Jemimah Ayoma

Product Requirements Document (PRD): Stock Traceability for Delivery, Swap, and Repossession Document Owner: Jemimah Ayoma UI & UX Designers: Marianne, John Developers: Eric, Hosea, Victor QA: Leah Project Managers: Duncan, Kritika Contributors: Prince, Ida, Ronald, Julie, Patrick Overview Objective To implement a Stock Traceability Function to enhance the tracking of inventory throughout the delivery, swap, and repossession lifecycle. The system will maintain real-time updates of stock status by assigning specific ownership and location tracking for each unit. The tracking process will include scanning devices via dedicated applications used by different roles. Scope The implementation covers: • Delivery: Ensuring tracking from warehouse to customer via stocking points, drivers, and field agents. • Swap: Managing new and old unit tracking during the exchange process. • Repossession: Tracking movement from customer back to designated locations. • Role-Based Inventory Access: Restricting inventory visibility based on role and assigned region. • Scanning Process: Enabling different roles to scan devices at key transfer points. User Roles and Responsibilities Role Field Agent Driver Stocking Point Agent Warehouse Officer CRM System Responsibilities Conduct repossession, update inventory, assign and install new devices, manage swaps. Transport units, update inventory via scanning. Scan devices in/out, assign bins, validate serials. Manage warehouse inventory, scan units for tracking. Automatically update statuses and provide visibility across teams. User Stories & Functional Requirements Field Agent • • As a field agent, I want to scan repossessed units so that I can update their stock status. o Real-time status updates upon scanning. o Confirmation message displayed for successful update. As a field agent, I want to scan and assign both new and old devices during a swap. o Scanning at key transfer points. o New device linked to customer profile. Driver • As a driver, I want to scan units when assigning stock to field agents. o Stock is assigned to a specific agent upon scanning. o Confirmation message displayed upon successful assignment. Stocking Point Agent • As a stocking point agent, I want to scan and verify stock transfers. o Bulk scanning feature for multiple devices. o Checklist verification for sealed and intact units. Warehouse Officer • As a warehouse officer, I want to scan out stock for deliveries and new swaps. o Stock status updates in real time. o Tracking for all outbound and inbound inventory. Process Workflows • • Stock traceability workflow for Field Agent, Driver, Stocking Point Agent, and Warehouse Officer. Real-time status updates reflected in CRM system. Risks & Mitigation Risk Scanning errors Network failures Unauthorized access Mitigation Strategy Implement mandatory checklist confirmations. Enable offline mode with delayed sync. Enforce strict role-based controls. Release & Rollout Strategy Phase Internal Testing Gradual Rollout Full Deployment Description Pilot testing in selected regions. Expand to additional regions in a controlled manner. Activate tracking across all operational regions. Key Activities Validate scanning functionality and role-based visibility. Monitor data accuracy and train users. Implement system monitoring and error tracking. Feedback & Continuous Improvement • • • • User Feedback Collection: Regular sessions with agents and drivers to gather insights. Issue Tracking & Resolution: Dedicated support team for troubleshooting. Performance Analysis: Monitor scan success rates and tracking efficiency. Iterative Updates: Rolling out improvements based on feedback. Abbreviations • • • CRM – Customer Relationship Management TBD – To Be Determined PRD – Product Requirements Document