{ "schemaVersion": "1.0", "title": "Customer Complaint Management System", "lang": "en", "prd": { "oneLiner": "Connect complaint intake, evidence, severity, investigation, proposed resolution, remedy, customer notice, and recurrence-prevention actions.", "goal": "Maintain 95% or more on-time complaint acknowledgments and improve root-cause-analysis completion for repeated complaints.", "whyNow": "Complaints, investigation material, remedy decisions, and customer notices are split across channels, making fair handling and recurrence-prevention evidence hard to manage.", "category": "Customer Support & Knowledge system", "platforms": [ "Web" ], "problem": "Complaints, investigation material, remedy decisions, and customer notices are split across channels, making fair handling and recurrence-prevention evidence hard to manage.", "solution": "Connect complaint intake, evidence, severity, investigation, proposed resolution, remedy, customer notice, and recurrence-prevention actions.", "alternatives": "Email, chat, spreadsheets, and manual ledgers", "differentiator": "Manage intake, processing, and operations data as one connected source of truth.", "targets": [ { "name": "Customer formally raising a service problem and support agent", "role": "Requester and operational user", "needs": "Quickly register needed work and know its status.", "pain": "Complaints, investigation material, remedy decisions, and customer notices are split across channels, making fair handling and recurrence-prevention evidence hard to manage." }, { "name": "Customer protection, support, and compliance operations coordinator", "role": "Operations administrator", "needs": "Manage priority and history and review operations metrics.", "pain": "Complaints, investigation material, remedy decisions, and customer notices are split across channels, making fair handling and recurrence-prevention evidence hard to manage." }, { "name": "System and policy administrator", "role": "Operations and security administrator", "needs": "Manage access, policy, and audit history.", "pain": "Complaints, investigation material, remedy decisions, and customer notices are split across channels, making fair handling and recurrence-prevention evidence hard to manage." } ], "scenarios": [ { "text": "An operational user registers required work and checks its status.", "start": "P1" }, { "text": "An operator processes queued work and handles exceptions.", "start": "P5" }, { "text": "System and policy administrator reviews policy and access.", "start": "P9" }, { "text": "System and policy administrator reviews audit records and operating metrics.", "start": "P10" } ], "northStar": "Share of operations requests completed on time", "kpis": [ { "name": "On-time processing rate", "target": "Maintain 95% or more on-time complaint acknowledgments and improve root-cause-analysis completion for repeated complaints.", "baseline": "Not measured", "method": "Monthly aggregation of state changes against target dates", "refs": [ "F6" ] }, { "name": "Operations visibility", "target": "100% of key work tracked", "baseline": "Not measured", "method": "Share of records connected to reporting", "refs": [ "F11" ] }, { "name": "Auditable operations rate", "target": "100% of key changes retained", "baseline": "Not measured", "method": "Monthly audit-log and change-history review", "refs": [ "F12" ] } ], "inScope": [ "Complaint, harm detail, evidence, and requested-outcome registration", "Complaint state, severity, customer impact, investigation, remedy, and notice-history lookup", "Acknowledgment, fact finding, owner assignment, proposed resolution, remedy approval, closure, and recurrence prevention", "Complaint type, resolution time, remedy, recurrence, and regulatory-response reporting", "Complaint, harm detail, evidence, and requested-outcome registration validation and duplicate prevention", "Search, filter, and history management", "Owner, priority, and SLA management", "Approval and policy review", "Exception, rejection, and reprocessing", "Notifications and subscriptions", "External integration and data synchronization", "Role, permission, and audit management" ], "nonGoals": [ "External customer portal", "Replacing adjacent systems such as accounting or payroll" ], "assumptions": [ "User and organization data are available through company SSO.", "Operators manage policy and classification criteria." ], "risks": [ "Weak initial classification can cause incorrect processing.", "Stale source data can reduce operational trust." ], "openQuestions": [ "What defines urgent processing and approval?", "What are the post-completion verification and reopen rules?" ], "constraints": [ "State, owner, and priority changes require audit logs.", "Access is limited by role.", "Permission, policy, and state changes require audit logs." ] }, "requirements": [ { "id": "R1", "title": "Intake and data quality", "desc": "Complaints, investigation material, remedy decisions, and customer notices are split across channels, making fair handling and recurrence-prevention evidence hard to manage.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "features": [ { "id": "F1", "title": "Complaint, harm detail, evidence, and requested-outcome registration", "desc": "Connect complaint intake, evidence, severity, investigation, proposed resolution, remedy, customer notice, and recurrence-prevention actions.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Complaint, harm detail, evidence, and requested-outcome registration core processing rule", "desc": "Connect complaint intake, evidence, severity, investigation, proposed resolution, remedy, customer notice, and recurrence-prevention actions.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Complaint, harm detail, evidence, and requested-outcome registration exception and audit handling", "desc": "Connect complaint intake, evidence, severity, investigation, proposed resolution, remedy, customer notice, and recurrence-prevention actions. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] }, { "id": "F2", "title": "Complaint, harm detail, evidence, and requested-outcome registration validation and duplicate prevention", "desc": "Complaints, investigation material, remedy decisions, and customer notices are split across channels, making fair handling and recurrence-prevention evidence hard to manage.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Complaint, harm detail, evidence, and requested-outcome registration validation and duplicate prevention core processing rule", "desc": "Complaints, investigation material, remedy decisions, and customer notices are split across channels, making fair handling and recurrence-prevention evidence hard to manage.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Complaint, harm detail, evidence, and requested-outcome registration validation and duplicate prevention exception and audit handling", "desc": "Complaints, investigation material, remedy decisions, and customer notices are split across channels, making fair handling and recurrence-prevention evidence hard to manage. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] } ] }, { "id": "R2", "title": "Records and search", "desc": "Connect complaint intake, evidence, severity, investigation, proposed resolution, remedy, customer notice, and recurrence-prevention actions.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "features": [ { "id": "F3", "title": "Complaint state, severity, customer impact, investigation, remedy, and notice-history lookup", "desc": "Maintain 95% or more on-time complaint acknowledgments and improve root-cause-analysis completion for repeated complaints.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Complaint state, severity, customer impact, investigation, remedy, and notice-history lookup core processing rule", "desc": "Maintain 95% or more on-time complaint acknowledgments and improve root-cause-analysis completion for repeated complaints.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Complaint state, severity, customer impact, investigation, remedy, and notice-history lookup exception and audit handling", "desc": "Maintain 95% or more on-time complaint acknowledgments and improve root-cause-analysis completion for repeated complaints. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] }, { "id": "F4", "title": "Search, filter, and history management", "desc": "Connect complaint intake, evidence, severity, investigation, proposed resolution, remedy, customer notice, and recurrence-prevention actions.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Search, filter, and history management core processing rule", "desc": "Connect complaint intake, evidence, severity, investigation, proposed resolution, remedy, customer notice, and recurrence-prevention actions.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Search, filter, and history management exception and audit handling", "desc": "Connect complaint intake, evidence, severity, investigation, proposed resolution, remedy, customer notice, and recurrence-prevention actions. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] } ] }, { "id": "R3", "title": "Processing and ownership", "desc": "Maintain 95% or more on-time complaint acknowledgments and improve root-cause-analysis completion for repeated complaints.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "features": [ { "id": "F5", "title": "Acknowledgment, fact finding, owner assignment, proposed resolution, remedy approval, closure, and recurrence prevention", "desc": "Complaints, investigation material, remedy decisions, and customer notices are split across channels, making fair handling and recurrence-prevention evidence hard to manage.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Acknowledgment, fact finding, owner assignment, proposed resolution, remedy approval, closure, and recurrence prevention core processing rule", "desc": "Complaints, investigation material, remedy decisions, and customer notices are split across channels, making fair handling and recurrence-prevention evidence hard to manage.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Acknowledgment, fact finding, owner assignment, proposed resolution, remedy approval, closure, and recurrence prevention exception and audit handling", "desc": "Complaints, investigation material, remedy decisions, and customer notices are split across channels, making fair handling and recurrence-prevention evidence hard to manage. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] }, { "id": "F6", "title": "Owner, priority, and SLA management", "desc": "Maintain 95% or more on-time complaint acknowledgments and improve root-cause-analysis completion for repeated complaints.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Owner, priority, and SLA management core processing rule", "desc": "Maintain 95% or more on-time complaint acknowledgments and improve root-cause-analysis completion for repeated complaints.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Owner, priority, and SLA management exception and audit handling", "desc": "Maintain 95% or more on-time complaint acknowledgments and improve root-cause-analysis completion for repeated complaints. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] } ] }, { "id": "R4", "title": "Approval and exceptions", "desc": "Complaints, investigation material, remedy decisions, and customer notices are split across channels, making fair handling and recurrence-prevention evidence hard to manage.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "features": [ { "id": "F7", "title": "Approval and policy review", "desc": "Connect complaint intake, evidence, severity, investigation, proposed resolution, remedy, customer notice, and recurrence-prevention actions.", "status": "todo", "priority": "mid", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Approval and policy review core processing rule", "desc": "Connect complaint intake, evidence, severity, investigation, proposed resolution, remedy, customer notice, and recurrence-prevention actions.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Approval and policy review exception and audit handling", "desc": "Connect complaint intake, evidence, severity, investigation, proposed resolution, remedy, customer notice, and recurrence-prevention actions. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] }, { "id": "F8", "title": "Exception, rejection, and reprocessing", "desc": "Complaints, investigation material, remedy decisions, and customer notices are split across channels, making fair handling and recurrence-prevention evidence hard to manage.", "status": "todo", "priority": "mid", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Exception, rejection, and reprocessing core processing rule", "desc": "Complaints, investigation material, remedy decisions, and customer notices are split across channels, making fair handling and recurrence-prevention evidence hard to manage.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Exception, rejection, and reprocessing exception and audit handling", "desc": "Complaints, investigation material, remedy decisions, and customer notices are split across channels, making fair handling and recurrence-prevention evidence hard to manage. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] } ] }, { "id": "R5", "title": "Notifications and integrations", "desc": "Connect complaint intake, evidence, severity, investigation, proposed resolution, remedy, customer notice, and recurrence-prevention actions.", "status": "todo", "priority": "mid", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "features": [ { "id": "F9", "title": "Notifications and subscriptions", "desc": "Maintain 95% or more on-time complaint acknowledgments and improve root-cause-analysis completion for repeated complaints.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Notifications and subscriptions core processing rule", "desc": "Maintain 95% or more on-time complaint acknowledgments and improve root-cause-analysis completion for repeated complaints.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Notifications and subscriptions exception and audit handling", "desc": "Maintain 95% or more on-time complaint acknowledgments and improve root-cause-analysis completion for repeated complaints. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] }, { "id": "F10", "title": "External integration and data synchronization", "desc": "Connect complaint intake, evidence, severity, investigation, proposed resolution, remedy, customer notice, and recurrence-prevention actions.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "External integration and data synchronization core processing rule", "desc": "Connect complaint intake, evidence, severity, investigation, proposed resolution, remedy, customer notice, and recurrence-prevention actions.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "External integration and data synchronization exception and audit handling", "desc": "Connect complaint intake, evidence, severity, investigation, proposed resolution, remedy, customer notice, and recurrence-prevention actions. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] } ] }, { "id": "R6", "title": "Insights and controls", "desc": "Maintain 95% or more on-time complaint acknowledgments and improve root-cause-analysis completion for repeated complaints.", "status": "todo", "priority": "mid", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "features": [ { "id": "F11", "title": "Complaint type, resolution time, remedy, recurrence, and regulatory-response reporting", "desc": "Complaints, investigation material, remedy decisions, and customer notices are split across channels, making fair handling and recurrence-prevention evidence hard to manage.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Complaint type, resolution time, remedy, recurrence, and regulatory-response reporting core processing rule", "desc": "Complaints, investigation material, remedy decisions, and customer notices are split across channels, making fair handling and recurrence-prevention evidence hard to manage.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Complaint type, resolution time, remedy, recurrence, and regulatory-response reporting exception and audit handling", "desc": "Complaints, investigation material, remedy decisions, and customer notices are split across channels, making fair handling and recurrence-prevention evidence hard to manage. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] }, { "id": "F12", "title": "Role, permission, and audit management", "desc": "Maintain 95% or more on-time complaint acknowledgments and improve root-cause-analysis completion for repeated complaints.", "status": "todo", "priority": "mid", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Role, permission, and audit management core processing rule", "desc": "Maintain 95% or more on-time complaint acknowledgments and improve root-cause-analysis completion for repeated complaints.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Role, permission, and audit management exception and audit handling", "desc": "Maintain 95% or more on-time complaint acknowledgments and improve root-cause-analysis completion for repeated complaints. Retain change, failure, and reprocessing conditions with history.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] } ] } ] } ], "ia": { "sections": [ { "id": "S1", "title": "Intake and data quality", "pages": [ { "id": "P1", "title": "Operations dashboard", "type": "top", "refs": [ "F1", "F1:0", "F3", "F4:0", "F7:1", "F11" ], "children": [] }, { "id": "P2", "title": "Work list", "type": "page", "refs": [ "F3", "F3:0", "F4", "F1:0", "F4:1", "F8", "F11:0" ], "children": [] }, { "id": "P3", "title": "Create record", "type": "page", "refs": [ "F1", "F1:1", "F2", "F5", "F8:0", "F11:1" ], "children": [] } ] }, { "id": "S2", "title": "Records and search", "pages": [ { "id": "P4", "title": "Record detail", "type": "page", "refs": [ "F3:1", "F4:1", "F11", "F2", "F5:0", "F8:1", "F12" ], "children": [] }, { "id": "P5", "title": "Processing workspace", "type": "page", "refs": [ "F5", "F5:0", "F6", "F2:0", "F5:1", "F9", "F12:0" ], "children": [] } ] }, { "id": "S3", "title": "Processing and ownership", "pages": [ { "id": "P6", "title": "Approval and exception queue", "type": "page", "refs": [ "F7", "F7:0", "F8", "F2:1", "F6", "F9:0", "F12:1" ], "children": [] }, { "id": "P7", "title": "Notifications and integrations", "type": "page", "refs": [ "F9", "F9:0", "F10", "F3", "F6:0", "F9:1" ], "children": [] } ] }, { "id": "S4", "title": "Insights and controls", "pages": [ { "id": "P8", "title": "Operations reports", "type": "page", "refs": [ "F11", "F11:0", "F3:0", "F6:1", "F10" ], "children": [] }, { "id": "P9", "title": "Policy and access settings", "type": "page", "refs": [ "F10:1", "F12", "F3:1", "F7", "F10:0" ], "children": [] }, { "id": "P10", "title": "Audit log", "type": "page", "refs": [ "F8:1", "F12:0", "F12:1", "F4", "F7:0", "F10:1" ], "children": [] } ] } ] }, "flow": { "start": "P1", "transitions": [ { "from": "P1", "to": "P2", "ref": "F1" }, { "from": "P2", "to": "P3", "ref": "F2" }, { "from": "P3", "to": "P4", "ref": "F3" }, { "from": "P4", "to": "P5", "ref": "F4" }, { "from": "P5", "to": "P6", "ref": "F5" }, { "from": "P5", "to": "P6", "ref": "F7" }, { "from": "P6", "to": "P5", "ref": "F8" }, { "from": "P5", "to": "P7", "ref": "F6" }, { "from": "P7", "to": "P8", "ref": "F9" }, { "from": "P8", "to": "P9", "ref": "F10" }, { "from": "P9", "to": "P10", "ref": "F12" }, { "from": "P10", "to": "P4", "ref": "F11" }, { "from": "P4", "to": "P1", "label": "Refresh operations status" } ] } }