Functional requirements of Workshop Management System with non-functional

Functional Requirements

1. Work Order Management
   • Work Order Creation: Create and manage work orders for repairs or projects, including details such as descriptions, priority, and deadlines.
   • Status Tracking: Track the status of work orders (e.g., pending, in progress, completed) and update as necessary.
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   • Assignment: Assign work orders to specific technicians or staff members.
2. Scheduling and Appointments
   • Appointment Scheduling: Schedule appointments or service times for customers, including managing technician availability.
   • Calendar Integration: Integrate with calendars to manage appointments and avoid conflicts.
3. Inventory Management
   • Inventory Tracking: Manage and track inventory of tools, parts, and materials used in the workshop.
   • Stock Levels: Monitor stock levels and manage reordering processes to ensure availability of necessary items.
   • Supplier Management: Maintain records of suppliers and manage purchase orders for inventory replenishment.
4. Customer Management
   • Customer Profiles: Create and manage customer profiles, including contact details, service history, and preferences.
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   • Communication: Send notifications and reminders to customers about appointments, work order status, or promotions.
5. Billing and Payments
   • Invoicing: Generate and manage invoices for services rendered, including detailed breakdowns of labor, parts, and other costs.
   • Payment Processing: Process payments, including support for various methods such as cash, credit/debit cards, or electronic transfers.
   • Financial Reporting: Generate reports on revenue, expenses, and other financial metrics.
6. Reporting and Analytics
   • Work Order Reports: Generate reports on work orders, including completion rates, turnaround times, and technician performance.
   • Inventory Reports: Track inventory usage, stock levels, and procurement costs.
   • Customer Reports: Analyze customer interactions, service frequency, and feedback.
7. Technician Management
   • Technician Profiles: Manage technician profiles, including skills, certifications, and work history.
   • Workload Management: Monitor and manage technician workloads and ensure balanced distribution of work.
8. Document Management
   • Document Storage: Store and manage documents related to work orders, invoices, and customer interactions.
   • Digital Records: Provide digital records for easy access and retrieval of important documents.
9. Maintenance Management
   • Scheduled Maintenance: Schedule and track routine maintenance for workshop equipment and tools.
   • Maintenance Records: Keep records of maintenance activities, including dates and details of tasks performed.
10. Mobile Access
    • Mobile Compatibility: Ensure the system is accessible via mobile devices for on-the-go management of work orders and customer interactions.

Non-Functional Requirements

1. Performance
   • Scalability: The system should handle increasing numbers of work orders, customers, and inventory items without performance degradation.
   • Speed: Ensure quick response times for creating work orders, processing transactions, and generating reports.
2. Reliability
   • Uptime: High availability with minimal downtime to ensure continuous operation and access to the system.
   • Data Integrity: Accurate and consistent handling of data, including work orders, inventory, and financial records.
3. Security
   • Authentication/Authorization: Secure login and role-based access controls to protect system functionality and sensitive information.
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   • Data Encryption: Encrypt data both in transit and at rest to safeguard customer and financial information.
   • Compliance: Adhere to relevant data protection regulations (e.g., GDPR, CCPA) for managing personal and financial data.
4. Usability
   • User Interface (UI): Intuitive and user-friendly design for ease of navigation and operation by workshop staff.
   • User Experience (UX): Ensure a smooth and efficient workflow for managing work orders, inventory, and customer interactions.
5. Compatibility
   • Browser Support: Ensure compatibility with major web browsers (e.g., Chrome, Firefox, Safari).
   • Platform Compatibility: Support various operating systems and devices, including mobile devices.
6. Maintainability
   • Code Quality: Well-structured and documented code for ease of maintenance and future updates.
   • Updates: Regular updates to address bugs, improve features, and adapt to new technologies or requirements.
7. Accessibility
   • Inclusivity: Adhere to accessibility standards (e.g., WCAG) to support users with disabilities.
   • Multi-Language Support: Provide multilingual capabilities to accommodate a diverse user base.
8. Backup and Recovery
   • Data Backup: Regular and automated backups to prevent data loss and ensure recovery in case of system failures.
   • Disaster Recovery: Procedures for restoring system functionality and data after significant disruptions.
9. Interoperability
   • Standards Compliance: Adherence to relevant standards and protocols to ensure compatibility with other systems and tools used in the workshop.