout all
workflow stages — from **Level 1 to Level 3** — and captures evaluation outcomes in a unified
format that becomes part of the applicant’s permanent record. Each action taken is time-
stamped, logged, and visible to subsequent reviewers, promoting accountability across the
approval chain.
**6.12.2 Width**
- Integrated into the **Application Detail View** and accessible to all reviewers participating
in the **approval hierarchy**.
- The feature appears as an **action modal** during each evaluation stage, allowing the panel
to record feedback through one of two options:
o **Approve Application** – with required remarks and optional document upload.
o **Reject Application** – with mandatory justification for rejection.
- Available at all major decision levels:
o **Level 1:** DD-ZM + RBM
o **Level 2:** DD-Lead + ZBH
o **Level 3:** NBH + DD-Head
- Each level’s action (approve or reject) is visible in the **Application Progress**
**Tracker** and **Audit Trail**.
**6.12.3 Depth**
- **Approval Action:**
o The panelist provides a **mandatory remark** summarizing the rationale behind
approval.
o Supporting documents, if any (e.g., business justification, property proof, or
presentation decks), can be attached optionally.
o Upon submission, the system updates the application status (e.g., _Level 1_
_Approved, Level 2 Approved_ ) and logs the decision details for audit tracking.
o It Also triggers the application to subsequent next level
- **Rejection Action:**
o The panelist provides a **mandatory reason for rejection** , clearly outlining the
grounds for disqualification.
o The system changes the status to _Rejected_ and notifies the applicant and
previous-level reviewers via email and whatsapp.
o Rejected applications are archived for reference and may be reopened only
through Admin authorization.
- **Feedback Integration:**
o Each level’s panel (DD-ZM, RBM, DD-Lead, ZBH, NBH, DD-Head) must record their
respective feedback before submitting approval or rejection.
o The recorded remarks automatically feed into the **consolidated interview and**
**feedback record** , used for AI-assisted summary generation at the NBH stage.
- **Audit & Traceability:**
o Every approval or rejection entry is **time-stamped** with user ID and role.
o The system maintains a **complete audit trail** showing who approved, rejected, or
commented, along with corresponding remarks and uploaded documents.
o This ensures transparent review continuity across all approval levels.
**6.12.4 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
DD-ZM / RBM
(Level 1)
```
```
Approve or reject applications post-KT Matrix
evaluation.
```
```
Region-specific
visibility.
DD-Lead / ZBH
(Level 2)
```
```
Review Level 1 feedback, provide comments, and
approve or reject accordingly.
```
```
Zone-level visibility.
```
```
NBH / DD-Head
(Level 3)
```
```
Final approval or rejection with AI-assisted
recommendation review.
```
```
Complete visibility.
```
```
DD-Admin Monitor decision trail, manage reassignments, and
maintain approval integrity.
```
```
Full administrative
visibility.
System
(Automation
Layer)
```
```
Updates application status, logs actions, and
triggers notifications via email & whatsapp to
applicant
```
```
Background
operation.
```
### 6.12 Work Notes & Internal Communication Trail
**6.13.1 Functionality Scope**
The **Work Notes & Internal Communication Trail** module serves as the centralized collaboration
channel for each dealership application. It enables authorized Royal Enfield stakeholders to
record, track, and exchange contextual comments directly within the system, eliminating the
need for external emails or offline communication.
Each work note is linked to a specific application, allowing panel members and reviewers to
maintain a continuous, transparent record of discussions and decisions. The feature improves
traceability, facilitates faster internal communication, and ensures that every remark is
permanently associated with its respective application record.
**6.13.2 Width**
- Accessible under **Application Detail View → Work Notes** tab.
- Available to all internal users participating in the onboarding and approval workflow (DD-
ZM, RBM, DD-Lead, ZBH, DD-Head, NBH, Finance, and Legal).
- Displays a **chronological thread** of messages, with each entry showing the **comment**
**author, role, timestamp, and tagged participants**.
- Allows cross-functional interaction and tagging for efficient information exchange and
resolution tracking.
**6.13.3 Depth**
- **Comment Logging:**
o Users can post comments, share clarifications, or document updates related to an
application.
o Each message is stored under the respective application ID to preserve discussion
context.
- **Tagging & Notifications:**
o Authorized users can **tag other stakeholders** using the “@mention” feature to
seek inputs or actions.
o Tagged users receive **email notifications** and **system alerts** with a direct link to
the corresponding work note.
- **Visibility & Access Control:**
o All internal users (RE employees) involved in the workflow can view the entire
communication thread for the application.
o **FDD (Financial Due Diligence) users** , being external partners, can **add comments**
**or upload clarifications** related to their scope of review but **cannot view**
**comments made by other users**.
o This restricted access ensures confidentiality of internal deliberations while still
allowing FDD to communicate and provide input efficiently.
- **Integration & Traceability:**
o Work Notes are linked with system actions such as **interview**
**scheduling** , **approvals** , and **feedback submissions** for contextual reference.
o So every activity will also be logged in work note as well.
o Every note is **timestamped** and logged under the **Audit Trail** for compliance
verification.
**6.13.4 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
DD-ZM / RBM / DD-
Lead / ZBH / NBH / DD-
Head
```
```
Can post, tag users, and view all
comments related to the application.
```
```
Full visibility within
their assigned region or
zone.
DD-Admin Can monitor all communication threads,
ensure comment quality, and flag
unresolved discussions.
```
```
Complete visibility.
```
```
Finance / Legal Can view and contribute to discussions
when tagged for specific clarifications.
```
```
Tag-based visibility.
```
```
FDD (External Agency) Can post comments and attach files
related to financial review but cannot
view others’ remarks.
```
```
Restricted visibility –
view only own
comments.
System (Automation
Layer)
```
```
Sends notifications for tags, logs all
messages, and maintains chronological
order in the Audit Trail.
```
```
Background operation.
```
### 6.13 System Notifications & Alerts
**6.14.1 Functionality Scope**
The **System Notifications & Alerts** module ensures timely communication of important events
and workflow updates to all authorized users involved in the dealer onboarding and offboarding
process. It serves as an in-application and email-based alert mechanism that informs users about
key actions such as application assignments, interview scheduling, document verification, and
status updates.
**6.14.2 Width**
- Accessible from the **top navigation bar** under the bell icon in the application interface.
- Displays a **dropdown list of recent notifications** , each showing:
o A concise description of the event (e.g., _“Interview scheduled for APP-001”_ ).
o The timestamp indicating when the event occurred.
o A visual indicator for unread alerts.
- Includes a **“View All Notifications”** option that redirects users to the complete
notification history page.
- Notifications are automatically generated for workflow events such as:
o New application assignment
o Interview scheduling or rescheduling
o Document verification completion
o Feedback submission
o Application approval or rejection
o Comment tagging in Work Notes
**6.14.3 Depth**
- **Trigger Logic:**
o Notifications are auto-triggered by specific actions performed within the system,
such as approval submission, interview creation, or applicant tagging.
o Each alert is linked to the corresponding application ID, ensuring contextual
reference when accessed.
- **Delivery Channels:**
o Notifications appear as **in-system pop-ups** and are also stored under the
notification dropdown.
o For critical actions (e.g., interview scheduling or application assignment), an **email**
**alert** is also sent to the concerned user.
- **Read & Unread Management:**
o Unread notifications are highlighted with an indicator dot until opened.
o Once viewed, alerts are marked as read and retained in the user’s notification
history for reference.
- **Audit Traceability:**
o All notifications are logged under the **Audit Trail** , maintaining a traceable record
of all communication triggers and delivery timestamps.
**6.14.4 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
DD-ZM / RBM / DD-Lead /
ZBH / DD-Head / NBH
```
```
Receive workflow alerts (assignments,
interviews, document verification,
feedback).
```
```
Role-specific
notifications.
```
```
DD-Admin Can view and manage all notifications
generated across modules for monitoring
purposes.
```
```
Full visibility.
```
```
Finance / Legal / FDD Receive notifications related to their
assigned applications or document
validation events.
```
```
Restricted to tagged
or assigned cases.
```
```
Applicant / Dealer
Prospect
```
```
Receive email notifications for interview
schedules, approvals, or feedback
outcomes only.
```
```
External limited
scope.
```
```
System (Automation
Layer)
```
```
Generates, delivers, and logs notifications
with timestamps.
```
```
Background
operation.
```
### 6.14 FDD (Financial Due Diligence) & Finance Module
**6.15.1 Functionality Scope**
The **FDD & Finance Module** manages the complete **Financial Due Diligence (FDD)** and
subsequent **Finance Review** workflow for dealership onboarding. It enables external FDD
partners to securely access their assigned applications, upload financial evaluation reports, and
collaborate with internal stakeholders through integrated Work Notes.
The module ensures **restricted access, secure data handling, and traceable financial review** ,
providing a seamless interface for Royal Enfield’s internal teams and external agencies to
collaborate while maintaining compliance and confidentiality.
**6.15.2 Width**
- Accessible through **RE SSO credentials** created for authorized external FDD partners.
- Once logged in, FDD users can view **only the applications assigned to them** for financial
due diligence.
- Available features for the FDD role include:
o **Limited Application View** — displaying key applicant details necessary for
financial review.
o **Document Upload Interface** — to submit financial artefacts and reports.
o **Work Notes Section** — to raise queries or communicate updates with the RE
Admin team.
o **Submit Report Action** — for finalizing FDD evaluation.
- For internal users (Finance Team), this module extends to review, validate, and finalize
financial recommendations post-FDD submission.
**6.15.3 Depth**
```
6.15.3.1 FDD Workflow & Capabilities
```
- **Access & Authentication:**
o Each FDD partner receives a **dedicated SSO login** configured through RE’s identity
system, ensuring secure and auditable access.
o Upon login, the FDD user dashboard displays **only assigned applications** marked
for due diligence.
o External users have **limited access** — they cannot view internal remarks,
evaluations, or other applications outside their assignment.
- **Application View & Interaction:**
o FDD users can access restricted details such as applicant name, business location,
and required financial documents.
o They can upload their findings under the **Documents Section** and communicate
updates or issues through **Work Notes**.
o The Work Notes act as a **query and escalation tool** — allowing FDD users to
request missing documents, seek clarifications, or flag non-responsive applicants.
- **Work Notes Integration:**
o FDD users can add notes tagged to **DD-Admin** or **Finance Team** for specific actions.
o In case the applicant fails to respond or provide requested documents, the FDD
user adds a note citing **“Non-responsiveness from applicant”** and **returns the**
**application** to Admin for closure or reallocation.
o All such notes are logged chronologically with timestamps and author details for
compliance.
- **Document Upload & Submission:**
o FDD users upload essential financial documents and reports such as:
▪ Bank Statements
```
▪ Income Tax Returns
▪ Credit Reports
▪ Property Papers
▪ Business Valuation Reports
o Each file entry records:
▪ File Name and Type
▪ Upload Date and Time
▪ Uploaded By (User ID / Role)
o Once the report is complete, the FDD user marks it as Submitted , which locks
further edits.
```
- **Finance Team Review:**
o After submission, the **Finance Team** reviews the FDD report and uploaded
artefacts.
o They evaluate whether the applicant qualifies financially to move forward in the
onboarding process.
o Finance team members may also log remarks, flag discrepancies, or mark an
application as **“Approved for Next Stage”** or **“Rejected on Financial Grounds.”**
o Their decision updates the **Application Journey Tracker** and notifies **DD-**
**Admin** and **NBH**.
- **Confidentiality & Audit Compliance:**
o FDD users cannot view internal evaluations, interview feedback, or progress notes
beyond their assigned stage.
o All uploads, submissions, and Work Note interactions are **timestamped** and
recorded under the **Audit Trail**.
o The Finance Team’s review decisions are also logged for traceability and reporting.
**6.15.4 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
FDD Team
(External Partner)
```
```
Can log in via SSO, view assigned
applications only, upload documents, and
communicate via Work Notes.
```
```
Restricted to assigned FDD
stage and specific
applications.
DD-Admin Can assign applications to FDD users,
monitor progress, and review Work Notes
or returned cases.
```
```
Full visibility across all
applications.
```
```
Finance Team Reviews submitted FDD reports, validates
financial compliance, and approves or
rejects based on findings.
```
```
Complete visibility of all
financial artefacts and
remarks.
DD-Head / NBH View finance-approved FDD reports for final
validation before LOI approval.
```
```
Read-only visibility post-
finance review.
System
(Automation
Layer)
```
```
Controls access through SSO, logs all
interactions, updates status, and notifies
stakeholders.
```
```
Background operation.
```
### 6.15 LOI Approval & Issuance
**6.16.1 Functionality Scope**
The **LOI Approval & Issuance** module governs the structured process of validating, approving,
and issuing the **Letter of Intent (LOI)** once the dealer applicant successfully clears all financial and
operational evaluations. It ensures that every LOI is issued only after submission and verification
of mandatory documents, confirmation of the security deposit, and formal approval by
authorized stakeholders — **Finance, DD-Head, and NBH**. This module brings
complete **transparency, document-level traceability, and compliance integrity** , ensuring that no
dealership appointment progresses without validated and approved documentation.
**6.16.2 2. Width**
- Accessible under **Application Journey → LOI Approval / LOI Issue** stages.
- Used sequentially by **DD-Admin** , **Finance** , **DD-Head** , and **NBH**.
- Major functional components include:
o **LOI Document Request**
o **Security Deposit Confirmation**
o **Approval Chain (Finance → DD-Head → NBH)**
o **Final LOI Preparation and Issuance**
- Once approved, the LOI is issued and the application progresses automatically to **Security**
**Details** and **Dealer Code Generation** stages.
**6.16.3 3. Depth**
```
6.16.3.1 Document Request & Collection
```
- Upon completion of the final interview and financial approval, the **DD-Admin** triggers an
automated **LOI Document Request** to the applicant.
- The applicant is required to upload the prescribed set of documents and artefacts in
a **Linked Folder** , following the official naming convention:
o **Region → Name of Prospect → Location → Interview Date → LOI Issuance Date.**
- The folder and files are reviewed by the Admin and Finance teams for completeness
before progressing to approval.
```
6.16.3.2 Mandatory LOI Document Checklist
```
The following artefacts must be submitted before the LOI can be approved:
- DIP Booklet – filled and signed by RBM
- Profile Sheet
- Dealership Application Form
- Interview Feedback Forms (RBM and ZBH)
- Land Selection Criteria Sheet
- Logic Note and Comparative Logic Note
- Zonal Evaluation Form
- Authorization Letter
- City Map (PPT)
- Proposed Location Photos (minimum 20, PPT)
- Layout Drawings (PPT)
- Viability Sheet
- Project Plan
- Self-signed PAN/Aadhaar of all partners (both sides)
- CIBIL Reports of all partners
- Dealership Name & Address Email from RBM
- Rental / Lease Agreement or Consent Letter from Landlord
- Security Deposit Proof (to be uploaded **only after** document set completion)
```
6.16.3.3 Folder Verification & Tracking
```
- The Admin verifies that all files are uploaded in the specified folder format and uses
metadata such as **Interview Date** , **LOI Issuance Date** , and **Document Ageing** (days
between interview and issuance) to track process efficiency.
- Any missing or incorrect artefacts trigger a system reminder to the applicant or DD-Admin
for rectification before the approval process can begin.
```
6.16.3.4 Security Deposit Validation
```
- After successful folder verification, the **Admin requests the applicant to perform the**
**security deposit transfer via RTGS**.
- Deposit proof (transaction slip or confirmation) is uploaded into the folder and validated
by Finance.
- Only after deposit confirmation does the system allow LOI preparation to proceed.
```
6.16.3.5 Approval Workflow
```
- The **LOI document** is generated using the approved RE format and automatically
populated with applicant and dealership details.
- The approval routing follows this sequence:
o **Finance Team:** Reviews document completeness and verifies the security deposit.
o **DD-Head:** Validates business justification and network alignment.
o **NBH:** Provides final release authorization through the system.
- Each approver records mandatory remarks before submission, ensuring transparency at
every step.
- Once NBH approves, the LOI is marked as **“Ready to Issue.”**
```
6.16.3.6 LOI Issuance
```
- **DD-Admin** uploads the final signed LOI under the **LOI Issue** stage.
- The system triggers:
o **Email & whatsapp notification** to the dealer for the issued LOI.
o Alerts to **Finance** , **DD-Head** , and **NBH** confirming completion of issuance.
- The applicant must upload an **LOI Acknowledgement Copy** with seal and signature to
confirm receipt.
```
6.16.3.7 Document & Artefact Tracking
```
- Every LOI-related artefact includes:
o File Name and Type
o Uploaded By (User Role and Name)
o Upload Timestamp
o Version (Draft, Final, Signed Copy)
o Download Link
- Each file upload, review, and replacement is logged under the **Audit Trail** to maintain a
chronological record of actions.
**6.16.4 4. Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
```
```
DD-Admin Initiates document requests, validates uploads,
manages security deposit confirmation, and
uploads final LOI.
```
```
Full access and edit
rights.
```
```
Finance Team Verifies security deposit and financial artefacts
before LOI preparation.
```
```
Full visibility for
validation.
DD-Head Approves LOI content and validates alignment with
dealership network plans.
```
```
Approval-level
visibility.
NBH Provides final release authorization and approves
LOI issuance.
```
```
Full visibility for
sign-off.
Applicant / Dealer
Prospect
```
```
Uploads required LOI documents and provides
security deposit confirmation.
```
```
Access limited to
own uploads.
System
(Automation
Layer)
```
```
Monitors document checklist, logs folder actions,
routes approvals, calculates ageing, and triggers
notifications.
```
```
Background
operation.
```
### 6.16 Dealer Code Generation, Architectural Work & Statutory Documentation............
Documentation
**6.17.1 1. Functionality Scope**
This consolidated module covers the post-LOI implementation stages that transition a selected
dealer from approval to operational readiness. It manages three critical workflows:
- **Dealer Code Generation** – creation of a unique, system-integrated dealership identifier.
- **Architectural Work** – coordination between Admin and Brand Experience teams to
execute layout, design, and site readiness.
- **Statutory Documentation** – collection and validation of mandatory compliance
documents.
Together, these processes ensure the dealership becomes fully compliant, aligned with Royal
Enfield’s brand standards, and ready for inauguration.
**6.17.2 2. Width**
- Accessible sequentially in the **Application Journey** after _LOI Issued_.
- Managed by **DD-Admin** , with participation from **Architecture / Brand Experience**.
- Progress and status for each sub-module are reflected in the **Progress Tracker**.
**6.17.3 3. Depth**
```
6.17.3.1 A. Dealer Code Generation
```
- Once the LOI is acknowledged, **DD-Admin** initiates **dealer code creation** through SAP
using an **OData API integration**.
- The system generates and stores multiple associated codes for:
o **Sales Code**
o **Service Code**
o **Genuine Motorcycle Accessories (GMA) Code**
o **Gear Code**
- These codes uniquely identify all dealer operations across RE systems (DMS, MSD, CRM).
- Code creation details (initiator, timestamp, and reference IDs) are recorded in the **Audit**
**Trail**.
- The application status updates automatically to _Dealer Code Generated_ and triggers
notifications to DD-Admin, Finance, and Legal.
```
6.17.3.2 Architectural Work (Brand Experience Team)
```
- After code generation, **DD-Admin assigns the case** to the **Architecture / Brand**
**Experience Team** for site design and infrastructure execution.
- The workflow covers:
o **Part A – Architecture:**
▪ Admin assigns case → Architecture Team.
▪ Architecture uploads **DWG layout** and **site dimension drawings**.
▪ Dealer provides written consent via email confirming acceptance of layout
as per Vastu and design guidelines.
▪ Final layout issued to dealer along with **multiple drawing sets** for
construction reference.
▪ Dealer initiates infrastructure work; progress tracked through uploaded
photographs or reports.
o **Part B – Statutory Fulfilment:**
▪ Admin and Architecture teams collect mandatory statutory compliance
documents from the dealer.
▪ These include government, financial, and brand compliance artefacts
required before EOR.
- The Architecture team updates milestone completion, and all uploads (drawings,
approvals, and dealer confirmations) are recorded with timestamps and uploader details.
```
6.17.3.3 Statutory Documentation
```
- At this stage, **DD-Admin** collects and verifies all statutory and regulatory documents
necessary for legal and operational readiness.
- The standard document checklist includes:
o GST Registration Certificate
o PAN
o Nodal Agreement
o Cancelled Cheque
o Partnership Deed / LLP / MOA / AOA / COI
o Firm Registration Certificate
o Rental / Lease / Land Agreement
o Virtual Code Confirmation
o Domain ID for _@dealer.royalenfield.com_
o MSD (Microsoft Dynamics) Configuration confirmation (ledger setup)
o LOI Acknowledgement Copy (signed by dealer)
- Each document record displays:
o File name and type
o Uploaded by (user role and name)
o Upload timestamp
o Version (if replaced or re-uploaded)
- Files are viewable and downloadable from within the application, and all versions are
retained for compliance audits.
- The **Finance and Legal teams** verify documents, update status to _Verified / Pending / Re-_
_submit Required_ , and add remarks.
- Once all statutory items are verified, the system automatically transitions the application
to the **EOR (Essential Operating Requirements)** stage.
**6.17.4 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
DD-Admin Initiates dealer code creation, coordinates
architectural assignments, and collects
statutory documents.
```
```
Full visibility and
control.
```
```
Architecture / Brand
Experience Team
```
```
Uploads drawings, issues layout approvals,
and updates site readiness milestones.
```
```
Limited to assigned
applications.
Finance Team Reviews statutory artefacts (GST, banking,
MSD) and confirms financial readiness.
```
```
Verification-level
visibility.
Legal Team Verifies agreements, firm registration, and
compliance documents.
```
```
Tag-based visibility
for assigned items.
```
```
Dealer / Applicant Uploads statutory artefacts and provides
consent on architecture layouts.
```
```
Restricted to own
uploads.
System (Automation
Layer)
```
```
Syncs SAP dealer code generation, updates
stage transitions, and logs all artefacts with
timestamps.
```
```
Background
operation.
```
### 6.17 LOA Issuance, Essential Operating Requirements & Inauguration
**6.18.1 1. Functionality Scope**
The **LOA Issuance, Essential Operating Requirements (EOR) & Inauguration** module captures
the final execution phase of the dealer onboarding lifecycle. It ensures that only those dealerships
which have fulfilled all architectural, statutory, and financial prerequisites are authorized to
commence operations under Royal Enfield’s network.
This module manages the formal **Letter of Authorization (LOA)** release, verification of **EOR
compliance** , and the **dealership inauguration process** , providing complete visibility, audit
control, and cross-departmental coordination before official go-live.
**6.18.2 2. Width**
- Accessible sequentially in the **Application Journey** , following completion of statutory
compliance and architectural validation.
- Managed primarily by **DD-Admin** , with review and approvals by **DD-**
**Head** , **NBH** , **Architecture** , **Training** , and **Brand Experience** teams.
- Tracks readiness status and documents through EOR and Inauguration milestones.
**6.18.3 3. Depth**
```
6.18.3.1 LOA (Letter of Authorization) Issuance
```
- Once statutory verification and site readiness are complete, **DD-Admin** initiates the **LOA**
**document preparation**.
- The **LOA** serves as Royal Enfield’s formal authorization, confirming that the dealer has
met all required pre-operational standards.
- The approval routing follows:
o **DD-Head:** Reviews infrastructure completion, EOR readiness, and compliance
artefacts.
o **NBH:** Grants final sign-off authorizing the dealership to operate.
- The finalized LOA document is uploaded into the system by DD-Admin, tagged with:
o Issue Date
o Authorized Signatory (DD-Head / NBH)
```
o Document Version and Upload Timestamp
```
- The LOA issuance automatically updates the Application Journey status to _“Authorized for_
_Operations.”_
- System-generated notifications are sent to all relevant teams, confirming dealership
activation.
```
6.18.3.2 Essential Operating Requirements (EOR)
```
- The **EOR checklist** ensures that each new dealership is fully operationally ready prior to
launch.
- It includes mandatory pre-opening parameters across business, facility, and IT domains,
such as:
o Display Vehicle Readiness
o Brand Signage Installation
o Training Completion for Sales and Service Teams
o MSD / DMS Configuration and Connectivity
o Availability of Service Tools, Equipment, and Spare Inventory
o Safety, Security, and Facility Compliance Checks
o Test Ride Vehicles and Customer Experience Readiness
- Each EOR line item is verified and marked as _Complete / Pending / Non-Compliant_ by the
respective functional team (Architecture, Training, IT, Service).
- The system records:
o EOR Checklist File
o Verification Date
o Verified By (User and Role)
o Comments or Exception Notes
- Once all checklist parameters are marked as _Complete_ , DD-Admin updates the EOR stage
status to _EOR Completed_.
- This completion enables scheduling of the final **Inauguration**.
```
6.18.3.3 Inauguration & Go-Live
```
- Upon EOR completion, **DD-Admin** coordinates with the **NBH, ZBH, RBM** , and **Brand**
**Experience** teams to finalize the inauguration plan.
- The **inauguration details** are logged in the system, including:
o Inauguration Date and Venue
o Attendees (NBH, DD-Head, ZBH, RBM, Architecture, Brand Experience)
o Photographs and Event Summary Report
- Post-event, the Admin uploads the **Inauguration Report** and related media (photographs,
press releases, or video references).
- The system marks the application as _“Dealership Live / Onboarded.”_
- Key metadata such as inauguration date, event photos, and final status are stored under
the **Application Journey** for historical tracking.
**6.18.4 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
DD-Admin Manages LOA creation, tracks EOR checklist
completion, and logs inauguration details.
```
```
Complete visibility and
control.
DD-Head / NBH Approve LOA issuance and review final
readiness for operational authorization.
```
```
Approval-level
visibility.
Architecture /
Brand Experience
```
```
Verify physical readiness, signage, and brand
compliance.
```
```
Access limited to
assigned EOR items.
Training / IT /
Service Teams
```
```
Verify operational readiness across staff
training, tools, and systems configuration.
```
```
Tag-based visibility.
```
```
Dealer / Applicant Acknowledges LOA receipt and supports
inauguration planning.
```
```
Restricted to their
assigned application.
System
(Automation Layer)
```
```
Logs EOR verifications, uploads inauguration
metadata, triggers status updates and
notifications.
```
```
Background
operation.
```
### 6.18 Essential Operating Requirements (EOR) Checklist
**6.19.1 Functionality Scope**
The **Essential Operating Requirements (EOR) Checklist** module ensures that all pre-launch
business, infrastructure, compliance, and operational prerequisites are fulfilled before a
dealership is formally inaugurated.
**6.19.2 Width**
- Accessible under the **EOR Checklist tab** in the Application Detail View.
- Displays a checklist of all operational readiness parameters with their current completion
status.
- Each item includes:
o Parameter Name (e.g., _Sales Standards, DMS Infra, Manpower Training_ )
o Status Indicator ( _Pending / Completed / Verified_ )
o Assigned Team or Reviewer (Architecture, IT, Finance, Training, etc.)
- The progress bar at the top dynamically updates the **EOR completion percentage** based
on verified items.
- Supports both in-system verification and document-based validation uploads.
**6.19.3 Depth**
```
6.19.3.1 EOR Parameter Configuration
```
- The checklist is pre-configured with mandatory items applicable to every dealership
before activation.
```
6.19.3.2 Status Management & Verification
```
- Each item can be marked as _Pending_ , _In Progress_ , or _Completed_ by the respective
responsible department.
- Functional owners (Finance, Training, IT, etc.) verify and mark their sections complete.
- The **DD-Admin** oversees all updates, ensuring every checklist item is validated before
final approval.
- Completion of all mandatory parameters automatically updates the stage to _EOR_
_Completed_.
- Remarks or proof of completion (documents, screenshots, or photos) can be attached to
each item for audit purposes.
```
6.19.3.3 Progress Calculation & Tracking
```
- The system automatically calculates the EOR completion percentage based on total
verified parameters.
- Visual progress indicators are shown both at item and overall level.
- Hover or click actions reveal who completed each parameter and when.
- The **Audit Trail** logs each checklist update with timestamps for traceability.
```
6.19.3.4 Integration with Inauguration Readiness
```
- Once the EOR checklist reaches 100% completion, the system triggers a readiness alert
to **DD-Head** and **NBH**.
- The application automatically transitions to the **Inauguration Stage** , initiating event
scheduling and brand readiness verification.
- EOR verification data remains accessible for post-launch audits.
**6.19.4 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
DD-Admin Monitors and updates EOR checklist progress,
consolidates remarks, and verifies stage
completion.
```
```
Full visibility and
edit rights.
```
```
Architecture / Brand
Experience
```
```
Update and mark parameters complete as per
their domain.
```
```
Tag-based
restricted visibility.
DD-Head / NBH View final EOR completion status and remarks
before authorizing inauguration.
```
```
Read-only visibility
for approval.
Dealer / Applicant May be asked to upload supporting artefacts
(photos, certificates, invoices).
```
```
Limited to assigned
items.
System (Automation
Layer)
```
```
Calculates completion percentage, updates
stage transitions, and logs verification activities.
```
```
Background
operation.
```
6.20 Progress Tracker
**6.20.1 1. Functionality Scope**
The **Application Journey & Progress Tracker** provides a complete visual representation of the
dealership application’s lifecycle — from submission through multi-level evaluations, due
diligence, and final dealership inauguration. It will be maintained in itemized way for each
applicant
It allows all authorized Royal Enfield users to track each milestone in real time, review supporting
documents, and monitor who performed specific actions and when. This ensures **end-to-end
transparency, document-level traceability, and operational accountability** throughout the
dealer onboarding and approval process.
**6.20.2 2. Width**
- Accessible within **Application Detail View → Progress Tab**.
- Displays a **vertical, stage-based timeline** of all workflow steps with corresponding
completion statuses.
- Each milestone includes:
o Stage title and brief description (e.g., _1st Level Interview – DD-ZM + RBM_
_Evaluation_ ).
o Evaluator details and assigned roles.
```
o Status indicator ( Completed, In Progress, Pending ).
o Date and timestamp of completion.
o Document and artefact count , with clickable links to download or review the
uploaded files.
```
- Covers all workflow phases — from **application submission** to **inauguration and go-live**.
**6.20.3 Depth**
```
6.20.3.1 Stage-Wise Progress Representation:
```
```
o Submitted: Application logged with basic details and initial document uploads.
o Questionnaire: Applicant questionnaire completed and scored.
o Shortlist: DD-Admin review with uploaded validation documents.
o 1st Level Interview: Conducted by DD-ZM and RBM , with evaluator remarks and
attachments.
o 2nd Level Interview: Conducted by DD-Lead and ZBH , capturing evaluation
documents and recommendations.
o 3rd Level Interview: Conducted by NBH and DD-Head , includes final approval
documentation and AI recommendation summary.
o FDD (Financial Due Diligence): Handled by the FDD partner for financial validation;
documents uploaded for review.
o LOI Approval: Preparation and verification for Letter of Intent issuance.
o Security Details: Security and compliance document verification stage.
o LOI Issue: Formal Letter of Intent generated and uploaded.
o Dealer Code Generation: Unique code created and logged post-approval.
o Architectural Work: Contains sub-steps —
▪ Assigned to Architecture Team
▪ Architectural Document Upload
▪ Architecture Team Completion
o Statutory Documents: Eleven-step checklist for compliance uploads including:
▪ GST Certificate
▪ PAN
▪ Nodal Agreement
▪ Cancelled Cheque
▪ Partnership Deed / LLP / MOA / AOA / COI
▪ Firm Registration Certificate
▪ Rental / Lease / Land Agreement
▪ Virtual Code
▪ Domain ID
▪ MSD Configuration
▪ LOI Acknowledgement Copy
o LOA (Letter of Authorization): Issued after LOI acceptance.
```
```
o EOR (Essential Operating Requirements): Verification of pre-opening operational
criteria.
o Inauguration: Final dealership launch milestone.
```
```
6.20.3.2 Document & Artefact Management:
```
```
o At every stage, the tracker displays document and artefact names , along
with downloadable links for review.
o Each document entry includes:
▪ File name and type (PDF, image, Excel, etc.)
▪ Uploaded by (user name and designation)
▪ Upload timestamp and workflow stage
o This provides clear visibility into which document was added, by whom, and at
what level.
o Documents can be previewed or downloaded directly from the tracker for audit
and compliance review.
o Any re-upload or replacement creates a versioned entry , preserving historical
visibility.
```
```
6.20.3.3 Evaluator Tracking & Status Indicators:
```
```
o Evaluator details (e.g., DD-ZM, RBM, ZBH, DD-Head, NBH) are shown for each
interview and approval stage.
o Completed steps are marked in green with timestamps; pending stages appear
grey.
o In-progress stages update dynamically as actions are performed.
```
**6.20.4 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
DD-ZM / RBM / DD-Lead
/ ZBH / DD-Head / NBH
```
```
Can view all stages, download documents,
and verify evaluator remarks for assigned
applications.
```
```
Role-based visibility
within region or zone.
```
```
DD-Admin Full access to track overall progress, verify
documents, and audit stage-wise actions.
```
```
Complete visibility.
```
```
FDD (External Agency) Can upload and review documents related
to financial due diligence but cannot access
internal stages.
```
```
Restricted to FDD
workflow stage.
```
```
Finance / Legal Can review and upload documents within
assigned compliance or verification stages.
```
```
Tag-based visibility.
```
```
System (Automation
Layer)
```
```
Updates stage completion, uploads
metadata, and logs all actions in the Audit
Trail.
```
```
Background
operation.
```
### 6.20 Central Document Repository
**6.21.1 Functionality Scope**
The **Central Document Repository** serves as a unified digital storage system that consolidates all
applicant documents, artefacts, and submissions across the dealer onboarding and offboarding
lifecycle.
It provides authorized users with **quick, structured, and traceable access** to every document
uploaded during the application process — ensuring consistency, transparency, and audit
readiness across departments.
**6.21.2 Width**
- Accessible from the **Documents tab** within each application’s detail view and from
the **Central Repository dashboard** for cross-application reference.
- Displays a **tabular view** with the following columns:
o **File Name** (hyperlinked to the document)
o **Type** (e.g., PDF, JPG, XLSX, DOCX)
o **Upload Date**
o **Uploader** (user name and designation)
o **Actions** (download or view document)
- Includes an **Upload Document** button for authorized users to add new or supplementary
files.
- Supports **document preview and download** with automatic logging into the Audit Trail.
**6.21.3 Depth**
- **Document Aggregation:**
o All documents uploaded by the applicant or internal users — across stages such
as Application Submission, FDD, LOI, Statutory, and EOR — are automatically
consolidated here.
o The system captures metadata for each file:
▪ File name and format
▪ Uploaded by (user and role)
▪ Timestamp of upload
▪ Stage and status of workflow at upload time
o Ensures centralized visibility and prevents duplication of files across stages.
- **Access & Visibility:**
o Each user role (Admin, Finance, Architecture, Legal, etc.) can view only those files
relevant to their assigned application stage.
o Files uploaded by applicants are visible to authorized RE personnel
- **Data Integrity & Auditability:**
o Every upload, download, or replacement is automatically logged in the **Audit**
**Trail** with timestamp and user identity.
o The repository supports RE’s internal compliance requirement for **document**
**retention and traceability** , ensuring complete transparency in every workflow.
**6.21.4 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
```
```
DD-Admin Full access to upload, view, and download all documents across applications. Complete visibility and control.
```
```
Finance / Legal /
Architecture / Brand
Experience Teams
```
```
View and verify documents relevant to their
assigned stages (FDD, LOI, Statutory, EOR).
```
```
Role-based
restricted
visibility.
```
```
DD-Head / NBH Readand approvals for final decision-only access to review applicant artefacts -making. Readvisibility.-only
```
```
System (Automation Layer)
```
```
Aggregates documents from all workflow
stages, maintains version control, and syncs
logs with Audit Trail.
```
```
Background
operation.
```
### 6.21 Audit Trail & Activity Log..........................................................................................
**6.22.1 1. Functionality Scope**
The **Audit Trail & Activity Log** module maintains a complete chronological record of all system
activities, transactions, and user actions performed throughout the dealer onboarding and
offboarding lifecycle.
It provides an **immutable, timestamped, and role-based** view of every workflow step,
ensuring **traceability, accountability, and compliance** across all process stages.
**6.22.2 2. Width**
- Accessible under the **Audit Trail tab** in the **Application Detail View** for every applicant.
- Displays a structured log of all activities related to that specific application.
- Each log entry includes:
o **Action Type** (e.g., Application Submitted, Questionnaire Completed, Interview
Scheduled, LOI Issued).
o **Performed By** (user name and designation, or “System” for automated actions).
o **Description / Remarks** (detailing what was done).
o **Timestamp** (exact date and time of the event).
- Entries are displayed in descending chronological order to ensure the latest actions are
always visible.
**6.22.3 3. Depth**
```
6.22.3.1 Activity Logging
```
- Every workflow event — from form submission to final approval — is automatically logged
by the system.
- Typical recorded events include:
o Application creation, submission, and status transitions.
o Interview scheduling and completion.
```
o Document uploads, downloads, and version updates.
o FDD submissions and Finance validations.
o LOI, LOA, and EOR stage completions.
o Inauguration logging and closure actions.
```
- System-triggered events (e.g., _Questionnaire Link Sent_ , _Automated Email Triggered_ ) are
explicitly marked as performed “by System.”
- User-initiated actions record both name and role for audit clarity.
```
6.22.3.2 Description & Detailing
```
- Each entry provides a concise description of the event and its context.
o Example:
▪ _Application Submitted by Amit Sharma — Initial application form_
_submitted._
▪ _Questionnaire Completed by Applicant — Scored 85/100._
▪ _LOI Approved by DD-Head — Document ready for issue._
- Any event with system interaction or document movement captures associated metadata
such as document name, file type, and upload path.
```
6.22.3.3 Search, Filter & Export Capabilities
```
- Users can **search** or **filter** logs by:
o Date Range
o Action Type
o User or Role
- The entire log can be **exported as a PDF** for audit or compliance reporting.
```
6.22.3.4 Integration with Other Modules
```
- The Audit Trail is integrated with all system modules, including:
o **Documents Repository:** Logs every upload, download, or version replacement.
o **Work Notes:** Captures internal discussions and query responses.
o **Notifications:** Records every alert or email triggered by the system.
o **Interview Feedback:** Stores evaluator submissions and decision timestamps.
o **LOI / LOA / EOR Stages:** Marks approvals, uploads, and status changes.
- This unified tracking ensures there are **no unrecorded actions** , regardless of user role or
stage.
```
6.22.3.5 Security & Data Integrity
```
- Audit logs are **read-only and non-editable** to preserve authenticity.
**6.22.4 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
RE User except
FDD
```
```
Full access to view all logs and export reports. Complete visibility and
export control.
System
(Automation
Layer)
```
```
Automatically records all workflow events and
triggers background logging for system actions.
```
```
Background operation.
```
## 7 Dealer Resignation
The **Dealer Resignation** process enables an existing Royal Enfield dealer to formally
initiate their intent to discontinue the dealership through a structured and transparent
workflow. This process captures the dealer’s resignation details, reasons for exit, and
proposed timeline, ensuring all associated departments — including **DD-Admin, DD-
Head, Finance, Legal, and Regional Teams** — are informed and involved in the validation
and clearance stages. Each resignation request undergoes systematic review, covering
asset recovery, financial reconciliation, documentation verification, and contractual
obligations before final approval and closure.
### 7.1 Dealer Resignation Request (Initiation)
**7.1.1 Functionality Scope**
The **Dealer Resignation Request** process begins when a dealer formally communicates their
intent to resign via an **official email** to ASM. Once received, the **DD-ASM** initiates the resignation
process in the system by creating a digital record using the _Create Resignation Request_ form. The
form captures critical dealership, operational, and contextual information — such as business
constitution, sales data, and closure type — ensuring that the request is documented in a
structured, traceable, and standardized manner. This process establishes a single source of truth
for all resignation-related data, facilitating transparent coordination among **DD-Head, Finance,
Legal, and Regional Teams** for subsequent review and action. Dealer can login exclusively and
can only initiate the Resignation request.
**7.1.2 Width**
- Accessible exclusively to **DD-ASM** through the **“Create Resignation Request”** interface.
- Includes the following mandatory and optional input fields:
o **Dealer Code** (it will be fed to SAP API to pull details.)
o **Inauguration** , **LOA** , and **LOI Dates** (Will be fetched from system DB, if available)
o **Last 6 Months Sales**
o **Number of Dealerships / Studios**
o **Constitution** (Proprietorship, Partnership, LLP, Pvt. Ltd., etc.)
```
o Dealership Type (Main, Satellite, Studio, etc.)
o Type of Closure (Voluntary, Business Transfer, Termination, etc.)
o Format Category (Urban, Rural, etc.)
o Dealer Scorecard Band
o Resignation Reason (brief summary)
o Dealer Voice (detailed justification or remarks from dealer’s email)
o Upload Document (resignation email copy or supporting documents)
```
- **Buttons:**
o **Submit Request:** validates data and triggers routing to the next stage of review.
o **Cancel:** exits without saving.
**7.1.3 Depth**
- Upon submission by **DD-Admin** , the system performs the following
o Validates the **Dealer Code** against the dealership master from SAP API to be
provided by RE
o Generates a unique **Resignation Request ID** and logs submission details
(timestamp, user, and role).
o Stores the uploaded resignation email or document in the **Central Document**
**Repository** for reference.
o Automatically notifies the **DD-Head** and relevant stakeholders that a new
resignation has been logged.
o Marks the case status as **“Resignation Initiated”** in the workflow tracker.
o He will also upload the resignation PPT which is build off the system.
**7.1.4 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
Dealer /
Applicant
```
```
Sends official resignation email to Royal
Enfield.
```
```
Email communication only
(no direct system access).
DD-Admin/DD-
ASM
```
```
Creates resignation request in system, uploads
dealer’s email, validates data, and submits for
approval.
```
```
Full access for initiation.
```
```
DD-Head / ZBH
/ NBH
```
```
Receives system notification upon submission;
can view request details and attached
resignation communication.
```
```
Read-only visibility at
initiation stage.
```
```
System
(Automation)
```
```
Validates dealer code, generates request ID,
logs submission details, and triggers workflow
routing.
```
```
Background operation.
```
### 7.2 Resignation Management Dashboard
**7.2.1 Functionality Scope**
The **Resignation Management Dashboard** serves as the central workspace for monitoring and
managing all dealer resignation requests initiated within the system. It provides a consolidated
view of active, pending, and completed cases, enabling stakeholders such as **DD-Admin, ASM,
DD-Lead, ZBH, NBH, and Legal Teams** to review progress, take required actions, and ensure
compliance with the defined offboarding workflow.
**7.2.2 Width**
- Displays a **summary header** with following key counters:
o **All Requests:** Total number of resignation requests recorded.
o **Open:** Requests currently under review or action.
o **Completed:** Finalized resignations where closure is approved.
o **Requires Your Action:** Highlights cases awaiting action from the logged-in user.
- Shows a **list view** of all resignation requests with the following details:
o **Request ID (e.g., RES-001)**
o **Dealer Name, Dealer Code, and Location**
o **Format Category** (A+, A, B, etc.)
o **Dealership Type** (Main, Studio, etc.)
o **Reason for Resignation**
o **Current Stage** (e.g., ASM Review, DD-Lead Review, NBH Approved, Legal)
o **Submitted On** (auto-captured timestamp)
- Action options:
o **View Details:** Opens complete resignation record and attached documents.
```
o Create Resignation Request: Accessible only to DD-Admin for entering new
requests (from dealer emails).
```
- Filter tabs:
o **All Requests** , **Open** , **Completed**
**7.2.3 Depth**
- **Workflow Synchronization:** Each resignation request dynamically updates its stage label
(e.g., _ASM Review_ , _DD-Lead Review_ , _NBH Approved_ ) based on workflow transitions.
- **Notification Logic:**
o The assigned reviewer (ASM, DD-Lead, or NBH) receives automated alerts for
action items.
o Status changes trigger notifications to the next role in sequence.
**7.2.4 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
DD-Admin/DD-ASM Can create new resignation requests, view all
regional cases, and track progress.
```
```
Full access within
Area.
ASM / DD-Lead Can review, comment, and forward resignation
requests to next approver.
```
```
Assigned requests
only.
ZBH / NBH / Legal /
Finance
```
```
Can view status, add remarks, and take action at
their respective workflow stage.
```
```
Role-based access
by stage.
System
(Automation)
```
```
Updates request stages, triggers notifications,
and logs all workflow events.
```
```
Background
process.
```
### 7.3 Resignation Details & Review
**7.3.1 Functionality Scope**
The **Resignation Details & Review** module provides a comprehensive view of all dealer
resignation information captured during initiation. It enables authorized reviewers to validate
dealer data, evaluate the reason and context for resignation, and take appropriate workflow
actions such as **Approval, Withdrawal, Send Back, or Push to Full & Final (F&F)**. The screen
consolidates dealer master data, operational metrics, and resignation specifics, ensuring
reviewers have complete visibility before making decisions.
**7.3.2 Width**
- **Header Actions:**
o **Approve:** Marks resignation as validated and forwards it to the next workflow
stage (DD-Head / NBH).
o **Withdrawal:** Used if the dealer retracts the resignation request or if withdrawal
is approved internally.
o **Send Back:** Returns the request to DD-Admin for correction or additional details.
o **Push to F&F:** Moves the case to the **Full & Final Settlement** process after all
approvals are secured.
```
o Assign User: Allows reallocation of review responsibility to another internal user.
o View Work Notes: Opens the shared comment thread for internal collaboration
and tagging.
```
- **Tabs:**
o **Details** – Displays complete resignation information and dealer data.
o **Progress** – Shows stage-wise workflow journey and current reviewer.
o **Documents** – Lists uploaded resignation documents and correspondence.
o **Audit Trail** – Records every action, decision, and timestamp for traceability.
**7.3.3 3. Depth**
- **Information Segments:**
o **Request Information:** Pull dealer master details such as Dealer Code, GST,
Address, Domain & Service Codes, City Category, and Dealership Name.
o **Operational Details:** Displays dealership metrics including inauguration and LOA
dates, number of outlets, last six-month sales, business constitution, format
category, and dealer scorecard band.
o **Resignation Details:** Summarizes the **Resignation Reason** and **Dealer Voice**
**(Customer Description)** derived from the dealer’s email submission.
**7.3.4 4. Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility Scope
DD-Admin Read-only at this stage; may receive “Send
Back” tasks for correction.
```
```
Region-specific
requests.
ASM / DD-Lead / DD-
Head / ZBH / NBH
```
```
Can review, approve, withdraw, or forward
resignations to next stage; can add remarks
and push to F&F.
```
```
Requests assigned to
their hierarchy.
```
```
System (Automation) Logs workflow actions, timestamps, and user
activity; triggers stage transitions and
notifications.
```
```
Background
operation.
```
### 7.4 Resignation Request Review & Action Management
**7.4.1 Functionality Scope**
The **Resignation Progress Timeline** provides a transparent, stepwise view of the dealer
resignation workflow — from initial submission to the issuance of the final **Acceptance Letter**.
Since the **Dealer does not have portal access** for resignation, the process starts through an **email
submission to the Area Sales Manager (ASM)** , followed by progressive reviews and comments
at multiple organizational levels. Each approver in the chain can perform one of three key actions
— **Approve** , **Send Back for Clarification** , or **Withdraw** — with remarks captured in **Work
Notes** for audit and traceability. Once approved by the **National Business Head (NBH)** , the
request automatically routes to the **Legal Team** for the issuance of the acceptance letter, visible
to both the DD Admin and DD-ASM.
**7.4.2 2. Width**
```
7.4.2.1 Stage-wise Flow
Stage Responsible
Role
```
```
System / Process Description
```
1. Dealer
Resignation
Submission
```
Dealer → via
Email to ASM
```
- Dealer submits resignation via official email and
signed letterhead.
- No direct portal access.
- ASM receives and verifies authenticity.
2. ASM Review DD-ASM • Uploads resignation email and presentation
(e.g., _Sample resignation.pptx_ ) to portal.
- Adds remarks summarizing dealer’s reason and
operational background.
- Forwards case to **RBM + DD-ZM** for evaluation.
3. RBM + DD-ZM
Review
```
RBM & DD-ZM • Conduct joint discussion with dealer to understand
cause and alternatives.
```
- Uploads discussion notes and remarks in **Work Notes**.
- The final output will be submitted as Approve,
Withdrawal or send back.
- Has three action options:
- **Approve:** Forwards case to ZBH for further review.
- **Send Back:** Requests ASM to provide additional
details or clarifications (remark mandatory).
- **Withdraw:** Stops process if dealer withdraws or
case found invalid (remark mandatory).
4. ZBH Review Zonal Business
Head
- Reviews RBM + DD-ZM inputs and validates zonal
implications.
- Adds comments in **Work Notes** and forwards to **DD
Lead**.
- Can perform **Approve** , **Send Back** ,
or **Withdraw** actions.
5. DD Lead
Review
```
DD Lead • Prepares a formal Resignation Presentation
PPT summarizing business rationale, sales history,
dealer feedback, and proposed recommendation.
```
- Uploads the presentation and comments to the
portal.
- Approves and shares with **NBH** for final decision.
6. NBH Approval National
Business Head
- Reviews all inputs and puts **final decision remarks** in
Work Notes.
- On approval, system triggers notification to **DD Lead,
ZBH, Zonal Team, Business Zonal Manager, and F&F**.
- Automatically routes the case to **Legal Team** for
Acceptance Letter issuance.
7. Legal Review &
Acceptance Letter
```
Legal Team • Prepares and uploads Resignation Acceptance
Letter on portal.
```
- Can raise queries in Work Notes if required.
- Uploaded document is visible to **DD-Admin** and **DD-
ASM**.
- Legal completion closes workflow for the request.
8. DD Admin &
ASM Notification
```
DD Admin +
DD-ASM
```
- DD Admin reviews the uploaded acceptance letter.
- Shares with respective **ASM (Field Team)** to
communicate official closure to the dealer.
**7.4.3 3. Depth**
- **Action Modes Across Stages:**
o **Approve:** Advances the resignation request to the next level of the workflow.
_Example:_ “Reviewed with dealer and validated. Forwarding to ZBH for next stage.”
o **Send Back:** Returns to the previous user or ASM for clarifications.
_Example:_ “Incomplete documentation. Dealer statement on financials missing.”
o **Withdraw:** Ends the process if dealer withdraws voluntarily or management
disapproves continuation.
_Example:_ “Dealer requested withdrawal of resignation via email dated 15-Oct.”
- **Audit and Transparency:**
o All actions (including remarks, uploads, and timestamps) are auto-captured
in **Work Notes** and the **Audit Trail**.
o Every document and PPT uploaded (e.g., _Sample resignation.pptx_ ) is linked to its
stage for version tracking.
- **System Automation:**
o NBH approval automatically triggers Legal assignment.
o SLA tracking continues at each step; escalation is logged in Work Notes if delayed.
```
o Notifications are sent to all relevant stakeholders upon approval, send-back, or
withdrawal.
```
**7.4.4 Worknotes**
The **Work Notes** feature acts as the central communication and collaboration thread
within the resignation workflow. It captures all user interactions, remarks, and system-
triggered updates in a structured, time-stamped format. Each stakeholder — from
ASM to NBH and Legal — uses Work Notes to record discussions, queries,
clarifications, and final decisions related to the resignation case will be submitted from
Approval, Withdrawal or send back action.
**7.4.5 Personas-wise Accessibility & Visibility**
```
Role / Persona Responsibilities System Access & Actions
Dealer (External) Submits resignation via email on company
letterhead.
```
```
No portal access;
communicates via email
only.
DD-ASM (Area
Sales Manager)
```
```
Initiates workflow by uploading resignation
documents, adding dealer background, and
forwarding case.
```
```
Create, view, and
comment rights.
```
```
RBM + DD-ZM Conduct discussion with dealer, upload
remarks, and validate reasons.
```
```
Approve, Send Back,
Withdraw, upload
documents.
ZBH (Zonal
Business Head)
```
```
Validate business impact; forward decision
to DD Lead.
```
```
Approve, Send Back,
Withdraw rights.
DD Lead Consolidates inputs; prepares final
presentation with recommendations for
NBH.
```
```
Approve, Send Back,
Withdraw, upload
presentation.
NBH (National
Business Head)
```
```
Takes final decision; puts remarks in system;
triggers Legal action.
```
```
Final Approval rights.
```
```
Legal Uploads Resignation Acceptance Letter ;
communicates queries in Work Notes.
```
```
Upload and comment
rights; visible to DD Admin
& ASM.
DD Admin Reviews uploaded acceptance letter; shares
with ASM for final dealer communication.
```
```
Read & Download access.
```
```
System
(Automation)
```
```
Triggers notifications, maintains SLA
counters, logs Work Notes & Audit history.
```
```
Automated access only.
```
### 7.5 Resignation Progress Tracker
**7.5.1 Functionality Scope**
The **Progress** section provides a stage-wise, visual representation of the entire dealer resignation
workflow. It enables authorized users to track each approval checkpoint — from **request
submission** through **multi-level review** to **final legal acceptance**. Every stage dynamically
updates based on workflow actions such as _Approve_ , _Send Back_ , or _Withdraw_ , with complete
traceability of remarks, uploaded documents, and timestamps. This ensures full transparency,
accountability, and operational consistency across all hierarchical levels.
**7.5.2 Width**
- Presents a **chronological timeline** of the resignation process, beginning with _Request
Submitted_ and concluding with _Legal – Resignation Letter_.
- Each stage displays **status indicators** (Pending, In Progress, Approved, or Withdrawn) along
with the **responsible reviewer role**.
- Shows the **number of documents uploaded** at each stage, with direct view/download options.
- Allows reviewers to perform three key actions — _Approve_ , _Send Back_ , and _Withdraw_ — with
remarks made mandatory.
- If a request is **Sent Back** , it automatically reverts to the previous stage, recording remarks
in **Work Notes** and notifying the concerned user.
- On **Withdrawal** , the timeline is locked and marked _Closed – Withdrawn_ for historical reference.
- Once **NBH** provides final approval, the request is automatically assigned to **Legal** for
acceptance letter issuance.
- The **Legal stage** finalizes the process upon letter upload, marking the case _Completed_ and
notifying DD-Admin and field hierarchy.
**7.5.3 Depth**
- Each stage retains all **remarks, approvals, timestamps, and supporting documents** for
complete traceability.
- Integrates seamlessly with **Work Notes** and **Audit Trail** , ensuring real-time visibility of all
communications and escalations.
- Supports SLA-driven reminders and escalations that reflect directly in the timeline view.
- All uploaded documents (emails, resignation PPT, acceptance letter) remain permanently
mapped to their respective stages.
- Once the resignation is finalized, historical data stays accessible for compliance and audit
review.
**7.5.4 Personas-wise Accessibility & Visibility**
```
Persona /
Role
```
```
Access Level Permissions / Actions Visibility
```
```
DD-ASM /
AM
```
```
Area Level Uploads the dealer’s resignation
email and supporting PPT;
initiates forwarding for ASM
review.
```
```
Can view current stage and
all preceding
remarks/documents.
```
```
RBM + DD-
ZM
```
```
Regional / Zonal
Level
```
```
Reviews and discusses
resignation with the dealer;
provides comments and
forwards to ZBH; can send back
or withdraw.
```
```
Can view all area-level
details, remarks, and
uploaded documents.
```
```
ZBH Zonal Business
Head
```
```
Reviews RBM and DD-ZM
inputs; adds zonal remarks and
forwards to DD-Lead for review.
```
```
Can view complete case
details up to current stage.
```
```
DD-Lead National
Coordination
Level
```
```
Consolidates information;
prepares resignation
presentation with
recommendations; forwards to
NBH.
```
```
Can view entire history,
remarks, and document
trail.
```
```
NBH National
Business Head
```
```
Reviews final presentation; adds
decision remarks; approves
resignation for legal processing.
```
```
Can view and comment on
all prior approvals and
documents.
Legal Post-Approval
Level
```
```
Uploads the Resignation
Acceptance Letter and closes
```
```
Gains access only after NBH
approval; visible to DD-
Admin upon upload.
```
```
the case; can add queries via
Work Notes.
DD-Admin Administrative
Level
```
```
Reviews and distributes
acceptance letter internally;
ensures completion record
update.
```
```
Can view full progress
history and all final
documentation.
```
```
All Higher
Roles
(Read-
only)
```
```
Oversight Access for viewing status,
remarks, and uploaded files for
compliance or reporting.
```
```
View-only access for all
resignation-related data.
```
### 7.6 Documents & Audit Trail
**7.6.1 Functionality Scope**
The **Documents** and **Audit Trail** sections collectively ensure complete transparency and
traceability across the resignation workflow. The **Documents** tab serves as a centralized
repository of all artefacts submitted or generated during the process — including resignation
letters, presentations, communications, and acceptance letters. The **Audit Trail** automatically
captures every workflow action, recording who performed it, what was changed, and when,
ensuring full accountability and data integrity.
**7.6.2 Width**
- Allows upload and viewing of all resignation-related documents with type, uploader, and
upload date clearly listed.
- Supports restricted document viewing to authorized personas with download control.
- Provides versioned tracking of uploaded artefacts for compliance.
- The **Audit Trail** logs every stage transition, approval, comment, or document addition with
precise timestamps.
- Automatically records system-triggered events such as SLA reminders or email notifications.
**7.6.3 Depth**
- Each document remains linked to its respective workflow stage and accessible through
the **Progress Timeline**.
- All actions — _Approve_ , _Send Back_ , _Withdraw_ , _Upload_ , and _Assign_ — are recorded for
traceability.
- The system maintains an immutable historical log for governance and audit purposes.
- Entries in the Audit Trail display both user-driven and automated actions to ensure
comprehensive visibility.
**7.6.4 Personas-wise Accessibility & Visibility**
```
Persona /
Role
```
```
Access Level Visibility & Permissions
```
```
DD-ASM /
AM
```
```
Area Level Can upload resignation email and initial supporting
documents which is the resignation PPT
RBM + DD-
ZM
```
```
Regional / Zonal
Level
```
```
Can view all uploaded artefacts and upload discussion or
dealer communication documents.
ZBH Zonal Head Can review attached documents and see all prior uploads
with remarks.
DD-Lead National
Coordination
```
```
Can upload resignation presentation and verify uploaded
PPT files for completeness.
NBH National Business
Head
```
```
Can view all documents and approval history before
finalizing decision.
Legal Post-Approval Level Uploads final Acceptance Letter , visible to DD-Admin and
field teams.
DD-Admin Administrative
Oversight
```
```
Has full view and download access to all documents and
audit logs for closure verification.
```
## 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.
**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.
```
```
Approve Only
```
```
DD-Admin View complete timeline, upload dealer response &
Legal letter, initiate F&F.
```
```
Upload, Close
```
```
Dealer (Read-
only)
```
```
View SCN and Termination Letter post-issuance. View Only
```
## 9 Admin Section
### 9.1 Master Configuration – Organization
**9.1.1 1. Functionality Scope**
The **Master Configuration** module forms the foundation of the system’s administrative and
organizational setup. Within this, the **Regional Hierarchy & Zone Management** section enables
the **System Administrator** to define, structure, and maintain Royal Enfield’s official **Dealer
Development (DD) hierarchy** , ensuring every dealer, outlet, and user is correctly mapped to their
respective **Zone, Region, and Area**. This configuration drives workflow routing, approval
ownership, SLA tracking, and reporting alignment across all dealer-facing processes such as
onboarding, resignation, and F&F closure.
**9.1.2 2. Width**
- **Regional Hierarchy Overview:**
o Displays five zones — **North, South, East, West, and Central** — each summarizing:
▪ Total **Regions** under the zone
▪ Number of **Zonal Managers (ZMs)** , **Regional Business Managers (RBMs),**
**Area Sale Manager (ASM) & DD-AM (DD-Area Manager)**
▪
o **Zone Management** grid provides:
▪ **Zone Code** , **Zone Name** , and **Region**
```
▪ States and Areas Covered
▪ DD / ZM / RBM / ASM / DD-AM Counts
▪ Action controls — Edit , Delete
▪ Add Zone option for creating new records
```
- **Add/Edit Zone Form:**
o Input fields available for setup:
▪ **Zone Code** – e.g., _N-Z1_
▪ **Zone Name** – e.g., _North Zone_
▪ **Region** – Select from dropdown ( _UP, Punjab & others_ )
▪ **States Covered** – Multi-select dropdown populated from the Location
Master
▪ **Areas Covered** – Multi-select dropdown (district- or city-level sub-
mapping)
o **Save Zone:** Validates and commits configuration changes.
o **Cancel:** Closes form without saving.
**9.1.3 3. Depth**
- **Definition of Hierarchy:**
o The Royal Enfield network is structured as:
**Zone → Region → Area → Dealer / Showroom**
o Each level has clear administrative and operational ownership, ensuring
traceability and accountability across the dealer ecosystem.
o **Example – North Zone Structure:**
o North Zone ( 900 Dealers)
o ├── UP Region ( 180 Dealers)
o │ ├── Lucknow Area ( 8 Dealers)
o │ │ ├── Pushp Auto (Alambagh Showroom)
o │ │ ├── Rishabh Motors (Gomti Nagar)
o │ │ └── 6 More Local Outlets
o │ ├── Kanpur Area ( 10 Dealers)
o │ └── 13 Other Areas
o ├── Punjab Region ( 150 Dealers)
o └── 5 Other Regions
o This hierarchical configuration ensures that every **Dealer** , **Studio** , or **Outlet** is
mapped under a defined **Area** , which rolls up into a **Region** , and subsequently into
a **Zone**.
- **Data Mapping & Validation Logic:**
o Each **Zone** is assigned a unique identifier and linked to its parent **Region** and **Area**.
o **Dealer Development (DD)** resources are mapped to their respective areas for
process routing.
o State–Area relationships are validated to prevent overlapping coverage or
duplicate entries.
```
o Automatic recalculation of counts occurs when dealers or managers are
reassigned.
```
**9.1.4 Dealer Development Hierarchy & Responsibility Mapping**
```
Hierarch
y Level
```
```
Example from North
Zone Structure
```
```
Approx.
Dealer
Coverag
e
```
```
Responsible
Roles
```
```
Scope of
Oversight /
Visibility
```
```
Operational
Responsibilitie
s
```
```
National
Level
```
```
Pan-India – All Zones
(North, South, etc)
```
#### ~3,000+
```
Dealers
```
```
DD-Lead , DD-
Head , NBH , DD
```
**- Admin**
```
End-to-end
national
governanc
e across all
Zones,
Regions,
and Areas
```
- Oversee all
onboarding,
resignation,
and F&F
workflows
- Monitor SLA
adherence and
performance
metrics
- Approve
escalated cases
or exceptions
Zone
Level
```
North Zone (e.g.,
900 Dealers)
```
#### 700 –
#### 1,000
```
Dealers
per Zone
```
```
DD-ZM , ZBH Zonal
oversight
covering
multiple
Regions
and their
assigned
RBMs
```
- Review zonal
performance
- Coordinate
between
Regional and
National teams
- Validate
dealer
onboarding,
closure, and
SLA metrics
- Escalate
financial and
compliance
matters to DD-
Lead
Region
Level
```
UP Region , Punjab
Region , etc.
```
#### 100 – 200
```
Dealers
per
Region
```
```
RBM (Regional
Business
Manager)
```
```
Regional
oversight
covering
multiple
Areas
```
- Supervise
Area Managers
- Approve
dealer-level
operational
activities
```
under one
Region
```
- Ensure
adherence to
regional sales,
service, and
brand
standards
- Review and
forward
approvals to
DD-ZM or
higher
Area
Level
```
Lucknow Area (8
Dealers), Kanpur
Area (10 Dealers)
```
#### 5 – 15
```
Dealers
per Area
```
```
DD-AM (Area
Manager) , ASM
(Area Sales
Manager)
```
```
Area-level
operations
covering
dealers and
sub-
dealers
```
- Manage
direct dealer
interactions
and field audits
- Validate
dealer data,
documents,
and site
activities
- Report
progress,
feedback, and
resignation
inputs
upstream
- First point of
verification for
dealer
submissions
Dealer /
Outlet
Level
```
Pushp Auto
(Alambagh) , Rishab
h Motors (Gomti
Nagar)
```
```
1 Dealer
(Main /
Studio /
Service
Outlet)
```
```
DD-AM (Area
Manager) , ASM
(Area Sales
Manager)
```
```
Dealer
operations
reporting
into Area-
level roles
```
- Submit
onboarding,
resignation, or
compliance
documentation
- Coordinate
with DD-AM /
ASM for all
operational
requests
### 9.2 Zone, Region & Area Configuration
**9.2.1 Functionality Scope**
The **Zone, Region & Area Configuration** module defines the geographical and managerial
hierarchy governing Royal Enfield’s entire dealer network. It empowers the **Admin** to configure
the structural mapping of **Zones** , **Regions** , and **Areas** , thereby aligning operational
responsibilities and approval flows across Dealer Development (DD), Sales, and Business teams.
Each **Zone** is led by a **Zonal Business Head (ZBH)** and comprises multiple **Regions** managed
by **Regional Business Managers (RBMs)**. Within each region, **Area Sales Managers
(ASMs)** and **Dealer Development Area Managers (DD-AMs)** oversee localized dealer
operations. Above these field roles, the hierarchy extends to **Dealer Development Zonal
Managers (DD-ZM)** , **DD-Lead** , **DD-Head** , and finally the **National Business Head (NBH)** ,
ensuring visibility and governance across all levels.
This structure serves as the foundation for all workflows — including **Onboarding, Resignation,
Termination, and F&F Settlements** — ensuring automated routing, escalation, and
performance tracking aligned to the correct operational hierarchy.
**9.2.2 Width**
This module spans the full organizational hierarchy and covers all geographic and managerial
relationships that define how workflows are routed and governed:
- **Zone Configuration**
```
o Define zone code, name, and description (e.g., North Zone, South Zone).
o Assign the Zonal Business Head (ZBH) & DD-ZM with name, contact, and email.
o Select all states and union territories falling under the zone’s jurisdiction.
```
- **Regional Configuration**
o Create one or multiple regions (Sates) under each zone.
o Assign a **Regional Business Manager (RBM)** and link them with contact details.
o Map states and districts under the region.
o Specify the total **Regional Officers** and **Area Managers** working under the region.
- **Area Configuration (ASM / DD-AM Assignment)**
o Configure **Area Sales Managers (ASM)** and **Dealer Development Area Managers**
**(DD-AM)** with designated city or district coverage.
o Link each ASM/DD-AM to their corresponding Region and Zone.
o Set contact details, status, and operational scope (Active/Inactive).
- **Hierarchy Linkage Across Levels**
o Each region and area automatically link upward to **DD-ZM** , **ZBH** , and **DD-Lead** ,
ensuring system-level routing alignment.
o National roles such as **DD-Head** and **NBH** inherit macro-level visibility across all
configured territories.
**9.2.3 Depth**
- **Organizational Mapping:**
Each dealer request or case — whether onboarding, resignation, or termination —
inherits its routing chain from this hierarchy (e.g., ASM → RBM → ZBH → DD-Lead →
NBH). This ensures consistent reporting and accountability.
- **Role Interlinking:**
o **ASM & DD-AM** : Manage dealer operations, visit tracking, and initial-level data
inputs.
o **RBM & DD-ZM** : Conduct mid-level evaluations and provide regional performance
oversight.
o **ZBH** : Supervises zonal dealer network health and strategic decisions.
o **DD-Lead & DD-Head** : Manage pan-India dealer policies, escalations, and
workflow resolutions.
o **NBH** : Holds final oversight and decision authority for national-level approvals.
- **Geographic Traceability:**
Every configuration entry — from zone to district — enables traceable linkage of dealer
location, responsible officers, and workflow approvals.
- **Dynamic Updates & Scalability:**
Admins can modify or reassign any role or coverage area without disrupting ongoing
workflows. The system auto-updates workflow routing, escalation hierarchy, and
reports in real time.
- **There can be multiple users mapped at same role.** For example, there can be 2 ZBH or 3
DD-ZM at a same Zone.
- **Data Consistency & Integration:**
Each change reflects across dependent modules like **Role & Permissions** , **SLA**
**Management** , and **Email Notifications** , ensuring all updates remain synchronized.
**9.2.4 Personas-wise Accessibility & Visibility**
```
Persona Responsibilities in Module Access Level
Admin Creates, edits, and manages the entire hierarchy —
zones, regions, and ASMs. Assigns officers and
maintains real-time linkage between geographic and
managerial structures.
```
```
Full Access
```
```
DD-AM (Dealer
Development Area
Manager)
```
```
Views assigned area (district/city), local dealers, and
reporting managers.
```
```
View Only
```
```
ASM (Area Sales
Manager)
```
```
View assigned territory’s dealer operations, monitors
requests, and coordinates with RBM.
```
```
View &
Comment
RBM (Regional
Business Manager)
```
```
View regional offices, assigns ASMs, and validates
dealer-level data.
```
```
Edit within
assigned
region
DD-ZM (Dealer
Development Zonal
Manager)
```
```
Reviews dealer development operations within the
zone and collaborates with RBMs.
```
```
View &
Comment
```
```
ZBH (Zonal Business
Head)
```
```
Monitors zone-level performance and ensures
escalation or workflow alignment with DD-Lead.
```
```
View &
Comment
DD-Lead Reviews configuration consistency, ensures correct
routing for all workflows, and validates escalation
logic.
```
```
View Only
```
```
DD-Head Reviews national-level structure, oversees zonal and
regional performance, and approves any
configuration realignment.
```
```
View Only
```
```
NBH (National
Business Head)
```
```
Holds complete top-level visibility for all zones,
oversees configuration for governance and reporting
accuracy.
```
```
View Only
```
### 9.3 Roles & permissions
**9.3.1 Functionality Scope**
The **Roles & Permissions** module governs how users across Royal Enfield’s Dealer Development
and allied departments (Finance, Legal, FDD) interact with the system.
It ensures each role has controlled access to relevant workflows, reports, and actions within
the **Dealer Lifecycle** — from opportunity creation and onboarding, through evaluation and FDD,
to resignation and closure. The module supports **multi-level permission granularity** , allowing
both **role-based** and **user-specific** privilege configurations. This provides flexibility to assign
additional or restricted access based on operational necessity while maintaining organizational
compliance and hierarchy alignment.
**9.3.2 Width**
- **Role Management Dashboard:**
o Displays every configured role along with its assigned permissions and mapped
users.
o Columns include:
▪ **Role Name**
▪ **Permissions** (summary + expandable list)
▪ **User Count**
▪ **Actions** ( _Edit_ , _Delete_ )
- **Add/Edit Role:**
o **Role Name** – unique identifier (e.g., _DD-ZM_ , _Finance_ , _Legal_ ).
o **Description** – outlines the role’s scope (e.g., _Manages Zonal Operations & Level- 1_
_Evaluation_ ).
o **Permission Toggles:**
▪ View / Review / Approve / Reject Applications
▪ Upload Documents
▪ Schedule Interviews
▪ Manage Users
▪ View Reports
▪ Configure SLA
▪ Manage Templates
▪ View / Verify Payments
- **Save Role / Cancel** – commits or discards changes.
**9.3.3 Depth**
```
9.3.3.1 Role Responsibilities & Hierarchy Mapping
Level / Function Roles Involved Scope of Responsibility Core Permissions
```
Area Level
(Field
Operations)
```
DD-AM (Dealer
Development
Executive / Area
Manager)
```
```
Identifies new dealership
opportunities on-ground,
interacts with prospects,
validates field data, and
supports documentation
readiness.
```
```
View & upload
applications, update
opportunity details,
add work notes.
```
Level- 1
Evaluation
(Zonal /
Regional
Assessment)
```
DD-ZM + RBM Conducts initial evaluation
using KT Matrix , reviewing
applicant credentials,
financial potential, and local
market understanding.
```
View, review, and
approve Level- 1
applications; record KT
scores; schedule
interviews.
Level- 2
Evaluation
(Strategic
Assessment)
```
DD-Lead + ZBH Reviews shortlisted
applications for business
alignment, operational
readiness, and strategic fit.
Approves or forwards for
final evaluation.
```
```
Approve/Reject
applications, review
interview feedback,
upload evaluation
documents.
```
Level- 3
Evaluation
(National
Approval)
```
NBH + DD-Head Conducts final decision-
making for dealership
onboarding or closure,
ensuring alignment with
brand growth and financial
feasibility.
```
```
Full visibility of all
applications, approve
or reject at final stage,
review all attachments
and reports.
```
Financial Due
Diligence (FDD)
```
FDD Team Performs external financial
due diligence for assigned
applications. Limited view of
assigned cases only. Can
upload FDD reports and raise
work notes for queries.
```
```
Upload FDD report, add
comments in work
notes, mark
completion.
```
Finance **Finance Team** Manages payment-related
verifications, security deposit
validations, and refund
approvals for resignations.
View and verify
payments, upload
supporting documents,
confirm receipts.
Legal **Legal
Department**
```
Reviews LOI, LOA, dealership
termination letters, and
agreement documents for
compliance.
```
View legal documents,
upload vetted files,
provide legal remarks,
approve or return for
correction.
National
Governance
```
DD-Lead, DD-
Head, NBH, DD-
Admin
```
```
Central oversight for all
zones; monitors workflows,
SLA compliance, and
manages role/user
configurations.
```
```
Full system visibility,
manage roles,
configure SLA, access
reports and audit logs.
```
```
9.3.3.2 Customizable Permission Framework
```
- **Role-Level Permissions:**
Define the baseline privileges for all users under a given role (e.g., all DD-ZMs can _view_
_applications_ , _review_ , and _approve_ Level-1).
- **User-Level Overrides:**
Allow case-specific adjustments for individuals.
o Example: Two DD-ZMs under different zones — one may have additional
permission to _view reports_ , while another may be limited to _review and approve_
_applications_ only.
- This layered model ensures consistency in role design while supporting operational
adaptability.
```
9.3.3.3 Audit & Security Controls
```
- Every permission change (at both role and user levels) is logged under **Audit Trail** with
timestamp, actor ID, and before-after states.
- Ensures traceability of configuration changes for compliance with Royal Enfield’s data-
governance framework.
- System auto-validates access inheritance to prevent privilege conflicts between
dependent modules.
**9.3.4 4. Personas-Wise Access Summary**
```
Persona /
Role
```
```
Level Operational Focus Permission Highlights
```
```
DD-AM Area Ground opportunity
identification, field
validation
```
```
Add work notes
```
```
RBM Regional Regional evaluation & KT
Matrix scoring
```
```
Review documents, add remarks,
shortlist
DD-ZM Zonal Zonal evaluation & Level- 1
approval
```
```
Approve Level-1, manage users
```
```
ZBH Zonal Strategic oversight & Level- 2
evaluation
```
```
Approve Level-2, upload summary,
finalize recommendations
DD-Lead National Governance & performance
oversight
```
```
Manage users, approve Level- 2
evaluations
DD-Head National Final authorization Full system access, finalize
decisions
NBH National Strategic business head Joint Level- 3 evaluation,
approve/reject final decision
```
```
FDD External Financial due diligence Upload FDD reports, query via work
notes
Finance Cross-
functional
```
```
Payment validation &
security deposit checks
```
```
View/verify payments, upload
receipts
Legal Cross-
functional
```
```
Legal document review Upload & verify legal documents,
add remarks
DD-Admin National Configuration management Manage roles, SLA, locations,
templates, schedule interviews
```
### 9.4 SLA Configuration & Escalation Management
**9.4.1 Functionality Scope**
The **SLA Configuration** module enables Admin to define, monitor, and enforce **Turnaround Time
(TAT)** for every activity across the dealer lifecycle (onboarding, interviews, FDD, legal, payments,
resignation, F&F, LOI/LOA, EOR, etc.). The system supports **three-level escalation** , **pre-TAT
reminders** , and **post-TAT breach notifications**. All reminders and escalations are **auto-logged in
Work Notes** and **trigger email + in-app notifications** , ensuring traceability, transparency, and
timely closure.
**9.4.2 Width**
- **SLA Templates**
o Activity/Stage (e.g., _Level-1 Interview Feedback_ , _FDD Report Upload_ , _Payment_
_Verification_ , _LOI Approval_ , _Resignation Review_ ).
o Owner Role (e.g., **DD-ZM** , **RBM** , **ZBH** , **DD-Lead** , **Finance** , **Legal** , **FDD** ).
```
o TAT Unit & Calendar: hours/days, working days
o Pre-TAT Reminders: schedule one or more reminders (e.g., T-48h , T-24h , T-2h ).
o Escalation Matrix (3 levels):
▪ L1: After breach +X hours → Escalate to immediate supervisor (e.g., RBM
→ DD-ZM).
▪ L2: If still open +Y hours → Escalate to zonal authority (e.g., ZBH / DD-Lead).
▪ L3: If still open +Z hours → Escalate to national authority (e.g., DD-Head /
NBH ).
o Notification Channels: email, in-app notification, optional SMS.
o Work Notes Posting: auto-post reminder/escalation entries with timestamp, SLA
name, and due metrics.
o Repeat Overdue Reminders: configurable cadence (e.g., every 24h until closure).
o Pause Rules (optional): pause SLA when status is On Hold / Waiting for
Applicant / Awaiting External (e.g., FDD).
o Scope Rules: by Zone/Region/Area, by Role, by Activity Type, and by Application
Category.
```
- **Dashboards & Views**
o **My SLA Queue:** due soon, breached, and escalated items for the logged-in user.
o **Aging Buckets:** 0 – 25%, 26–75%, 76–99%, Breached.
o **SLA Badges** on list cards and detail pages (green/amber/red) with remaining time.
o **Reports:** breach rate, average resolution time, top delayed activities, escalations
by level/role/region.
**9.4.3 Depth**
- **Clock Start/Stop Logic**
o SLA starts when the activity is **created/assigned** to the owner role.
o SLA **pauses** on configured statuses (e.g., _Waiting for Applicant / FDD /_
_Legal_ ), **resumes** on return to active.
o SLA **stops** on closure states (e.g., _Approved/Rejected/Completed_ ).
- **Reminder & Escalation Execution**
o At each pre-TAT checkpoint the system:
▪ Sends **email + in-app reminder** to the activity owner.
▪ **Posts an automated Work Note** (e.g., “T-24h: Reminder sent to RBM for
Level-1 Feedback”).
o On TAT breach:
▪ Marks item **Breached (red)** , posts **Work Note** with elapsed time.
▪ Triggers **Escalation L1** to the mapped role; if not resolved within L1
window, cascades to **L2** then **L3**.
▪ Each escalation includes assignee, timestamp, reason, and a link to the
record.
**9.4.4 Personas-Wise Accessibility & Visibility**
```
Persona Accessibility Visibility
System Admin Create/edit/activate/deactivate SLA templates;
define calendars, holidays, pause rules; set
escalation roles and notification schedules.
```
```
Global.
```
```
DD-Admin Map activities to templates; monitor SLA status;
initiate corrective routing.
```
```
National/regional
(as allowed).
Owners (DD-AM,
RBM, DD-ZM, ZBH,
DD-Lead, Finance,
Legal, FDD)
```
```
Receive reminders; act on assigned items; view
timers, badges, and Work Notes; acknowledge
escalations.
```
```
Assigned records
and queues.
```
```
DD-Head / NBH Receive L3 escalations; view breach dashboards;
intervene/realign ownership.
```
```
Pan-India.
```
```
System (Automation) Runs timers, posts Work Notes, sends
notifications, cascades L1→L2→L3 escalations,
updates dashboards.
```
```
Background.
```
**9.4.5 Example SLA (illustrative)**
- **Activity:** _Level-1 Interview Feedback (KT Matrix)_
- **Owner: DD-ZM + RBM**
- **TAT:** 2 working days; Business hours 9:00–18:00; weekends excluded.
- **Reminders:** T-24h and T-4h to owners.
- **Escalations:**
o **L1 (T+4h):** to **ZBH**
o **L2 (T+12h):** to **DD-Lead**
o **L3 (T+24h):** to **DD-Head/NBH**
- **System Actions:** badges on record; Work Notes for every reminder/escalation; email + in-
app notifications at each step.
### 9.5 Email & Letter Templates Management
**9.5.1 Functionality Scope**
The **Email & Letter Templates** module enables system administrators to configure and automate
communication across all dealer lifecycle workflows — including onboarding, interviews,
payments, FDD, approvals, and resignation stages. Each template defines **trigger-based
notifications** , ensuring timely and consistent communication between internal users (DD roles,
RBM, ZBH, etc.) and external applicants. Templates can dynamically pull context-specific details
using **system variables** and can be activated, edited, or versioned at any time.
This module ensures communication uniformity across regions and roles while
supporting **automation triggers** , **personalized content** , and **multi-channel delivery** (email + in-
app notifications).
**9.5.2 2. Width**
```
9.5.2.1 Template Management Dashboard
```
- Displays all active and inactive templates with details such as:
o **Template Name** – e.g., _Application Received_ , _Interview Scheduled_ , _SLA Breach_
_Warning_.
o **Subject Line** – dynamic subject that appears in email notifications.
o **Trigger Event** – specifies when the email is auto-sent (e.g., on approval, rejection,
or SLA breach).
o **Last Modified Date** – timestamp of latest changes for version control.
o **Actions** – _Edit_ , _Duplicate_ , _Delete_.
```
9.5.2.2 Add / Edit Template
```
Each email template includes configurable fields:
- **Template Name:** Internal label for easy identification (e.g., _Application Approved_ ).
- **Email Subject:** Subject line used for recipients (e.g., _Congratulations! Your Application_
_Has Been Approved_ ).
- **Trigger Event:** Selects the system action that will initiate the email (dropdown includes):
o On Application Submission
o On Approval
o On Rejection
o Interview Scheduled
o Document Request
o Payment Required
o SLA Breach Warning
o Payment Reminder
- **Template Body:** Rich-text editor (HTML support) with system variable placeholders for
dynamic insertion.
- **Active Template Toggle:** Enables or disables template without deletion.
- **Save / Cancel Buttons:** Commit or discard edits.
**9.5.3 3. Depth**
```
9.5.3.1 Trigger Mechanism
```
Each configured template is mapped to an **event listener** within the workflow. When a user or
system action matches the trigger condition, an automated email and in-app notification are
generated and dispatched to the intended recipients.
For example:
- When an applicant submits a form → triggers _Application Received_ template.
- When DD-ZM schedules an interview → triggers _Interview Scheduled_ template.
- When SLA for an activity nears breach → triggers _SLA Breach Warning_ template.
```
9.5.3.2 Dynamic Data Population
```
Templates leverage **predefined system variables** to automatically populate relevant data,
ensuring contextual accuracy. Available variables include:
```
Variable Description
```
{{applicant_name}} (^) Applicant’s full name
{{application_id}} Unique application identifier
{{application_date}} (^) Submission date
{{interview_date}} (^) Scheduled interview date
{{interview_time}} Scheduled interview time
{{status}} (^) Current application status
{{reason}} (^) Reason for rejection or remark
{{company_name}} Dealer firm or business entity name
{{location}} (^) Preferred / applied dealership location
{{reviewer_name}} (^) Approver or interviewer name
{{payment_amount}} Amount due or verified
{{due_date}} (^) Payment / response deadline
{{support_email}} (^) Official support or contact email
Variables are replaced dynamically at runtime, ensuring personalized and accurate
communications without manual edits.
```
9.5.3.3 Trigger Linkage & Workflow Integration
```
- The module is fully integrated with system workflows — **Dealer Onboarding, Interview**
**Evaluation, FDD, Finance, Legal, and Resignation**.
- Templates can be reused across similar workflows and roles, minimizing duplication.
- Each workflow can have multiple templates mapped to distinct sub-events (e.g., _Interview_
_Scheduled_ vs _Interview Rescheduled_ ).
```
9.5.3.4 Escalation & SLA Communication Integration
```
- SLA reminders and escalations leverage the same template framework.
- Templates like _SLA Breach Warning_ and _Pending Action Reminder_ automatically pull
escalation hierarchy and timestamps.
- Escalations are simultaneously logged in **Work Notes** to maintain an auditable
communication trail.
**9.5.4 4. Personas & Permissions**
```
Role Access Type Description
System Admin / DD-Admin Full Access Create, edit, activate, deactivate, or delete
templates; map triggers; modify variables.
DD-Lead / ZBH / DD-Head Limited
View
```
```
Can preview active templates relevant to their
workflow.
All Other Roles (RBM, DD-
ZM, Finance, FDD, Legal)
```
```
Execution-
Only
```
```
Receive or trigger templates automatically; no
edit rights.
```
**9.5.5 5. Example Template Configuration**
```
Field Value
Template
Name
```
```
Interview Scheduled
```
```
Subject Interview Scheduled – Royal Enfield Dealership
Trigger When Interview Scheduled
Body Dear {{applicant_name}},
```
```
Your interview for the Royal Enfield Dealership has been scheduled
on {{interview_date}} at {{interview_time}}.
```
```
Location: {{location}}
Reviewer: {{reviewer_name}}
```
```
Please ensure timely attendance.
```
```
Regards,
Royal Enfield Dealer Development Team
Active Yes
```
### 9.6 Opportunity Management (Geography & Window Setup)
**9.6.1 Functionality Scope**
The **Opportunity Management** module allows Admin to define where and when dealership
opportunities are open. Admin can create opportunities at **Zone → Region → Area** granularity,
specify **From / To dates** , and manage the status ( **Active / Inactive / Closed** ). The module also
provides **date-range filters** and reports to view **historical opportunity windows** , ensuring
transparency, traceability, and controlled intake of applications.
**9.6.2 Width**
- **Create / Edit Opportunity**
1. **Geography:** Zone → Region → Area (cascading drop-downs), plus **State / City /**
**District**.
2. **Opportunity Details:** Opportunity Type (Main / Studio / Service), **Capacity** (no. of
dealer slots), **Priority** , Notes/Justification.
3. **Open Window: From Date** and **To Date** (business calendar), optional **Auto-close**
**on end date**.
4. **Ownership:** Responsible Role (e.g., DD-ZM / RBM) for visibility and SLA routing.
5. **Status:** Draft / Active / Inactive / Closed.
6. **Attachments (optional):** Market study, demand assessment, approvals.
- **List & Search**
1. Columns: State, City, District, Zone, Region, Area, Opportunity Type, Capacity,
Status, Open From, Open To, Last Updated.
2. Quick actions: **Edit**
3. Global search and multi-facet filters (Zone/Region/Area, State/City/District, Type,
Status).
- **Date-Range & Historical View**
1. **Filter by From–To Date** to see which locations were open within a selected
window.
2. Toggle **“Show only open during range”** or **“Show all with overlap”**.
3. Export results (CSV/XLS) for audits and leadership review.
**9.6.3 Depth**
1. **Cascading Geography:** Selecting a **Zone** filters **Regions** ; selecting
a **Region** filters **Areas** ; **State/City/District** lists are bound to the chosen Area.
2. **Window Logic:** An opportunity is **Active** only within its **From–To** dates; the system auto-
marks **Closed** on expiry if _Auto-close_ is enabled.
3. **Status Lifecycle:**
o **Draft → Active → Inactive/Closed**. Inactive hides the location from the public
form; Closed retains history.
4. **Notifications:** When a window is **activated** or **closed** , notify mapped **DD-ZM/RBM**
5. **Historical Reporting:**
o Date filter computes **effective windows** (open or overlapping) within the selected
range and shows **who created/edited** , timestamps, and notes.
**9.6.4 Personas-wise Accessibility & Visibility**
```
Persona Accessibility Visibility
Admin / DD-
Admin
```
```
Create, edit, activate/deactivate, archive opportunities;
bulk upload; run exports; manage conflicts and capacity. Nationwide.^
DD-Lead / DD-
Head / NBH
```
```
View dashboards and historical reports; download
exports. Nationwide.^
ZBH / DD-ZM /
RBM
```
```
View opportunities for their Zone/Region ; receive
activation/closure notifications; capacity view.
```
```
Scoped to assigned
geographies.
ASM / DD-AM Read-only list for assigned Areas to plan ground activities. Area-level.
System (Public
Apply Form)
```
```
Shows only Active opportunities within current date and
capacity; hides inactive/closed ones. N/A^
```
**9.6.5 Validation & UX Notes**
1. **Required:** Zone, Region, Area, Opportunity Type, From Date, To Date, Status.
2. **Date Checks:** _From_ must be ≤ _To_ ; warn if window is in the past; prevent zero-length
windows unless explicitly allowed.
3. **Timezone & Calendar:** Respect business calendar; holidays can be referenced for SLA tie-
ins.
4. **Inline Status Chips: Active (green)** , **Inactive (gray)** , **Closed (blue)** for quick scanning in the
list.
5. **Filter Presets:** _Currently Open_ , _Upcoming_ , _Expired_ , _My Zone_ for fast navigation.
## 10 F&F Case...............................................................................................................................
The **Full & Final (F&F) Settlement** process enables the Finance team to close all financial
obligations with a dealer after resignation or termination. Once triggered by Legal, the
system consolidates inputs from all departments to capture dues, recoveries, and
clearances. Finance reviews and validates these entries, prepares the final settlement
summary, and executes payment or recovery based on the calculated net amount. All
actions, remarks, and proofs are recorded in the system for transparency, and the case
is marked as **F&F Completed** once the transaction and approvals are finalized.
### 10.1 F&F Settlement Progress Timeline
**10.1.1 Functionality Scope**
The **F&F Settlement Progress Timeline** provides a sequential, stage-wise overview of the
dealer’s Full & Final (F&F) settlement journey — right from initiation to final completion.
It acts as a unified visual tracker for Finance, Legal, DD, and Admin teams, enabling transparent
monitoring of all financial closure activities, departmental dependencies, dealer discussions,
and documentation milestones.
Each stage dynamically updates in real-time based on workflow actions performed by
responsible stakeholders, showing the exact case status and progress across all involved
departments.
**10.1.2 Width**
The timeline integrates all key phases and users involved in the financial closure ecosystem,
including:
- **DD-Lead / DD-Admin:** Initiate the F&F process upon Legal approval of Resignation or
Termination.
- **Finance:** Validate departmental responses, calculate payables/recoverables, initiate
discussion with the dealer, and finalize settlement disbursement or recovery.
- **Departments (16 Functional Units):** Submit financial clearances or pending dues data
through their respective interfaces.
- **Legal:** Verify settlement completion for compliance and record-keeping.
**10.1.3 Depth**
The timeline comprises six structured stages, each with clearly defined ownership, system
actions, and dependencies.
```
10.1.3.1 F&F Initiated
```
- **Owner:** DD-Lead / DD-Admin
- **Description:**
Marks the creation of the F&F case post-approval of Resignation or Termination.
System auto-generates the **Case Number** (e.g., _FNF- 2025 - 001_ ) and pre-populates dealer
details such as name, location, and request type.
- **System Actions:**
o Case record created under Finance module.
o Notification sent to Finance and departmental stakeholders.
o Status: _Completed_ once initialization is confirmed.
```
10.1.3.2 Department Responses Received
```
- **Owner:** All Functional Departments
- **Description:**
Each department submits its NOC or dues-related information through the integrated
F&F clearance form.
Departments that owe or are owed amounts mark respective payables/receivables with
remarks.
- **System Actions:**
o Progress bar updates with response count (e.g., _12 of 16 Departments_
_Responded_ ).
```
o SLA-based reminders triggered for pending responses.
o Timeline stage remains Pending until all NOCs are received or escalated.
```
```
10.1.3.3 Finance Final Summary
```
- **Owner:** Finance
- **Description:**
The Finance team consolidates all departmental responses, computes total payables,
receivables, and deductions, and prepares a comprehensive **Settlement Summary**
**Report**.
- **System Actions:**
o Auto-calculation using predefined formula:
Net Settlement = Total Payables – Total Receivables – Deductions.
o Finance reviews and verifies supporting documents.
o Work Notes used to raise clarifications to departments or DD-Lead.
o Status changes to _Pending Dealer Discussion_ after internal approval.
```
10.1.3.4 Financial Discussion with Dealer
```
- **Owner:** Finance + Legal + DD-Lead
- **Description:**
The Finance and Legal teams review the computed summary with the dealer to confirm
payable or recoverable balances.
Dealer may be invited to review supporting documentation and validate accuracy.
- **System Actions:**
o Discussion details logged under **Work Notes** with date and participants.
o Dealer confirmation captured in remarks.
o Settlement sheet locked for final processing once dealer agreement is
confirmed.
```
10.1.3.5 Full and Final Settlement
```
- **Owner:** Finance
- **Description:**
All financial actions — including payments, recoveries, and internal ledger updates —
are executed.
Proof of payment, transaction IDs, and settlement receipts are uploaded.
- **System Actions:**
o Transaction details (Mode, Reference, Amount, Date) entered in **Settlement**
**Verification**.
o Status updated to _Processed_ once Finance approves the settlement.
o System triggers automated notifications to DD-Admin, Legal, and DD-Lead.
```
10.1.3.6 F&F Complete
```
- **Owner:** Finance + DD-Admin + Legal
- **Description:**
The final stage confirming that the F&F process has been fully completed, all payments
or recoveries are reconciled, and all documentation is finalized.
- **System Actions:**
o Case status updated to _Closed_.
o Settlement report archived in **Audit Trail**.
o Final closure notification sent to all stakeholders.
**10.1.4 Personas-wise Accessibility & Visibility**
```
Persona Timeline Visibility Actions Allowed
DD-Lead / DD-
Admin
```
```
Full visibility of all stages from initiation to
completion.
```
```
Initiate F&F, Upload
Docs, Add Notes
Finance Complete visibility across all stages with
actionable control from Stage 3 onwards.
```
```
Verify, Approve, Reject,
Comment
Departments (16
Units)
```
```
Visible until Department Responses stage. Submit NOC, Add
Comments
Legal Visible from Dealer Discussion to Final
Closure.
```
```
Review, Comment
```
```
NBH / ZBH / DD-
Head
```
```
View-only summary of financial progress. None
```
### 10.2 Department Responses
**10.2.1 Functionality Scope**
The **Department Responses** section serves as a consolidated interface for tracking NOC
submissions and financial dues from all departments involved in the dealer’s Full & Final (F&F)
settlement.
It provides Finance and DD teams with a transparent view of each department’s clearance
status, whether the department owes a payment to the dealer ( _Payable_ ) or the dealer owes the
department ( _Recovery_ ).
This enables complete financial visibility before the final settlement summary is prepared.
**10.2.2 Width**
This module connects all **functional departments (up to 16 units)** including Sales, Service, Parts,
Finance, Warranty, Marketing, HR, IT, Legal, Logistics, and Quality.
Each department inputs its clearance data — marking whether any dues exist — and provides
supporting remarks or payable/recovery amounts.
The respective department person will login and fill his respective amount.
**10.2.3 Depth**
- **Status Indicators:**
Each department’s submission is color-coded and categorized as:
o 🔴 _Dues_ – Outstanding amount identified.
o 🟢 _No Dues_ – Cleared with no financial impact.
```
o ⚪ Pending – Awaiting departmental response or review.
```
- **Amount Details:**
When dues are identified, the department specifies the **Amount Type** (Payable or
Recovery) and corresponding **Value** , which directly contributes to the Finance team’s
final calculation matrix.
- They will login with there respective account and fill the details.
- **Remarks Section:**
Every response includes contextual remarks for clarity, such as “Outstanding amount
identified” or “Cleared,” ensuring traceable communication between departments and
Finance.
**10.2.4 Personas-wise Accessibility & Visibility**
```
Persona Role in this Section Access Level
Finance Reviews all departmental submissions, verifies
payable/recovery entries, adds notes.
```
```
Full Access
```
```
Departments (16
Units)
```
```
Submit NOC, mark dues/no-dues, enter remarks, and
upload proofs if applicable and add amount (if any)
```
```
Edit / Submit
```
```
DD-Lead / DD-
Admin
```
```
Monitors overall progress of departmental responses and
follows up on pending inputs.
```
```
View /
Comment
Legal / NBH / ZBH Verify final status before case closure. View Only
```
## 11 Finance Dashboard
The **Finance Dashboard** provides a unified workspace for managing all financial activities
related to dealer onboarding and offboarding. It gives Finance users complete visibility
into **pending verifications, approved transactions, and Full & Final (F&F) settlements** across
both Resignation and Termination cases. The dashboard is divided into two key
segments — **Onboarding** , which focuses on verifying dealer security deposits and initial
payments made via RTGS or NEFT, and **F&F Settlement** , which consolidates all
department-wise responses, calculates final payable or recoverable amounts, and
facilitates settlement approvals.
### 11.1 Finance Dashboard Page
**11.1.1 Functionality Scope**
The **Finance Dashboard** serves as the centralized workspace for the Finance team to verify
dealer-related financial transactions and settlements — both during onboarding and
offboarding processes.
It ensures end-to-end visibility of **Security Deposit verifications** for new dealerships and **Final
F&F settlements** for dealers resigning or terminated, thereby providing financial traceability
across the dealership lifecycle.
The dashboard operates in two distinct functional tabs:
- **Onboarding:** For validating advance payments (Security Deposit, Initial Fees, etc.)
submitted by dealers during application onboarding.
- **F&F Settlement:** For managing Final Settlement workflows
upon **Resignation** or **Termination** , involving multi-department inputs and Finance
validation before closure.
The system provides summarized counters for quick insights — _Pending Verification_ , _Verified
Payments_ , _Pending F&F Summaries_ , and _Completed F&F_ — enabling Finance to prioritize action
items efficiently.
**11.1.2 Width**
The Finance Dashboard is cross-functional, connecting the following stages and roles:
- **During Onboarding:**
o Receives dealer payment data (Security Deposit, Bank Details, Transaction ID,
Mode of Payment, etc.).
o Enables Finance users to verify authenticity of RTGS/NEFT transactions by cross-
checking with corporate account statements.
o Allows upload of verified transaction proof or remarks in case of mismatch.
- **During Offboarding (Resignation / Termination):**
o Auto-fetches the list of dealers approved for exit by NBH and Legal.
o Tracks the **F&F Summary** preparation status and department responses.
o Consolidates financial liabilities, recoverables, or pending clearances.
o Generates a unified view of financial closure and triggers completion once all
departments respond.
The dashboard integrates with **Legal** , **DD-Admin** , and **DD-Lead** modules to ensure that once a
dealer exit is approved, the Finance team receives all relevant data automatically for settlement
initiation.
**11.1.3 Depth**
```
11.1.3.1 Onboarding – Payment Verification
```
- **Initiation:**
Dealer payment details (Security Deposit, Mode of Payment, Transaction ID, and Bank
Name) are captured during onboarding.
- **Verification Process:**
o Finance validates the transaction against company account records.
o Uploaded documents like **Payment Receipt** or **Bank Statement** are reviewed.
o Finance user confirms verification by entering the verified transaction ID,
received date, and remarks.
- **System Actions:**
o On successful verification, payment status updates to **Verified** , triggering an
email + in-app notification to DD-Admin and DD-Lead.
o If discrepancies are found, Finance can flag the payment for review with remarks
in Work Notes.
- **Dashboard Counters:**
o **Pending Verification:** Lists all onboarding payments awaiting Finance
confirmation.
o **Verified:** Displays successfully validated payments along with transaction logs
and verifier details.
```
11.1.3.2 Offboarding – F&F Settlement Summary
```
- **Trigger:**
Once Legal uploads the **Resignation Acceptance** or **Termination Letter** , the case
automatically appears in the Finance Dashboard under _F&F Settlement._
- **Process Flow:**
1. System collates the **Dealer Exit Case (Resignation/Termination)** details.
2. Pulls financial obligations, pending dues, recoverables, and credit balances from
connected departments (e.g., Parts, Apparel, DMS, Marketing).
3. Displays a departmental response tracker (e.g., _16/16 Departments Responded_ ).
4. Finance reviews the consolidated data and creates the **Final Settlement**
**Summary**.
5. On approval, status changes from _Pending Finance Summary_ to _Completed_ and
the record is archived for reporting.
- **Work Note & Communication:**
1. Finance can use the **Work Notes** tab to tag DD-Lead, Legal, or Admin in case
clarifications are needed.
2. Each note gets timestamped and appears under **Audit Trail** for traceability.
3. Upon finalization, a system-generated confirmation triggers notification to DD-
Admin for closure.
- **Automation & Notifications:**
1. SLA reminders alert Finance for pending verifications nearing expiry.
2. Status changes (Pending → Verified / Completed) are reflected across modules
instantly.
**11.1.4 Personas-wise Accessibility & Visibility**
```
Persona Responsibilities & Actions Access Level
Finance
(Primary
Owner)
```
```
Verify onboarding payments, review RTGS details, create and
approve F&F summaries, add Work Notes.
```
```
Full Access
```
```
DD-Admin Upload payment proofs during onboarding, upload dealer reply or Legal letters during offboarding, view Finance remarks. Upload / View
```
```
DD-Lead Review verified payment records, view F&F progress, respond
to Finance queries in Work Notes.
```
```
View /
Comment
Legal Cross-reference Finance completion before case closure. View Only
```
```
NBH / ZBH Monitor high-level financial progress for terminated or resigned
dealers.
```
```
View Only
```
```
Dealer (Read-
only)
```
```
Can view payment verification and F&F closure confirmation in
dealer portal. View Only^
```
### 11.2 F&F Settlement Module
**11.2.1 Functionality Scope**
The **Full & Final (F&F) Settlement module** enables Royal Enfield’s Finance division to execute,
validate, and document the final financial closure of any dealer account
following **Resignation** or **Termination** approval.
It consolidates all monetary data — payables, receivables, deductions, and department-wise
clearances — into a unified interface for transparent and compliant settlement processing.
The module provides a structured workflow that ensures all dependencies are cleared across
departments, settlement calculations are system-validated, and final payouts or recoveries are
accurately recorded with bank transaction details.
The process is fully integrated with Legal, Dealer Development (DD), and Admin workflows,
ensuring that once a dealer exit is approved, the F&F process is automatically triggered within
defined SLAs.
**11.2.2 Width**
The F&F module covers both **Resignation** and **Termination** closure workflows, integrating all
stakeholders and systems that influence the final settlement outcome.
- **Dealer Development (DD-Lead / DD-Admin):**
Triggers F&F process after Legal uploads the acceptance or termination letter.
- **Finance:**
Leads the overall settlement process, validates departmental inputs, performs
reconciliation, and confirms final payment or recovery transactions.
- **Departments (16 Functions):**
Submit NOC and financial inputs through automated task prompts (e.g., Parts, Service,
Apparel, HR, Legal, Quality, Marketing, IT, Logistics, etc.).
- **Legal:**
Verifies F&F completion before case closure and maintains compliance documentation.
- **Admin:**
Uploads settlement proof and coordinates with Finance for record finalization.
This ensures that no dealer account is financially closed until all clearances, proofs, and
validations are in place.
**11.2.3 Depth**
```
11.2.3.1 Case Overview and Summary
```
Each F&F case is system-generated with a unique ID (e.g., _FNF- 2024 - 001_ ).
Key case metadata displayed includes:
- Dealer name, code, and location
- Termination type (Resignation / Termination)
- Submitted and due dates
- Associated domain and sales/service codes
- Case age and current status ( _Pending Finance Review_ , _Completed_ )
A **Net Payable / Receivable Indicator** at the top visually represents whether the company owes
payment to the dealer or vice versa.
For example: _Payable to Dealer – ₹9,75,000_ indicates a net payout scenario after adjustments.
```
11.2.3.2 Department-wise Clearance Tracking
```
This section provides a real-time tracker of department responses and clearances.
It includes:
- **Progress Bar:** Displays total responses received vs. pending (e.g., _12 of 16 departments_
_responded_ ).
- **NOC Statuses:**
o _NOC Submitted_ – Department confirms zero dues.
```
o Dues Pending – Department flags financial obligations.
o Pending – Awaiting department review.
```
- **Response Details Table:** Lists each department with submitted date, clearance remarks,
and any recovery or payable amount.
- **Response Guidelines Panel:** Summarizes submission protocols and auto-reminder SLAs.
Departments with dues or recovery inputs automatically impact the **Receivable / Deduction
Summary** under Finance Calculation.
```
11.2.3.3 Financial Calculation Summary
```
Finance users can view, verify, and edit financial items categorized into **three structured
sections:**
```
11.2.3.4 Payables to Dealer (Editable)
```
Represents refundable amounts due from the company to the dealer, such as:
- Security Deposit refund
- Inventory valuation
- Equipment and fixture reimbursements
- Outstanding credit notes
Finance users can add new line items with department tags and descriptions.
Each editable record auto-calculates into the total payables panel.
```
11.2.3.5 Receivables from Dealer (Editable)
```
Captures outstanding recoverables and pending dues, including:
- Outstanding invoices (Sales / Parts / Service)
- Marketing recoveries
- HR or Finance advances
- Compliance or penalty adjustments
Each record can be added, edited, or deleted before final review.
```
11.2.3.6 Deductions (Editable)
```
Represents contingent deductions such as:
- Pending warranty claims
- Policy violations
- Miscellaneous settlements
Each item’s description, department, and value feed into the **Total Deductions** summary.
```
11.2.3.7 System-Calculated Formula
```
At the bottom, a dynamic calculation displays:
```
Net Settlement = Total Payables – Total Receivables – Total Deductions
```
A positive balance indicates _Payable to Dealer_ ; a negative balance indicates _Recovery from
Dealer_.
```
11.2.3.8 Settlement Verification Panel
```
Located on the right side, this panel captures the **final transaction details** once the Finance
review is complete.
Fields include:
- **Payment Mode:** NEFT / RTGS / Cheque
- **Transaction / Reference ID:** Corporate transaction number
- **Bank Reference Number:** Optional for verification
- **Settlement Amount & Adjustments:** Auto-fetched from calculation summary
- **Settlement Date:** Date of transfer or adjustment posting
- **Verification Remarks:** For audit or cross-team comments
Finance can then take one of three workflow actions:
- **Approve Settlement:** Marks case as “Finance Approved.”
- **Request Clarification:** Sends query back to DD-Lead or Admin with remarks.
- **Reject Settlement:** Moves case to “Returned for Correction” with detailed reason.
Each action automatically logs under **Audit Trail** and triggers email + system notifications.
```
11.2.3.9 Documents Section
```
This tab centralizes all artefacts submitted or generated during the F&F process.
It includes:
- Dealer documents (e.g., _Resignation Letter_ , _Asset Handover Receipt_ , _Inventory_
_Report_ , _Bank Statement_ ).
- Uploaded proofs by Finance (e.g., _Settlement Proof, Payment Receipt_ ).
- Legal or DD attachments for traceability.
A **drag-and-drop upload zone** allows Finance or Admin to attach additional records (PDF, DOC,
XLSX, JPG) up to 10 MB each.
Each file is logged with:
- File name and type
- Upload date and user
- Download option for audit access
```
11.2.3.10 Bank Details Tab
```
Displays dealer bank information to validate payment transfer:
- Account holder name
- Account number
- IFSC and branch name
- Bank name
A system alert prompts the verifier to validate details before disbursing payment:
_“Bank Verification Required – Please confirm bank account before processing settlement.”_
```
11.2.3.11 Settlement Checklist
```
A final control checklist ensures financial compliance before marking the case as complete. It
includes mandatory checks for:
- Verification of all financial calculations
- Confirmation of bank account details
- Review of all department responses
- Upload of settlement proof
- Entry of accurate transaction information
All checklist points must be validated before the “Approve Settlement” button becomes active.
**11.2.4 Work Notes & Communication Flow**
- Every clarification, remark, or inter-team discussion is captured through the **Work**
**Note** feature integrated into the F&F module.
- Finance, DD-Lead, and Legal can tag specific users (e.g., _@Admin_ , _@Legal_ ) to address
pending actions.
- Notes are timestamped and visible in the case timeline.
- Work Notes become part of the permanent **Audit Trail** and ensure transparent
communication without relying on emails.
**11.2.5 Personas-wise Accessibility & Visibility**
```
Persona Responsibilities Access
Rights
Finance (Primary
Owner)
```
```
Review, calculate, and approve final settlements; update
transaction details; upload settlement proof;
communicate via Work Notes.
```
```
Full Access
```
```
DD-Admin Upload dealer responses, asset handover, and supporting
docs; coordinate with Finance for closure.
```
```
Upload /
View
DD-Lead Review and confirm financial summaries; respond to
clarifications.
```
```
Review /
Comment
Legal Validate compliance and verify settlement proof before
closure.
```
```
View /
Comment
Departments (16
Units)
```
```
Submit NOC, recovery, or clearance via linked tasks. Limited Edit
Access
NBH / ZBH / DD-
Head
```
```
Monitor overall settlement status and amount trends. View Only
```
```
Dealer (Read-
only)
```
```
View F&F confirmation and settlement proof post-closure. View Only
```
## 12 Non-Functional Requirements
```
Category Requirement
Performance Average response time < 3 seconds for standard operations.
Scalability Should scale horizontally on GCP.
Security JWT tokens, encrypted passwords, HTTPS enforced.
Usability Intuitive UI, consistent icons, and simple navigation.
Reliability 99% uptime target.
Backup & Recovery Daily database backup and weekly full snapshot.
Compliance Follows RE IT data privacy guidelines.
```
## 13 Technology Matrix
```
Component Specification
Database PGSQL (Managed or local instance)
Application Stack Node.js (Backend) + React.js (Frontend)
Authentication RE SSO Bridge
```
## 14 Infra requirements & System Hygiene
```
Component Specification
Environment QA / Testing
# of Virtual Machines (VMs) 1
CPU Configuration 4 - Core
Memory (RAM) 16 GB
Disk Size 500 GB
Operating System Ubuntu 24.04 LTS
Storage Type Cloud
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Backup and Recovery
- Daily incremental and weekly full backups.
- Restore process must not exceed 2 hours.
## 15 Not in scope
Anything which comes beyond the scope defined above in terms of Width and depth
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