Car Lease - Functional Requirements Documentation

Car Lease - Functional Requirements
Log In
ID Requirement Priority
1 The user will be able to log in with:
• User Name
• Password
1
2 The user will be able to recover their password 1
3 The user will be able to sign in to the system 1

Leaderboard
1 Top Salesman/Branch Manager/Branch 1
2 Salesman of month 1
3 Sales leaderboard 1
4 Trophies 1
5 Challenges 1

User main view (including Task bar and Navigation) (1/4)
1 Navigation through product modules 1
2 Search for:
• Car
• Customer
• Driver
• Worker
• Protocol
• Task
• Free search
1
3 Show who is logged in, and user’s job/role in the organization 1
4 Navigation status (Bread crumbs) 1
5 User will be able to see time and weather conditions 1

6 If user is a CSR, the system will be integrated with the phone operator:
• When a new call comes in, if the customer is recognized in the system, the
view will automatically change. Some details of the customer will be
viewable and the same area will contain a link to this specific customer view.
1
7 Each user will see a relevant open tab (default defined by job title):
• CFO will see KPI view
• Salesperson will see Tasks (But on the preview bar will see Personal KPI)
• CSR will see Tasks and personal goals
1
8 User will have the ability to go settings screen 1
9 User will be able to view notifications and messages 1
10 Manager will be able to import external files with lists of data (Excel) 1

11 The user will be able to write notes for themselves 1
12 The user will be able to view/send data to SAP system 1
13 The user will be able to chat with other employees 1
14 The user will be able to get a status overview at a glace (especially at the
beginning of the day/shift):
• CSR will see call status, new mails, open issues etc.
• Salesperson will see sales, deals, calls from clients, tasks etc.
1
15 User will be able to set her own personal goals 1

16 Notes could be integrated with objects in the system – for example: When a CSR
writes a memo with a clients’ name and a car number the name and the car
number will be highlighted, and clicking on them will transfer the user to the
relevant screen
1
17 Fonts will be big and clear to scan 1
18 Copy will be down to earth. Simple and usable for beginners, and without
financial language
1
19 Fast connectivity and presentation of data 1
20 Autocomplete for form fields (Careful attention to numerical)
21 CSR will be able to perform fleet mangers’ operations by permission
22 Quick access to important protocols

Settings and Admin
1 User will be able to define his Email Alerts preferences 1
2 User will be able to define his SMS Alerts preferences 1
3 User will be able to create integration with Outlook server or similar Messaging
system. Meeting notifications will pop up in the notification center
1
4 User will be able to define which module will appear as default within the
dashboard
1
5 User will be able to create and manage organizational units:
• Manage employee list
• Manage car list
1
6 • Fleet manager will be able to set what a person using Self Service will be able
to see or do
1

Notifications View
1 User will be able to view and configure all kinds of notifications 1
2 Example notifications:
• Fleet manager will get a notification each time there is an accident
• Fleet manager will get a notification for each time a car goes back from
garage
• Fleet manager will get a notification for a car that was ordered is available
• Tips and recommendations on how to save gas consumption in real time
cases
• Notifications for salespersons about cars and deals
• Notifications about a car that stays to long in the yard and doesn’t get sold
• Notifications for branch managers about KPI’s, and about workers’ KPI’s
• Notifications for C-level managers about KPI’s
• Notification about a car that comes back to many times for repair
1
3 The user will be able to set reminders:
• Reminders inside the system
• Reminder through e-mail or SMS
• A note with reminder can be integrated with external calendar software
1

Search Results / Advanced Search
1 A list of search results:
• Objects will be aggregated by: Customers, Cars, Tasks Etc.
1
2 Search Customer by parameters 1
3 Search Worker by parameters 1
4 Search Task/Ticket by parameters

Events View
1 A list of events:
• events will be shown by: Customers, Cars, Drivers Etc.
1
2 User will be able to search for an event 1
3
4

Event
1 Event date and time 1
2 Event details 1
3 Related entities in the system – Cars, Drivers, Garages, Etc. 1
4

Tasks view
1 User will be able to open a new Task 1
2 User will be able to view a list of tasks (by filtering criteria – default: recent).
User will be able to see other workers’ tasks (If role permits)
1
3 User will be able to click and open an existing task 1
4 The user will have an ability to see and understand tasks status at a glance 1
5 User will be able to categorize a task item by using a list of categories 1
6 The user will have an ability to prioritize tasks 1

Task view
1 • The user will be able to edit fields
• User will have a sneak peek at the details of customer involved/ Worker
involved/ Car involved (Depending on the situation)
• Summery in words
• The user will be able to set this task to a certain company worker. (+ change
this at any given time with managers’ approval)
• Status
• Things to do
• Set category
1
2 If the task is a ticket for a customer:
• When did we last talk?
1
3 If task is a car sale/deal:
• When did the lease started
• When does the lease ends
• What is the monthly payment
• How much time is left?
• The interface should allow quick form filling. At first use, the salesperson
shouldn't waste time on items which are only nice to have. They will have the
ability to come back and fill more details later.
1

Task view
4 Task item can be:
• Car malfunction and maintenance
• Ticket
• Sale/Deal
• Customer appointment – ability to schedule and create reminders
• Process management: a manger will be able to give OK’s to price offers and
Bids by suppliers
1
5 • User will get automated help to fill out form fields. For example:
autocomplete for numerical values.
1

Car Lease Car Pool/Deal Finder
1 User will be able to search for new car deals according to parameters 1
2 User will be able to save search settings 1
3 User will be able to set a notification for a saved search (If a car that matches
the criteria pops out)
1
4 User will be able to set a notification for a car that has finished its leasing term 1
5 User will be able to set a notification for a car that stays to long in the yard and
doesn’t get sold
1

Car Lease Car Pool/Deal Finder
6 User will be able to set a notification for a car that returns to many times for
repairs
1
7 User will be able to see related protocols

Cars/Fleet Dashboard View (1/3)
1 User will be able to see a list of car entries in their fleet/responsibility 1
2 View a list of coming up licensing renewals for the drivers (Time period is
configurable by the user). User will see an indication if the driver had paid his
license fee.
1
3 View a list of coming up licensing tests for the cars (Time period is configurable
by the user). User will see an indication if the car had passed the test.
1
4 User will be able to see the number of garage treatments that haven’t been
closed in the system (Ability to understand how many vehicles are inactive
because of garage treatment). View a status about vehicles under repair (+ which
auto shop are they in)
1
5 User will be able to see a list of tachographs that need calibration for the coming
period. User will see an indication if the tachograph had been calibrated (date).
1
6 User will be able to see a list of cars that need a break check for the coming
period. (Time period is configurable by the user). User will see an indication if
the car breaks had been checked (date).
1

7 Live fleet tracking 1
8 Fuel Performance
• Fuel consumption per mile
• View Daily/Weekly/Monthly miles coverage. (Can be nice to have tips on
how to save gas consumption according to situation)
1
9 Landmarks & Geo-fencing 1
10 Events Hotspots 1
11 User will be able to see car use which is not according to protocol. 1
12 Safety scores 1
13 Bills:
• User will be able to view car wash bills
• User will be able to view toll roads bills
1

14 Oversee proper use of fuel cards 1
15 Search car by
• License plate number
• Drivers ID
1
16 User will be able to order a new car 1
17 User will be able to give back an old car
18 User will see an indication for data sync status and interval

Car View (General) (1/2)
1 If relevant Customer exists, the system will show summery of customer details –
the user will be able to click on the customer details and go to Customer screen
1
2 If relevant Deal (Task) exists the system will show summery of deal details – the
user will be able to click on the deal details and go to Deal (Task) screen
1
3 Car details:
• License number
• Type
• Model
• Year of manufacture
• Mileage (Does it fit with the current contract?)
1
4 View expenses for the car (Filter by garage jobs, insurance, Etc.) 1
5 Ability to connect Car to: Customer, Driver
6 View pictures and scanned documents for the car
• Upload, delete, edit
• Literal description of picture or file
• Ability to zoom and print
1
7 • Transfer ownership 1

Car View (General) (2/2)
8 Geo location functionalities:
• User will see his latest travels
• Hot zones for wasting time at traffic or wasting more gas
1
9 User will see a clear indication if car is in repair shop 1
10 A flag if car use is not according to protocol
11 Schedule a garage appointment 1
12 User will be able to see Car related protocols 1
13 User will be able to see if Driver has signed all the right papers before getting
the car

Car View (Garage Jobs)
1 User will be able to see:
• Date of last job
• Date of last maintenance
1
2 Garage appointments – Set notification 1
3 User will see an indication if the tachograph had been calibrated (date). 1
4 Expand to all history 1
5 For each job:
• Car number
• Date
• Driver
• Garage
• Description of job
6 • User will be able to order garage job

Car View (Fueling)
1 Details of last fueling –
• Mileage
• Sum
1
2 Fuel consumption – Set notification 1
3 Fueling history – The user will be able to:
• Export to external file
• Print details
1
4 Expand to all history 1
5 For each fulling user will be able to see and enter:
• Driver’s name
• Date
• Mileage
• Sum
1
6 • Possibility to get all data from fulling company automatically

Car View (Toll Roads)
1 View toll roads bills 1

Car View (Insurance)
1 User will be able to see visual indication of all relevant insurance type policies,
and their statuses
1
2 For each insurance type, user will be able to see:
• Insurance sum
• Insurance Date
• Link to Insurance policy (View document)
• What’s covered by the insurance and what’s not
• History of Insurance policy
1

Car View (Car Wash)
1 View car wash bills 1

Car View (Tests)
1 For each test –
• Test year
• Payment sum
1
2 View license status:
• History
• coming up license test for the car (User will also get a notification).
• User will see update if the car had passed the test
1

Car View (Events)
1 View accident reports
• User will be able to create an accident repot and mark follow up tasks
1
2 View Police reports or parking tickets 1

Employee
1 Employee ID 1
2 Social security number 1
3 Personal details 1
4 Worker’s KPI 1
5 Contact Info 1

Customers View
1 The user will be able to see a list of customer entries (ordered by …. And filtered
by …)
1
2 The user will be able to preview some preliminary details if they are interested
in a customer entry
1
3 The user will be able to create a new customer entry 1
4 Creating a customer will be a fast and easy action with relatively short TTH
5 After Creating a customer, the user will see a toast: “Customer x was created”.
For a salesperson, the message above will offer the user to open a new deal
1

Customer View (1/3)
1 If user is a CSR, the system will be integrated with Phone operator:
• When the user creates a new customer, phone will be filled automatically
1
2 If relevant car exits – the user will be able to click on the car details and go to Car
screen
3 Customer details:
• Personal details
• ID Number
• Customer Number
• Car Number and details (If applicable + List if many cars)
1
4 Depending on role: User will see a list of customer’s history (in terms of support) 1
5 Depending on role: User will see a list of customer’s history (in terms of garage
appointments)
1

Customer View (2/3)
6 Drivers list per client 1
7 For each driver user will be able to see:
• Driver's name
• Contact details
• License number
• Validity of license and Rank
1
8 User will be able to see payment details and all kinds of financial transactions for
this customer.
1
9 For each transaction:
• Sum
• Number of bill
• Description
1
10 Billing summery report for this customer

Customer View (3/3)
11 User will be able to link customers’ details to a job card 1

Drivers
1 User will see a list of drivers in the company 1
2 User will see a list of drivers that need to renew their license in the coming time
(Time period can be set by user). User will see update if the driver had renewed
the license
1
3 User will see a list of drivers that need to renew all kinds of certificates and
approvals in the coming time (Time period can be set by user). User will see
update if the driver had renewed the certificate or approval
1

Driver View
1 User will be able to Track licenses and registrations:
• History
• coming up license renewal (User will also get a notification).
• User will see update if the license had been renewed.
• Current license expiration date
• License rank
1
2 User will be able to Track Traffic felonies History 1
3 User will be able to Track accident reports 1
4 User will be able to Track drivers’ Courses and learning programs 1
6 Contact details 1
7 License number 1
8 View car or related customer if applicable 1
9 Relate to car or customer if needed 1
10 User will be able to link drivers’ details to a job card 1

Suppliers View
1 User will be able to see a list of all suppliers that work with car lease (And filter
by different parameters)
1
2 Details of each supplier 1
3 View supplier bills 1
4 Open a new supplier 1
6 View and print a supplier bill 1
7 The system will have an automatic billing integration for car wash, fueling,
leasing, toll roads, garages, and other listed suppliers
1
8 A simple employee will have the ability to see a list of gas stations and car wash
stations that work with Car Lease (Won’t see the billing details)
1
9 Garage clerk or Manager will be able to get a list of parts and view expenses for
parts and technician billable hours
1

Garages View
1 User will be able to see a list of all garages that work with car lease (And filter
by…)
1
2 Details of each garage 1

Garage Job Plug In
1 User will be able to send details of job to leasing company:
• Update server when a repair job has finished
1
2 User will be able to add note with free text 1

Garage Jobs View [Out Of Scope]
1 User will be able to see a list of all existing garage jobs (And filter by different
parameters like registration number)
1
2 User will be able to see all the clients 1
3 User will be able to open a new job / Edit existing 1
4 User will be able to add scanned documents or notes and file them into the right
place. A Text Recognition Algorithm will help inputting the words
1
5 User will be able to schedule an appointment 1
6 User will be able to view daily/weekly/monthly schedule 1

Garage Job View (1/3)
1 User will be able to view the time when the job started 1
2 User will be able to view the time when the job ended 1
3 User will be able to view the car service center details (Link) 1
4 User will be able to view a description of the job (Clear to view and easy to find) 1
5 User will be able to view the job cost (Clear to view and easy to find) 1
6 User will be able to view name of the driver that brought the car to the car
service center (Or search in DB if this field is empty)
1
7 User will get a link to the view of the driver that brought the car to the car
service center
1
9 User will be able to view name of the driver that usually drives the car (Or search
in DB if this field is empty)
1

10 User will get a link to the view of the driver that usually drives the car 1
11 User will able to view Bill number 1
12 User will able to view damage report (if relevant) 1
13 Damage report will include the ability to upload pictures of the car damage 1
14 For billing purposes: User will have a selection of flat rates. They will be able to
choose from labor items category
1
15 Which mechanic was related to the labor 1
16 Parts can be added by many ways 1
17 User will be able to add comments and clarifications 1
18 User will be able to add scanned documents or notes and file them into the right
place. A Text Recognition Algorithm will help inputting the words
1

19 Adding a receipt record 1
20 Form validation and error prevention. Inline help 1
21 User will be able to set a reminder for a follow up call 1
22 User will see a clear indication of Job Status and missing data that needs to be
filled
1

Reports and KPI’s (Manager & General View) (1/2)
1 View sales graph – by the level of information the user is allowed to see. Sales
data needs to be seen by different timescales
1
2 User will have the ability to view his/hers organizational role
3 Clear labeling on the type of information viewed on screen 1
4 Define goals (Company goals/Branch goals):
• Top level manger
• Branch manager
1
5 Performance of (Depending on viewing authorization):
• Branches
• Workers – especially
• Other organizational Units
1
6 • Produce reports on Expenses Vs Income for X
7 Gamification principles:
• A salesperson will be able to see rewards or trophies for reaching their goals
• A salesperson will be able to invite a colleague for a challenge
• A manager will be able to set a challenge for a worker or a branch
• A manager will be able to choose/set trophies
1

Reports and KPI’s (Manager & General View) (2/2)
8 Data should show rich information visualization with clear Real Time data and
actual insights – Dynamic graphs with different filters. Data can be presented
both in tabular and graphical forms. Ability to compare between parallel sets of
data.
1
9 Bottom line status indicators (For the troubled manager) 1
10 User will be able to add markers and indications on graphs
11 User will be able to take a glimpse at Company Protocols and come back to KPI’s 1
12 Excel integration 1
13 Print/Export reports. Ability to organize page layout 1
14 Reports will include subsidiary firms 1
15 User will be able to see who can view her KPI’s. See state related to her goals. If
possible, compare to other employees agents.
1

Reports and KPI’s (Car fleet) (1/3)
1 User will be able to see the data crossed by organizational units
2 Fleet manager will be able to see charges of toll roads 1
3 Fleet manager will be able to see automatic car wash bills 1
4 Fleet manager will be able to see expenses report on Fleet 1
5 Fleet manager will be able to see expenses report on a specific car 1
6 Fleet manager will be able to see fuel consumption report
• On Fleet/ specific car
• Between dates
• By car type
• Private or not
1
7 Fleet manager will be able to see fuel consumption report on a specific car 1

8 Fueling history – The user will be able to:
• Export to external file
• Print details
1
9 Fleet manager will be able to see charges of garage jobs (One car or multiple)
• Between dates
• By car type (Private or not)
• By Garage shops (One or many)
1
10 Fleet manager will be able to view a list of upcoming licensing tests for the cars 1
11 Manager will be able to produce expenses report for Insurance
• Between dates
• By types
1

12 Annual activity summery for car/cars
• All kinds of expenses
• Sum total
• Between dates
1
13 The user will be able to see maintenance jobs (+ View unfinished) 1
14 Fleet manager will be able to view a list of driver licenses for renewal 1
15 Daily/weekly/monthly miles coverage 1

Protocols (1/2)
1 User will see a list of protocols 1
2 User will be able to search for a protocol:
• By category
• By key word (free search)
3 Click and view protocol 1
4 Edit protocol (By roles) 1
5 After editing, the system will offer the user to send a notification to workers
about “a change of protocol”
1
6 Examples:
• Workshop instruction sheets [Out of scope]
• Safety regulations
1

Protocols (2/2)
7 User will be able to set a reminder for reoccurring safety meetings etc. 1
8 User will be able to see a bottom line summery of protocol 1
9 User will be able to view protocol by list to mange action items for review (If
applicable)
1

Messages
1 User will be able to view messages 1
2 User will be able to open and view message
3 User will be able to write new message 1
4 User will be able to do all the basic actions on a message entry 1
5 Balk message to all company workers/branch/Organizational Unit 1
6 Balk message to all company customers/customer group 1

Message view
1 User will be able to do common tasks on a message 1
2 User will be able to assign a task (or add a link to an item) to a message 1

Self Service view (1/2)
1 User will be able to view car details that are available in car view 1
2 The user will be able to compare their expenses relative to car from same group
and/or same neighborhood
3 Last time a car had a maintenance check + Upcoming maintenance check 1
4 Order/Schedule a maintenance check 1
5 Gas stations and car wash stations in agreements with Car Lease 1
6 Mileage report (See if it fits the contract with the company) 1
7 Map of travels. Tracks and places for wasted time and fuel consumption.
Optional: Map can suggest routs that include personal arrangements like: pick up
groceries and different shopping needs.
1
8 Set SMS reminder for events. Can use the already defined notification/alerts in
the system
1

Self Service view (2/2)
9 User will be able to communicate with transportation section at the firm (If
applicable)
1
10 User will be able to view and report on vehicle transfer 1

Car Lease - Functional Requirements Documentation

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