{ "schemaVersion": "1.0", "title": "Fleet Management System", "lang": "en", "prd": { "oneLiner": "Connect vehicle master data, drivers, dispatch, location and status, inspections, maintenance, costs, and safety reporting.", "goal": "Improve vehicle utilization and inspection compliance while reducing response time to operating exceptions.", "whyNow": "Vehicle status, drivers, dispatch, inspections, maintenance, and trip records are fragmented, so operators cannot quickly find at-risk vehicles or cost causes.", "category": "Internal operations system", "platforms": [ "Web" ], "problem": "Vehicle status, drivers, dispatch, inspections, maintenance, and trip records are fragmented, so operators cannot quickly find at-risk vehicles or cost causes.", "solution": "Connect vehicle master data, drivers, dispatch, location and status, inspections, maintenance, costs, and safety reporting.", "alternatives": "Email, chat, spreadsheets, and manual ledgers", "differentiator": "Manage intake, processing, and operations data as one connected source of truth.", "targets": [ { "name": "Driver and operator managing business vehicles and operating schedules", "role": "Requester and operational user", "needs": "Quickly register needed work and know its status.", "pain": "Vehicle status, drivers, dispatch, inspections, maintenance, and trip records are fragmented, so operators cannot quickly find at-risk vehicles or cost causes." }, { "name": "Fleet control and transportation operations coordinator", "role": "Operations administrator", "needs": "Manage priority and history and review operations metrics.", "pain": "Vehicle status, drivers, dispatch, inspections, maintenance, and trip records are fragmented, so operators cannot quickly find at-risk vehicles or cost causes." }, { "name": "System and policy administrator", "role": "Operations and security administrator", "needs": "Manage access, policy, and audit history.", "pain": "Vehicle status, drivers, dispatch, inspections, maintenance, and trip records are fragmented, so operators cannot quickly find at-risk vehicles or cost causes." } ], "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": "Improve vehicle utilization and inspection compliance while reducing response time to operating exceptions.", "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": [ "Vehicle, driver, trip plan, inspection, and maintenance-request registration", "Vehicle status, location, trip, fuel, inspection, and maintenance-history lookup", "Dispatch, trip start, status collection, exception response, maintenance, and return handling", "Utilization, mileage, fuel, maintenance cost, safety, and exception reporting", "Vehicle, driver, trip plan, inspection, and maintenance-request 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": "Vehicle status, drivers, dispatch, inspections, maintenance, and trip records are fragmented, so operators cannot quickly find at-risk vehicles or cost causes.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "features": [ { "id": "F1", "title": "Vehicle, driver, trip plan, inspection, and maintenance-request registration", "desc": "Connect vehicle master data, drivers, dispatch, location and status, inspections, maintenance, costs, and safety reporting.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Vehicle, driver, trip plan, inspection, and maintenance-request registration core processing rule", "desc": "Connect vehicle master data, drivers, dispatch, location and status, inspections, maintenance, costs, and safety reporting.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Vehicle, driver, trip plan, inspection, and maintenance-request registration exception and audit handling", "desc": "Connect vehicle master data, drivers, dispatch, location and status, inspections, maintenance, costs, and safety reporting. 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": "Vehicle, driver, trip plan, inspection, and maintenance-request registration validation and duplicate prevention", "desc": "Vehicle status, drivers, dispatch, inspections, maintenance, and trip records are fragmented, so operators cannot quickly find at-risk vehicles or cost causes.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Vehicle, driver, trip plan, inspection, and maintenance-request registration validation and duplicate prevention core processing rule", "desc": "Vehicle status, drivers, dispatch, inspections, maintenance, and trip records are fragmented, so operators cannot quickly find at-risk vehicles or cost causes.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Vehicle, driver, trip plan, inspection, and maintenance-request registration validation and duplicate prevention exception and audit handling", "desc": "Vehicle status, drivers, dispatch, inspections, maintenance, and trip records are fragmented, so operators cannot quickly find at-risk vehicles or cost causes. 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 vehicle master data, drivers, dispatch, location and status, inspections, maintenance, costs, and safety reporting.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "features": [ { "id": "F3", "title": "Vehicle status, location, trip, fuel, inspection, and maintenance-history lookup", "desc": "Improve vehicle utilization and inspection compliance while reducing response time to operating exceptions.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Vehicle status, location, trip, fuel, inspection, and maintenance-history lookup core processing rule", "desc": "Improve vehicle utilization and inspection compliance while reducing response time to operating exceptions.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Vehicle status, location, trip, fuel, inspection, and maintenance-history lookup exception and audit handling", "desc": "Improve vehicle utilization and inspection compliance while reducing response time to operating exceptions. 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 vehicle master data, drivers, dispatch, location and status, inspections, maintenance, costs, and safety reporting.", "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 vehicle master data, drivers, dispatch, location and status, inspections, maintenance, costs, and safety reporting.", "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 vehicle master data, drivers, dispatch, location and status, inspections, maintenance, costs, and safety reporting. 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": "Improve vehicle utilization and inspection compliance while reducing response time to operating exceptions.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "features": [ { "id": "F5", "title": "Dispatch, trip start, status collection, exception response, maintenance, and return handling", "desc": "Vehicle status, drivers, dispatch, inspections, maintenance, and trip records are fragmented, so operators cannot quickly find at-risk vehicles or cost causes.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Dispatch, trip start, status collection, exception response, maintenance, and return handling core processing rule", "desc": "Vehicle status, drivers, dispatch, inspections, maintenance, and trip records are fragmented, so operators cannot quickly find at-risk vehicles or cost causes.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Dispatch, trip start, status collection, exception response, maintenance, and return handling exception and audit handling", "desc": "Vehicle status, drivers, dispatch, inspections, maintenance, and trip records are fragmented, so operators cannot quickly find at-risk vehicles or cost causes. 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": "Improve vehicle utilization and inspection compliance while reducing response time to operating exceptions.", "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": "Improve vehicle utilization and inspection compliance while reducing response time to operating exceptions.", "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": "Improve vehicle utilization and inspection compliance while reducing response time to operating exceptions. 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": "Vehicle status, drivers, dispatch, inspections, maintenance, and trip records are fragmented, so operators cannot quickly find at-risk vehicles or cost causes.", "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 vehicle master data, drivers, dispatch, location and status, inspections, maintenance, costs, and safety reporting.", "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 vehicle master data, drivers, dispatch, location and status, inspections, maintenance, costs, and safety reporting.", "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 vehicle master data, drivers, dispatch, location and status, inspections, maintenance, costs, and safety reporting. 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": "Vehicle status, drivers, dispatch, inspections, maintenance, and trip records are fragmented, so operators cannot quickly find at-risk vehicles or cost causes.", "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": "Vehicle status, drivers, dispatch, inspections, maintenance, and trip records are fragmented, so operators cannot quickly find at-risk vehicles or cost causes.", "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": "Vehicle status, drivers, dispatch, inspections, maintenance, and trip records are fragmented, so operators cannot quickly find at-risk vehicles or cost causes. 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 vehicle master data, drivers, dispatch, location and status, inspections, maintenance, costs, and safety reporting.", "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": "Improve vehicle utilization and inspection compliance while reducing response time to operating exceptions.", "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": "Improve vehicle utilization and inspection compliance while reducing response time to operating exceptions.", "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": "Improve vehicle utilization and inspection compliance while reducing response time to operating exceptions. 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 vehicle master data, drivers, dispatch, location and status, inspections, maintenance, costs, and safety reporting.", "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 vehicle master data, drivers, dispatch, location and status, inspections, maintenance, costs, and safety reporting.", "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 vehicle master data, drivers, dispatch, location and status, inspections, maintenance, costs, and safety reporting. 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": "Improve vehicle utilization and inspection compliance while reducing response time to operating exceptions.", "status": "todo", "priority": "mid", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "features": [ { "id": "F11", "title": "Utilization, mileage, fuel, maintenance cost, safety, and exception reporting", "desc": "Vehicle status, drivers, dispatch, inspections, maintenance, and trip records are fragmented, so operators cannot quickly find at-risk vehicles or cost causes.", "status": "todo", "priority": "high", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ], "specs": [ { "title": "Utilization, mileage, fuel, maintenance cost, safety, and exception reporting core processing rule", "desc": "Vehicle status, drivers, dispatch, inspections, maintenance, and trip records are fragmented, so operators cannot quickly find at-risk vehicles or cost causes.", "acceptance": [ { "text": "Required context, changes, ownership, and status are retained in an auditable record.", "done": false } ] }, { "title": "Utilization, mileage, fuel, maintenance cost, safety, and exception reporting exception and audit handling", "desc": "Vehicle status, drivers, dispatch, inspections, maintenance, and trip records are fragmented, so operators cannot quickly find at-risk vehicles or cost causes. 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": "Improve vehicle utilization and inspection compliance while reducing response time to operating exceptions.", "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": "Improve vehicle utilization and inspection compliance while reducing response time to operating exceptions.", "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": "Improve vehicle utilization and inspection compliance while reducing response time to operating exceptions. 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" } ] } }