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**:
```sql
-- 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;
```

---

### 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 |

---

### 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)

```sql
-- 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

```sql
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

```sql
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

```sql
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;
```

---

## 🚀 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

```javascript
// 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)}`);
});
```

---

## 📈 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`:
   ```bash
   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

---

## 📚 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 |

---

## 🔍 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

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

---

## 🎉 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!**

---

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