Re_Backend/KPI_SETUP_COMPLETE.md

✅ KPI & TAT Reporting System - Setup Complete!

🎉 What's Been Implemented

1. TAT Alerts Table (tat_alerts)

Purpose: Store every TAT notification (50%, 75%, 100%) for display and KPI analysis

Features:

• ✅ Records all TAT notifications sent
• ✅ Tracks timing, completion status, and compliance
• ✅ Stores metadata for rich reporting
• ✅ Displays like the shared image: "Reminder 1: 50% of SLA breach reminder have been sent"

Example Query:

-- Get TAT alerts for a specific request (for UI display)
SELECT 
  alert_type,
  threshold_percentage,
  alert_sent_at,
  alert_message
FROM tat_alerts
WHERE request_id = 'YOUR_REQUEST_ID'
ORDER BY alert_sent_at ASC;

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2. Eight KPI Views Created

All views are ready to use for reporting and dashboards:

View Name	Purpose	KPI Category
vw_request_volume_summary	Request counts, status, cycle times	Volume & Status
vw_tat_compliance	TAT compliance tracking	TAT Efficiency
vw_approver_performance	Approver metrics, response times	Approver Load
vw_tat_alerts_summary	TAT alerts with response times	TAT Efficiency
vw_department_summary	Department-wise statistics	Volume & Status
vw_daily_kpi_metrics	Daily trends and metrics	Trends
vw_workflow_aging	Aging analysis	Volume & Status
vw_engagement_metrics	Comments, documents, collaboration	Engagement & Quality

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3. Complete KPI Coverage

All KPIs from your requirements are now supported:

✅ Request Volume & Status

• Total Requests Created
• Open Requests (with age)
• Approved Requests
• Rejected Requests

✅ TAT Efficiency

• Average TAT Compliance %
• Avg Approval Cycle Time
• Delayed Workflows
• TAT Breach History

✅ Approver Load

• Pending Actions (My Queue)
• Approvals Completed (Today/Week)
• Approver Performance Metrics

✅ Engagement & Quality

• Comments/Work Notes Added
• Attachments Uploaded
• Spectator Participation

---

📊 Example Queries

Show TAT Reminders (Like Your Image)

-- For displaying TAT alerts in Request Detail screen
SELECT 
  CASE
    WHEN alert_type = 'TAT_50' THEN '⏳ 50% of SLA breach reminder have been sent'
    WHEN alert_type = 'TAT_75' THEN '⚠️ 75% of SLA breach reminder have been sent'
    WHEN alert_type = 'TAT_100' THEN '⏰ TAT breached - Immediate action required'
  END as reminder_text,
  'Reminder sent by system automatically' as description,
  alert_sent_at
FROM tat_alerts
WHERE request_id = 'REQUEST_ID'
  AND level_id = 'LEVEL_ID'
ORDER BY threshold_percentage ASC;

TAT Compliance Rate

SELECT 
  ROUND(
    COUNT(CASE WHEN completed_within_tat = true THEN 1 END) * 100.0 / 
    NULLIF(COUNT(CASE WHEN completed_within_tat IS NOT NULL THEN 1 END), 0),
    2
  ) as compliance_percentage
FROM vw_tat_compliance;

Approver Performance Leaderboard

SELECT 
  approver_name,
  department,
  ROUND(tat_compliance_percentage, 2) as compliance_percent,
  approved_count,
  ROUND(avg_response_time_hours, 2) as avg_response_hours,
  breaches_count
FROM vw_approver_performance
WHERE total_assignments > 0
ORDER BY tat_compliance_percentage DESC
LIMIT 10;

Department Comparison

SELECT 
  department,
  total_requests,
  approved_requests,
  ROUND(approved_requests * 100.0 / NULLIF(total_requests, 0), 2) as approval_rate,
  ROUND(avg_cycle_time_hours / 24, 2) as avg_cycle_days
FROM vw_department_summary
WHERE department IS NOT NULL
ORDER BY total_requests DESC;

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🚀 How TAT Alerts Work

1. When Request is Submitted

✅ TAT monitoring starts for Level 1
✅ Jobs scheduled: 50%, 75%, 100%
✅ level_start_time and tat_start_time set

2. When Notification Fires

✅ Notification sent to approver
✅ Record created in tat_alerts table
✅ Activity logged
✅ Flags updated in approval_levels

3. Display in UI

// Frontend can fetch and display like:
const alerts = await getTATAlerts(requestId, levelId);

alerts.forEach(alert => {
  console.log(`Reminder ${alert.threshold_percentage}%: ${alert.alert_message}`);
  console.log(`Sent at: ${formatDate(alert.alert_sent_at)}`);
});

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📈 Analytical Reports Supported

1. Request Lifecycle Report - Complete timeline with TAT
2. Approver Performance Report - Leaderboard & metrics
3. Department-wise Summary - Cross-department comparison
4. TAT Breach Report - All breached requests with reasons
5. Priority Distribution - Express vs Standard analysis
6. Workflow Aging - Long-running requests
7. Daily/Weekly Trends - Time-series analysis
8. Engagement Metrics - Collaboration tracking

---

🎯 Next Steps

1. Setup Upstash Redis (REQUIRED)

TAT notifications need Redis to work:

1. Go to: https://console.upstash.com/
2. Create free Redis database
3. Copy connection URL
4. Add to .env:

   REDIS_URL=rediss://default:PASSWORD@host.upstash.io:6379
   TAT_TEST_MODE=true
   

5. Restart backend

See: START_HERE.md or TAT_QUICK_START.md

2. Test TAT Notifications

1. Create request with 6-hour TAT (becomes 6 minutes in test mode)
2. Submit request
3. Wait for notifications: 3min, 4.5min, 6min
4. Check tat_alerts table
5. Verify display in Request Detail screen

3. Build Frontend Reports

Use the KPI views to build:

• Dashboard cards
• Charts (pie, bar, line)
• Tables with filters
• Export to CSV

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📚 Documentation

Document	Purpose
docs/KPI_REPORTING_SYSTEM.md	Complete KPI guide with all queries
docs/TAT_NOTIFICATION_SYSTEM.md	TAT system architecture
TAT_QUICK_START.md	Quick setup for TAT
START_HERE.md	Start here for TAT setup
backend_structure.txt	Database schema reference

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🔍 Database Schema Summary

tat_alerts (NEW)
├─ alert_id (PK)
├─ request_id (FK → workflow_requests)
├─ level_id (FK → approval_levels)
├─ approver_id (FK → users)
├─ alert_type (TAT_50, TAT_75, TAT_100)
├─ threshold_percentage (50, 75, 100)
├─ tat_hours_allocated
├─ tat_hours_elapsed
├─ tat_hours_remaining
├─ level_start_time
├─ alert_sent_at
├─ expected_completion_time
├─ alert_message
├─ notification_sent
├─ notification_channels (array)
├─ is_breached
├─ was_completed_on_time
├─ completion_time
├─ metadata (JSONB)
└─ created_at

approval_levels (UPDATED)
├─ ... existing fields ...
├─ tat50_alert_sent (NEW)
├─ tat75_alert_sent (NEW)
├─ tat_breached (NEW)
└─ tat_start_time (NEW)

8 Views Created:
├─ vw_request_volume_summary
├─ vw_tat_compliance
├─ vw_approver_performance
├─ vw_tat_alerts_summary
├─ vw_department_summary
├─ vw_daily_kpi_metrics
├─ vw_workflow_aging
└─ vw_engagement_metrics

---

✅ Implementation Checklist

• Create tat_alerts table
• Add TAT status fields to approval_levels
• Create 8 KPI views for reporting
• Update TAT processor to log alerts
• Export TatAlert model
• Run all migrations successfully
• Create comprehensive documentation
• Setup Upstash Redis (YOU DO THIS)
• Test TAT notifications (YOU DO THIS)
• Build frontend KPI dashboards (YOU DO THIS)

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🎉 Status: READY TO USE!

• ✅ Database schema complete
• ✅ TAT alerts logging ready
• ✅ KPI views optimized
• ✅ All migrations applied
• ✅ Documentation complete

Just connect Redis and you're good to go!

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Last Updated: November 4, 2025
Team: Royal Enfield Workflow System