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ID & Reference Format Settings (ONB02US07)

1. Problem Statement

User Role: Utility Administrator

  • Pain Point 1: Limited customization options for ID formats with fixed structure (prefix, utility service, date element, sequence number)
  • Pain Point 2: Minimal contextual help for understanding format components and their implications
  • Pain Point 3: Basic preview functionality that doesn't show multiple examples or validation warnings
  • Pain Point 4: Audit logs show changes but lack detailed information about format configuration rationale
  • Pain Point 5: No ability to test ID formats with different scenarios before implementation

Core Problem

The current ID & Reference Format Settings in SMART360 provides basic functionality but lacks advanced customization options, comprehensive help features, and robust validation tools, leading to challenges in creating optimal ID formats and troubleshooting issues when they arise.

2. Who Are the Users Facing the Problem?

Utility Administrator

Responsibilities: Serves as the primary SMART360 system administrator for the utility. Configures system settings to align with utility business processes, manages master data, and sets up workflows and approval hierarchies. Based on the screenshots, this role is responsible for creating and managing ID format configurations.

Access Level: Full access to ID & Reference Format Settings functionality.

System Admin (IT Director)

Responsibilities: Oversees all IT infrastructure supporting SMART360 and other utility systems. Reviews system changes and ensures proper configuration. Based on the screenshots, this role would likely review audit logs of ID format changes.

Access Level: View access to ID & Reference Format Settings with audit review capabilities.

3. Jobs To Be Done

For Utility Administrator: When I need to configure custom ID formats for different entities in the system, But I am limited by the predefined structure (prefix, utility service, date element, sequence) with minimal flexibility, Help me create more intuitive and flexible ID formats with enhanced customization options and better validation, So that I can establish a logical, consistent ID system that precisely meets our utility's specific requirements.

For Utility Administrator: When I need to review the impact of ID format changes, But I only see basic previews and limited contextual information, Help me access comprehensive format previews with multiple examples and validation warnings, So that I can confidently implement ID formats knowing they'll work correctly across all scenarios.

For System Admin: When I need to analyze changes to ID configurations, But the current audit logs show only basic change information without rationale or detailed comparisons, Help me access enhanced audit logs with complete before/after comparisons and change justifications, So that I can better understand the reasoning behind configuration changes and ensure proper change management.

4. Solution

Comprehensive Description

Enhance the existing ID & Reference Format Settings interface in SMART360 to provide greater flexibility, improved guidance, and better validation tools. The solution will build upon the current structure while adding more customization options, robust preview and testing capabilities, and enhanced audit logging.

Key Capability Areas

1. Enhanced Format Builder

  • Expanded Component Options: Additional format elements beyond the current prefix, utility service, date, and sequence options
  • Component Reordering: Ability to change the order of format components (not just fixed prefix-date-sequence structure)
  • Custom Separators: More options for separators between components, including the ability to use different separators between different elements
  • Conditional Elements: Support for components that only appear under certain conditions

2. Advanced Preview & Validation

  • Multi-sample Preview: Shows multiple sample IDs with different input scenarios instead of just one example
  • Validation Warnings: Proactively identifies potential issues with the current format configuration
  • Format Testing: Ability to test the format with specific inputs to verify behavior in edge cases
  • Length Visualization: Visual indicator showing component lengths and overall ID length

3. Enhanced Contextual Help

  • In-context Examples: Real-world examples for each format component showing best practices
  • Format Impact Guidance: Clear explanations of how each setting affects the generated IDs
  • Hover Help: Detailed tooltips that appear when hovering over each setting
  • Best Practice Recommendations: Contextual suggestions based on the entity type being configured

4. Improved Audit Capabilities

  • Detailed Change Records: Enhanced audit logs showing complete before/after comparisons
  • Change Justification: Required field for documenting the reason for format changes
  • Format Version History: Ability to view all historical versions of a format configuration
  • Change Impact Summary: Clear summary of how many existing records would be affected by format changes

5. Format Dashboard Enhancements

  • Format Usage Statistics: Indicators showing how many records are using each format
  • Format Health Indicators: Visual cues showing potential issues with current formats
  • Entity Relationship View: Visual representation of how formats relate across different entity types
  • Quick Filter Options: Enhanced filtering and search for managing numerous formats

5. Major Steps Involved

For Utility Administrator:

Accessing ID & Reference Format Settings

  1. Log into SMART360 with Utility Administrator credentials
  2. Navigate to the System Configuration section in the main menu
  3. Select "ID & Reference Format Settings" from the submenu
  4. View the dashboard showing current ID formats categorized as Master ID or Transaction ID

Creating a New ID Format

  1. From the ID & Reference Format Settings dashboard, select either "Master ID" or "Transaction ID" based on the entity type
  2. Click "Create New Format" button (not currently visible in screenshots but would be added)
  3. In the configuration form:
    • Select the entity type from the dropdown (Customer, Meter, Bill, Payment, etc.)
    • Enter the sequence length (number of digits)
    • Enter an optional prefix (short code like CUST, MTR, etc.)
    • Select the utility service (e.g., Water (WA))
    • Configure date element format (YYYYMM, etc.)
    • Set starting number and view current number
    • Select separator character
  4. View the live preview showing a sample ID with the current configuration
  5. With the enhanced solution, also:
    • View multiple sample IDs with different scenarios
    • Review any validation warnings
    • Add a description explaining the format purpose
  6. Save the new format configuration

Modifying an Existing Format

  1. From the ID Format dashboard, locate the format to modify in the table
  2. Click the edit icon in the Actions column
  3. In the edit form, modify any of the format components:
    • Update the prefix
    • Change the sequence length
    • Modify the date element format
    • Adjust the separator
    • Change the utility service
  4. View the updated live preview
  5. With the enhanced solution, also:
    • See a before/after comparison
    • Add a justification for the change
    • Review potential impact on existing records
    • Test the format with specific scenarios
  6. Click "Update ID" to save the changes

Viewing Audit Logs

  1. From the ID & Reference Format Settings page, click the "Audit Logs" tab
  2. View the list of changes showing:
    • Action type (Created, Updated)
    • ID Configuration affected
    • Modified By (user)
    • Date & Time of change
    • Brief details of the change
  3. Use the search field to find specific logs
  4. Use the "Select Action" filter to filter by action type
  5. Click on any log entry to view detailed information
  6. In the detailed view, see:
    • ID Configuration and Entity
    • Modified By and timestamp
    • Format pattern
    • Description
    • Specific changes made (from/to)
  7. With the enhanced solution, also:
    • View complete before/after configuration
    • See change justification
    • Access impact assessment data

For System Admin:

Reviewing Configuration Changes

  1. Log into SMART360 with System Admin credentials
  2. Navigate to the ID & Reference Format Settings
  3. Click on the "Audit Logs" tab
  4. View the comprehensive list of all ID format modifications
  5. Use filters to narrow down by date range, user, or action type
  6. Click on specific change entries to view detailed information
  7. With the enhanced solution, also:
    • Export audit data for compliance reporting
    • View pattern history across multiple changes
    • Access impact assessments for changes
    • Review change justifications

6. Flow Diagram

image.png

7. Business Rules

General Rules

  1. All entity IDs must be unique within their respective domains
  2. ID formats are categorized as either Master ID (for stable entities) or Transaction ID (for operational records)
  3. Changes to ID formats will only affect newly created entities, not existing ones
  4. Each entity type must have at least one active ID format defined
  5. The system must maintain an audit history of all changes to ID formats
  6. ID format names are automatically generated based on the entity type (e.g., "Customer ID", "Meter ID")
  7. Current sequence numbers must automatically increment when new IDs are generated
  8. Starting numbers must be configurable but default to 1

Format Component Rules

  1. Entity types must be selected from a predefined list (Customer, Meter, Bill, Payment, etc.)
  2. Sequence length must be specified as a number of digits (e.g., 4 digits for "0001")
  3. Prefixes must be short alphanumeric codes representing the entity (e.g., CUST, MTR, BILL)
  4. Utility service must be selectable from available utility types (e.g., Water (WA))
  5. Date elements must follow predefined formats (YYYYMM, YYMM, etc.)
  6. Separators must be selected from allowed characters (e.g., hyphen, underscore, period)
  7. The ID format structure follows the pattern: [Utility Service]-[Prefix]-[Date Element]-[Sequence Number]
  8. Master ID - Cosumer, meter, asset, plant, Unit
  9. transaction ID - Payment, Requests, Service orders, billing
  10. Preview - Prefix - Utility service - date - number

Enhanced Format Rules (Proposed)

  1. Multiple prefixes should be supportable within a single format
  2. Date elements should support more granular configuration (year, month, day separately)
  3. Entity-specific attributes should be available as format components (e.g., customer type code)
  4. Different separator characters should be allowed between different components

Validation Rules

  1. The system must prevent duplicate ID formats for the same entity type
  2. Sequence length must be sufficient to handle the expected volume of entities
  3. The total ID length must not exceed system limits for ID fields
  4. Preview generation must show how the format will appear with actual data
  5. Format validation should check for potential conflicts with existing formats

Security Rules

  1. Only users with Utility Administrator or System Admin roles can create or modify ID formats
  2. All users with appropriate permissions can view existing ID formats
  3. Audit logs of ID format changes must record user information and timestamps
  4. Every change to ID formats must be attributed to a specific user account

Prefilled Formats

  1. Consumer - Con-0001
  2. Meter - Mtr-0001
  3. Request ID's - Req-0001
  4. Payment - mmyy-0001
  5. Service Order - So-0001
  6. Billing - Inv-0001

8. Sample Data

Entity Types from Screenshots

  • Customer
  • Meter
  • Bill
  • Payment

ID Format Categories

  • Master ID (for Customer, Meter)
  • Transaction ID (for Bill, Payment)

Current Format Components (from Screenshots)

  • Entity: Customer, Meter, Bill, Payment
  • Prefix: CUST, MTR, BILL, PAY
  • Utility Service: WA (Water)
  • Date Element: YYYYMM (202404)
  • Sequence Length: 4 digits (0001)
  • Separator: Hyphen (-)

Example ID Format Configurations (Based on Screenshots)

Entity Type

ID Type

Format Pattern

Sample Generated ID

Customer

Master

WA-CUST-202404-0001

WA-CUST-202404-0001

Meter

Master

WA-MTR-202404-0001

WA-MTR-202404-0001

Bill

Transaction

BILL-202404-0001

BILL-202404-0001

Payment

Transaction

PAY-202404-0001

PAY-202404-0001

Extended Format Examples (for Enhanced Solution)

Entity Type

ID Type

Format Pattern

Sample Generated IDs

Customer

Master

CUST-{Region}-{YYYYMM}-{0001}

CUST-EAST-202404-0001, CUST-WEST-202404-0001

Meter

Master

MTR-{Size}-{YYYYMM}-{0001}

MTR-5/8-202404-0001, MTR-3/4-202404-0001

Work Order

Transaction

WO-{Type}-{YYYYMMDD}-{0001}

WO-REPAIR-20240416-0001, WO-INSTALL-20240416-0001

Service Request

Transaction

SR-{Priority}-{YYYYMM}-{0001}

SR-HIGH-202404-0001, SR-LOW-202404-0001

Sample Audit Log Entries (Based on Screenshots)

Action

ID Configuration

Modified By

Date & Time

Details

Updated

Customer ID (Customer)

Alex Smith

2024-04-02 10:45 AM

Format updated: WA-CUST-202404-0001

Updated

Meter ID (Meter)

Jordan Lee

2024-04-01 02:20 PM

Format updated: WA-MTR-202404-0001

Updated

Bill Number (Bill)

Casey Johnson

2024-04-03 09:15 AM

Format updated: BILL-202404-0001

Created

Payment ID (Payment)

Morgan Bailey

2024-04-10 02:34 PM

New format created: WA-PAY-202404-0001

Sample Detailed Change Log (Based on Screenshot)

Customer ID Format Change:

  • Modified By: Alex Smith
  • Date & Time: 2024-04-02 at 10:45 AM
  • Format: WA-CUST-202404-0001
  • Description: Format updated
  • Changes:
    • Prefix: From "CUST" To "WA-CUST"
    • Sequence Length: From "3" To "4"


9. Acceptance criteria

General Rules

The system should generate unique IDs within each entity's respective domain.

The system should classify ID formats as either Master ID or Transaction ID.

The system should not change existing entity IDs when ID format changes are made.

The system should require at least one active ID format for each entity type.

The system should maintain audit history records for all ID format changes.

The system should auto-generate ID format names based on entity type.

The system should automatically increment current sequence numbers when generating new IDs.

The system should allow configurable starting numbers with default value of 1.

Format Component Rules

The system should provide only predefined entity types for selection (Customer, Meter, Bill, Payment, etc.).

The system should require sequence length to be specified as number of digits.

The system should require prefixes to be short alphanumeric codes representing the entity.

The system should provide only available utility types for selection.

The system should provide only predefined date formats (YYYYMM, YYMM, etc.) for selection.

The system should provide only allowed separator characters for selection.

The system should generate IDs following pattern: [Utility Service]-[Prefix]-[Date Element]-[Sequence Number].

The system should classify Consumer, meter, asset, plant, Unit as Master ID entities.

The system should classify Payment, Requests, Service orders, billing as Transaction ID entities.

The system should display preview format as: Prefix - Utility service - date - number.

Enhanced Format Rules

The system should support multiple prefixes within a single format.

The system should allow separate configuration of year, month, and day components.

The system should provide entity-specific attributes as format components.

The system should allow different separator characters between different components.

Validation Rules

The system should prevent duplicate ID formats for the same entity type.

The system should validate that sequence length is sufficient for expected entity volume.

The system should enforce that total ID length does not exceed system field limits.

The system should generate preview showing format appearance with actual data.

The system should validate for potential conflicts with existing formats.

Security Rules

The system should allow only Utility Administrator or System Admin roles to create or modify ID formats.

The system should allow all users with appropriate permissions to view existing ID formats.

The system should record user information and timestamps in audit logs for ID format changes.

The system should attribute every ID format change to a specific user account.

Prefilled Formats

The system should provide Consumer entity prefilled format as: Con-0001.

The system should provide Meter entity prefilled format as: Mtr-0001.

The system should provide Request entity prefilled format as: Req-0001.

The system should provide Payment entity prefilled format as: mmyy-0001.

The system should provide Service Order entity prefilled format as: So-0001.

The system should provide Billing entity prefilled format as: Inv-0001.

10. Process Changes

Area

From (Current Process)

To (New Process)

Impact

ID Format Creation

Manual coding of ID formats requiring technical knowledge and potential system downtime

Visual ID builder with drag-and-drop interface requiring no coding skills

75% reduction in time to create new ID formats; elimination of technical barriers for system administrators

Format Validation

Manual testing of formats with trial and error to ensure uniqueness

Automated validation with real-time preview showing potential conflicts

90% reduction in ID-related errors; elimination of duplicate IDs

Contextual Help

Static documentation separate from the configuration interface

Integrated contextual help with tooltips and interactive guidance

60% reduction in support tickets related to ID configuration; faster onboarding for new administrators

Change Tracking

No visibility into who modified ID formats or when changes were made

Comprehensive audit trail with user attribution and timestamp

Improved accountability; 80% faster troubleshooting of ID-related issues

Format Management

Scattered configuration screens with no central overview

Consolidated dashboard showing all formats with usage statistics

Better system organization; holistic view of ID ecosystem

Impact Analysis

No way to assess potential impact of format changes

Automated analysis showing how changes affect existing records

Reduced risk when modifying formats; better planning for system changes

Security

Limited access controls for ID configuration

Role-based permissions with optional approval workflows

Enhanced system security; controlled access to critical configuration

11. Impact from Solving This Problem

Metric

How It Improves

Impact

System Configuration Time

Reduction in time spent configuring and modifying ID formats

75% decrease in time spent on ID configuration tasks

Configuration Errors

Decrease in errors related to ID format configuration

90% reduction in ID-related system errors

Admin Support Tickets

Reduction in tickets related to ID configuration issues

60% fewer support requests for ID help

System Auditability

Improvement in tracking and accountability for system changes

100% traceability for all ID format modifications

Administrator Efficiency

Increase in administrator productivity for system configuration

40% overall improvement in configuration efficiency

System Flexibility

Enhanced ability to adapt ID formats to changing business needs

Ability to implement new ID requirements in hours rather than days

User Satisfaction

Improvement in administrator satisfaction with system configuration

85% increase in satisfaction scores for system administration

12. User Behavior Tracking

Utility Administrator

Event

Properties

Metrics

Questions Answered

ID_Format_Page_View

user_id, role, time_spent

Average time spent on ID configuration page

How frequently do administrators access the ID configuration?

Create_ID_Format

user_id, entity_type, format_pattern, time_to_complete

Number of formats created, average creation time

How complex are the ID formats being created? How long does format creation take?

Edit_ID_Format

user_id, entity_type, format_name, previous_pattern, new_pattern

Edit frequency, pattern complexity changes

How often are formats modified after initial creation? What types of changes are made?

Format_Validation_Error

user_id, entity_type, format_pattern, error_type

Error frequency by type, resolution time

What validation issues are most common? Are administrators learning from errors?

Format_Help_Access

user_id, help_topic, time_spent

Help topic popularity, frequency of access

Which aspects of ID configuration are most confusing to administrators?

Preview_Generation

user_id, entity_type, format_pattern, preview_count

Preview utilization rate

Are administrators using the preview feature effectively?

System Admin

Event

Properties

Metrics

Questions Answered

Audit_Log_Access

user_id, filter_criteria, time_spent

Audit log access frequency, filter usage

How often are audit logs being reviewed? What patterns are admins looking for?

Format_Change_Review

user_id, entity_type, format_name, review_result

Review frequency, approval/rejection rate

Are format changes being properly reviewed? What is the rejection rate?

Export_Audit_Data

user_id, date_range, format, purpose

Export frequency, content scope

What audit information is being exported and why?

ID_Format_Dashboard_Access

user_id, time_spent, filters_applied

Dashboard usage patterns

Are system admins monitoring ID formats proactively?

ID_Format_Security_Change

user_id, format_name, permission_change

Security modification frequency

How often are security settings for ID formats being adjusted?

Both Roles


Event

Properties

Metrics

Questions Answered

Total_Configuration_Session

user_id, role, session_duration, actions_performed

Session productivity, task completion rate

How efficient are users in completing ID configuration tasks?

Feature_Usage

user_id, feature_name, usage_count

Feature adoption rates

Which configuration features are most/least used?

Configuration_Errors

user_id, error_type, resolution_time

Error patterns, recurring issues

Are there specific configuration errors that need to be addressed?

User_Satisfaction

user_id, feature_rating, feedback_text

Satisfaction by feature

Which aspects of the configuration experience need improvement?

13. Wireframe

https://preview--id-nexus-manager-32.lovable.app/

ids.png

14. Enhanacements in latest release

Master ID’s configurable and Impact

  1. Account Number: Should generate consumer account number in CIS based on the set format
  2. Meter Number: Should generate Meter Number in meter data based on the set format
  3. Asset ID: Should generate Asset ID in Asset management based on the set Format
  4. System ID: Should generate System ID in Asset management  based on the set format
  5. Facility ID: Should generate Facility ID in Asset management based on the set format
  6. Network ID: Should generate Network ID in Asset management based on the set format
  7. Item ID: Should generate Item ID in Asset management based on the set format

Transaction ID’s Configurable and Impact

  1. Payment ID - CIS: Should generate Unique number in CIS Payments based on the set format
  2. Receipt Number - CIS: Should generate Unique number in CIS Payments based on the set format
  3. Service ID - CIS: Should generate Unique number in CIS Services based on the set format
  4. Complaint ID - CIS: Should generate Unique number in CIS Complaints based on the set format
  5. Disconnection ID - CIS: Should generate Unique number in CIS Disconnection based on the set format
  6. Reconnection ID - CIS: Should generate Unique number in CIS Reconnection based on the set format
  7. Transfer ID - CIS: Should generate Unique number in CIS Transfer based on the set format
  8. Credit Note ID - CIS: Should generate Unique number in CIS Payments based on the set format
  9. Meter Reader ID - Meter data: Should generate Unique number in Meter date, meter reader based on the set format
  10. Invoice number / Bill number - Billing: Should generate Unique number in Billing generation based on the set format
  11. Service Order ID - Service order: Should generate Unique number in Service order dispatcher based on the set format
  12. Field Technician ID - Service Order: Should generate Unique number in Service order Fieldforce management based on the set format
  13. Master Template ID - Service Order: Should generate Unique number in Service order Master template based on the set format



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