laxmanhalaki/RE_Documents
1
0
Fork 0
Code Issues Pull Requests Actions Packages Projects Releases Wiki Activity
0b77581503
RE_Documents/RE_EXECUTIVE_SUMMARY_KICKOFF.md

14 KiB
Raw Blame History

RE Workflow Management System - Executive Summary for Kickoff

Non-Templatized Approval Workflows
Date: October 17, 2025
Meeting Purpose: Finalize Technical Approach & Resolve Conflicts Before Development

📊 Document Comparison Overview

We have reviewed two key documents for this project:

Document Focus Date Status
Streamlined Approvals SRS Detailed requirements for non-templatized workflows Oct 13, 2025 ✅ Complete
BPM Platform Proposal Technical approach for multiple RE projects Earlier ⚠️ Partial conflict

🚨 CRITICAL: 3 Major Conflicts Requiring Immediate Decision

Conflict #1: Frontend Technology

Source Technology Pros Cons
SRS React.js Flexible, large community Need to build routing, SSR manually
Proposal Next.js Built-in SSR, routing, SEO, faster Slightly steeper learning curve

✅ RECOMMENDATION: Next.js

  • Better performance out of the box
  • Modern enterprise standard
  • Built-in features save development time

👉 DECISION REQUIRED: [ ] React.js [ ] Next.js

Conflict #2: Database

Source Technology Best For Concern
SRS PostgreSQL Structured data, ACID transactions Need proper schema design
Proposal MongoDB Flexible schema, rapid changes Eventual consistency, complex queries harder

✅ RECOMMENDATION: PostgreSQL

  • Approval workflows need ACID compliance
  • Multi-level hierarchy requires relational structure
  • TAT tracking and audit trails need data integrity
  • User roles are structured data

👉 DECISION REQUIRED: [ ] PostgreSQL [ ] MongoDB

Conflict #3: BPM Platform vs Custom Development

Approach Description Pros Cons
BPM Platform (Camunda/Newgen) Use existing workflow engine Pre-built features, visual designer Licensing cost, learning curve, less UI flexibility
Custom Development Build from scratch Full control, exact Figma match, no licensing More dev time, need to build workflow engine

✅ RECOMMENDATION: Custom Development

  • SRS requires "non-templatized" workflows (BPM is better for templates)
  • Highly customized UI requirements (Figma designs)
  • Dynamic approval levels (1-10) easier to build custom
  • No licensing costs

👉 DECISION REQUIRED: [ ] BPM Platform [ ] Custom

✅ What's CONFIRMED & Aligned

Both documents agree on:

Component Technology Status
Backend Node.js ✅ Confirmed
Authentication SSO with Active Directory ✅ Confirmed
File Storage Cloud storage (GCS) ✅ Confirmed
Security JWT, SSL, HTTPS ✅ Confirmed
Infrastructure 1 VM, 4-Core, 16GB, Ubuntu 24.04 ✅ Confirmed
Approval Pattern Multi-level, sequential ✅ Confirmed
TAT Tracking Per-level with reminders ✅ Confirmed

📋 RECOMMENDED Technology Stack (Final)

✅ Frontend

Framework:          Next.js 14+ (App Router)
UI Library:         React 18+
State Management:   Redux Toolkit
Styling:            Tailwind CSS + Shadcn UI
Forms:              React Hook Form + Zod
Rich Text Editor:   Tiptap
File Upload:        React Dropzone
HTTP Client:        Axios

✅ Backend

Runtime:            Node.js 20 LTS
Framework:          Express.js
Language:           TypeScript
API Style:          RESTful
Authentication:     JWT (JSON Web Tokens)
ORM:                Prisma (for PostgreSQL)
Email:              Nodemailer + SMTP
Job Scheduler:      Node-cron (for TAT reminders)
Logging:            Winston

✅ Database

Primary:            PostgreSQL 15+
Caching:            Redis (optional)

✅ Infrastructure

Cloud:              Google Cloud Platform (GCP)
Compute:            1 VM - Ubuntu 24.04 LTS
                    4-Core, 16GB RAM, 500GB SSD
Storage:            Google Cloud Storage (GCS)
Web Server:         Nginx (reverse proxy)
Process Manager:    PM2
SSL:                Let's Encrypt or GCP Managed

✅ AI Integration

Service:            OpenAI GPT-4 (or Azure OpenAI)
Purpose:            Generate conclusion remarks

✅ DevOps

Repository:         GitHub / GitLab
CI/CD:              GitHub Actions
Monitoring:         Google Cloud Monitoring + Sentry
Testing:            Jest + React Testing Library + Playwright

🔐 Critical Dependencies (BLOCKERS)

These MUST be provided before development can begin:

1. SSO Integration (CRITICAL)

  • SSO endpoint URL
  • Integration documentation
  • Client ID and Client Secret
  • Test environment access
  • 10-15 test user accounts
  • Sample JWT token structure

Without this: ❌ Cannot implement login

2. Active Directory Access (CRITICAL)

  • AD integration method (LDAP / Graph API / Custom API)
  • Service account credentials
  • AD schema documentation (available fields)
  • Sample AD query response

Without this: ❌ Cannot implement @tagging feature

3. Database (CRITICAL)

  • Database server hostname and port
  • Database name, username, password
  • PostgreSQL version
  • Connection string

Without this: ❌ Cannot persist any data

4. GCP Infrastructure (CRITICAL)

  • GCP project access (IAM permissions)
  • VM IP address / hostname
  • SSH access credentials
  • GCS bucket name and credentials

Without this: ❌ Cannot deploy application

5. Email Service (HIGH PRIORITY)

⚠️ CLARIFICATION NEEDED:

  • SRS says: "Optional email integration"
  • Proposal assumes: Email is required

👉 DECISION REQUIRED: Is email mandatory or optional?

If mandatory, need:

  • SMTP host, port, credentials
  • Sender email address (e.g., workflow-noreply@royalenfield.com)
  • Daily sending limits
  • Email template designs (HTML)

Without this: ⚠️ Cannot send notifications

6. AI Service (MEDIUM PRIORITY)

  • AI service selection (OpenAI / Azure / Gemini)
  • API credentials
  • Data privacy clearance

Without this: ⚠️ Cannot generate conclusion remarks (can build later)

7. Domain & SSL (HIGH PRIORITY)

  • Domain name (e.g., workflow.royalenfield.com)
  • DNS configuration
  • SSL certificate

Without this: ⚠️ Cannot access via proper URL

8. Figma Access (HIGH PRIORITY)

  • Figma developer handoff access
  • Brand assets (logos, colors, fonts)
  • Icon library

Without this: ⚠️ UI won't match designs

🎯 Development Timeline (Estimated)

Assuming all dependencies are resolved:

Phase Duration Activities
Setup & Design 2 weeks Environment setup, database schema, API design
Sprint 1-2 4 weeks SSO, User management, Basic workflow creation
Sprint 3-4 4 weeks Approval hierarchy, TAT tracking, Notifications
Sprint 5-6 4 weeks Work Notes, Documents, Activity logs
Sprint 7 2 weeks AI integration, Closure remarks
Sprint 8 2 weeks Dashboard, Reports, Polish
Testing & UAT 3 weeks QA testing, UAT, bug fixes
Deployment 1 week Production deployment, monitoring setup

Total: ~22 weeks (5.5 months)

⚠️ This assumes:

  • All dependencies provided in Week 1
  • No scope changes
  • Timely feedback from RE (within 3 days)
  • No major blockers

📅 Immediate Action Items

This Week (Week 0 - Pre-Development):

🔴 CRITICAL DECISIONS:

  • Decision: React.js or Next.js?
  • Decision: PostgreSQL or MongoDB?
  • Decision: BPM Platform or Custom?
  • Decision: Is email mandatory?
  • Decision: Which AI service?

🔴 CRITICAL ACCESS:

  • SSO integration documentation
  • AD integration method
  • 10-15 test user accounts
  • Database credentials
  • GCP project access

📋 SETUP:

  • Create Git repository
  • Set up project management tool (Jira/Zoho)
  • Create communication channel (Teams/Slack)
  • Identify project coordinator from RE side

Week 1 (Kickstart):

  • Finalize architecture document
  • Create database schema design
  • Design API endpoint specification
  • Set up development environment
  • Configure CI/CD pipeline
  • Begin Sprint 1 planning

📞 Required Stakeholders for Kickoff Meeting

Must Attend:

  • ✅ Product Owner (RE)
  • ✅ Project Sponsor (RE)
  • ✅ Tech Lead / CTO (RE)
  • ✅ IT Infrastructure Team (for SSO/AD)
  • ✅ Database Admin (for DB access)
  • ✅ Security/InfoSec representative
  • ✅ Development Team Lead (Softude)
  • ✅ Project Manager (Softude)

Should Attend:

  • ⚠️ UX/UI Designer
  • ⚠️ QA Lead
  • ⚠️ DevOps Lead
  • ⚠️ Business Analyst

🎯 Meeting Agenda (Proposed)

Duration: 90 minutes

Part 1: Technology Decisions (30 mins)

  1. Present conflicts (React vs Next.js, PostgreSQL vs MongoDB, BPM vs Custom)
  2. Discuss pros/cons
  3. Make decisions and document

Part 2: Critical Dependencies (30 mins)

  1. Review list of required access/credentials
  2. Assign owners for each dependency
  3. Set deadlines for each deliverable

Part 3: Project Setup (20 mins)

  1. Communication cadence (daily standups, weekly reviews)
  2. Project management tool
  3. Git repository setup
  4. UAT planning

Part 4: Q&A & Next Steps (10 mins)

  • Address any concerns
  • Confirm next meeting date
  • Assign action items

📊 Success Criteria

Development can begin when:

  • ✅ All 3 technology conflicts resolved
  • ✅ SSO documentation received
  • ✅ Test user accounts provided
  • ✅ Database credentials received
  • ✅ Git repository created
  • ✅ Project coordinator assigned

Project is successful when:

  • ✅ All SRS requirements implemented
  • ✅ UAT sign-off received
  • ✅ Performance: <3 seconds response time
  • ✅ Security: All security measures implemented
  • ✅ 99% uptime achieved
  • ✅ Zero critical bugs in production (first 2 weeks)

🚨 Risk Mitigation

Risk Impact Mitigation
Dependencies not provided on time 🔴 HIGH Start with mock data, build in parallel
SSO integration issues 🔴 HIGH Request early access, test thoroughly
Scope creep 🟡 MEDIUM Strict change control process
Resource unavailability 🟡 MEDIUM Cross-train team members
Email service delays 🟢 LOW Make it optional for initial phase
AI service issues 🟢 LOW Build with fallback to manual entry

💰 Cost Considerations

Infrastructure (GCP):

  • VM: ~$100-150/month
  • GCS storage: ~$20-50/month
  • Database: ~$50-100/month (managed)
  • Total: ~$170-300/month

AI Service (OpenAI GPT-4):

  • Estimated: ~$50-200/month (depending on usage)
  • Alternative: Azure OpenAI (enterprise pricing)

Email Service:

  • If internal SMTP: $0
  • If SendGrid/SES: ~$10-50/month

Licenses:

  • Figma (if needed): Included in RE subscription
  • GitHub/GitLab: Standard plan sufficient
  • Monitoring tools: GCP free tier should cover initial needs

Total Estimated Monthly Cost: $230-550

📋 Checklist for Kickoff Meeting

Before Meeting:

  • Send this document to all stakeholders (48 hours before)
  • Request everyone to review and come prepared with decisions
  • Create shared decision log document
  • Prepare presentation slides (if needed)

During Meeting:

  • Record all decisions
  • Assign owners for each action item
  • Set deadlines for each deliverable
  • Get commitment from all parties

After Meeting:

  • Send meeting minutes within 24 hours
  • Update tracking sheet with action items
  • Follow up on overdue items weekly
  • Schedule next checkpoint meeting

📎 Appendix: Reference Documents

  1. streamlined_approvals.md - System Requirements Specification (776 lines)
  2. Royal Enfield Proposal 1.06.txt - BPM Platform Proposal (650 lines)
  3. Figma Hi-Fi Wireframe - https://sway-dense-03017508.figma.site
  4. RE_FULLSCOPE_AND PROJECT_STRUCTURE.md - Full project scope
  5. RE_Workflow_Complete_Project_Setup.md - Complete setup guide
  6. RE_Project_Kickoff_Requirements.md - Detailed pre-development checklist
  7. RE_Tech_Stack_Conflicts_And_Clarifications.md - Technical deep-dive

✅ Sign-Off Required

By signing below, all parties agree to:

  • Technology stack decisions made
  • Dependencies will be provided as per timeline
  • Communication cadence will be followed
  • Change control process will be respected
Name Role Signature Date
Product Owner (RE)
Tech Lead (RE)
Project Manager (Softude)
Development Lead (Softude)

Document Status: ✅ READY FOR REVIEW
Priority: 🔴 CRITICAL
Action Required: Schedule kickoff meeting ASAP
Prepared By: Development Team
Date: October 17, 2025

📧 Proposed Email to Send

Subject: URGENT: RE Workflow Management System - Kickoff Meeting Required

Hi Team,

We're ready to start development on the RE Workflow Management System 
(Non-Templatized Approval Workflows) but need to resolve 3 critical 
technology conflicts and obtain essential access credentials.

I've prepared a comprehensive Executive Summary document that covers:
✅ Technology stack conflicts requiring decisions
✅ Critical dependencies blocking development
✅ Recommended approach
✅ Timeline estimate (5.5 months)
✅ Meeting agenda

Please review the attached document: RE_EXECUTIVE_SUMMARY_KICKOFF.md

Can we schedule a 90-minute kickoff meeting this week?

Proposed dates:
- [Date 1]
- [Date 2]
- [Date 3]

Required Attendees:
- Product Owner
- Tech Lead/CTO
- IT Infrastructure Team (SSO/AD)
- Database Admin
- Security/InfoSec
- Development Team

Looking forward to getting this project started!

Best regards,
[Your Name]
Development Team Lead

END OF EXECUTIVE SUMMARY