System Settings Configuration Management : User Story ( WX04US04 )

1. Problem Statement

Core Problem:

The current system lacks a centralized configuration management interface that provides comprehensive visibility, control, and analytics over all system parameters. This results in fragmented configuration management, potential inconsistencies across modules, and inability to make data-driven decisions about system optimization.

2. Who Are the Users Facing the Problem?

O&M Manager :

• Requires visibility into work order types, safety requirements, and their operational effectiveness
• Uses configuration data to optimize maintenance and operational processes

3. Jobs To Be Done

For O&M Manager:

• When I need to ensure that field teams follow consistent procedures for tasks like installation, maintenance, and repair, But I notice inconsistencies in how tasks are labeled or handled in the field, Help me define and manage clear, standardized work order types that align with operational workflows,So that service execution is more predictable, measurable, and compliant across all teams.
• When I need to ensure safety protocols are followed during field operations,But I see that safety requirements are often missed or inconsistently applied across work orders,Help me enforce safety compliance by linking clear safety requirements to each work order type,So that field staff are better prepared and risks are minimized during service delivery.
• When I need to launch a new type of field service or process change,But I’m unable to quickly reflect that in the system due to rigid or outdated configurations,Help me easily add and configure new work order types and link them to SLAs and safety requirements,So that new services can go live smoothly without disrupting operational flow.

4. Solution

The System Configuration Management solution provides a comprehensive interface for managing and analyzing all system configurations:

Key Capability Areas:

1. Configuration Dashboard
   • Unified view of all configuration categories (Work Order, Field Force, Billing)
   • Status indicators showing active/inactive configurations
   • Search and filter capabilities across all configuration types
2. Work Order Configuration Management
   • Comprehensive management of work order types, sub-types, and categories
   • SLA rules configuration
   • Tax rate settings
   • Safety requirement management
3. Field Force Configuration
   • Certification management
   • Rate configuration
   • Skills matrix management
4. Bulk Operations
   • Mass configuration updates with validation
   • Template-based configuration creation

5. Major Steps Involved

For using the Configuration Management feature:

1. Access Configuration Dashboard
   • Navigate to Settings in the main SMART360 navigation
   • View unified dashboard showing all configuration categories
   • Review configuration status indicators and metrics
   • Identify areas requiring attention based on usage analytics
2. Manage Work Order Configuration
   • Select "Work Order" tab to access work order configurations
   • View existing work order types
   • Click "Add New" to create additional work order types
   • Configure SLA rules, tax rates, and safety requirements for each type
3. Configure Field Force Parameters
   • Switch to "Field Force" tab for field personnel configurations
   • Manage certifications with status toggles (Active/Inactive)
   • Set up rates
   • Configure skills matrix
4. Modify Configuration Settings
   • Select specific configuration item to edit
   • Review current settings and usage
   • Make necessary changes with impact preview
   • Validate changes against system dependencies

6. Flow Diagram

7. Business Rules

General Configuration Rules:

1. All configuration changes must be logged with user identification, timestamp, and change details
2. Configuration names must be unique within their respective categories

Work Order Configuration Rules:

1. Work order types must include mandatory fields: creator name, description, creation date
2. Must have active inactive toggles
3. Must have add new buttons
4. must have edit buttons
5. must have a search bar
6. Work order sub-types must be associated with a parent work order type
7. Active work order types cannot be deactivated if they have pending or in-progress work orders
8. while deactivating a card show a message if it is already being used , you cant deactivate it

Field Force Configuration Rules:

1. Inactive certifications cannot be assigned to new field personnel
2. Rate configurations must specify base rates, overtime multipliers, and skill premiums
3. Rate changes require effective date specification to prevent payroll disruptions
4. Must have active inactive toggles
5. Must have add new buttons
6. must have edit buttons
7. must have a search bar

Change Management Rules:

1. when a setting is being deactivated with the toggle, it should open a modal telling where all it is being used and you cant delete it write now.

8. Sample Data

Work Order Configuration:

1. Installation
   • Created by: Admin
   • Created on: 2024-05-10
   • Status: Active
   • Usage: 156 work orders (last 30 days)
   • SLA: 4 hours response, 24 hours resolution
2. Maintenance
   • Created by: Admin
   • Created on: 2024-05-09
   • Status: Active
   • Usage: 89 work orders (last 30 days)
   • SLA: 8 hours response, 48 hours resolution
3. Repair
   • Created by: Admin
   • Created on: 2024-05-08
   • Status: Active
   • Usage: 234 work orders (last 30 days)
   • SLA: 2 hours response, 12 hours resolution

Field Force Configuration:

1. Certifications
   • Created by: Admin
   • Created on: 2024-05-10
   • Status: Active
2. Rates
   • Created by: Admin
   • Created on: 2024-05-09
   • Status: Active
3. Skills
   • Created by: Admin
   • Created on: 2024-05-08
   • Status: Inactive
   • Last Usage: 2024-03-15
4. Role

• Created by: Admin
• Created on: 2024-05-10
• Status: Active

Configuration Analytics:

• Most Used Work Order Type: Repair (45% of total)

9. Acceptance Criteria

1. The system must display a unified page showing all configuration categories with current status
2. The system must allow to create, edit, configuration items
3. The system must provide toggle switches to activate/deactivate configuration items
4. The system must prevent deletion of configuration items that are currently in use ( open a modal to display this message and where is it being used )
5. The system must display usage statistics for each configuration item - in type & subtype & safety reqirements only
6. The system must log all configuration changes with user identification and timestamp
7. The system must provide search functionality across all configuration types
8. The system must validate configuration dependencies before allowing changes ( open a modal to display this message and where is it being used )

10. Process Changes

11. Impact from Solving This Problem

12. User Behavior Tracking

Questions answered by tracking:

1. What is the average time spent managing configurations before and after implementing the unified dashboard?
2. Which configuration types require the most administrative attention and why?
3. How does configuration change frequency correlate with system performance and reliability?
4. What is the effectiveness of impact analysis in preventing configuration-related issues?
5. Which users are most active in configuration management and what training needs exist?
6. How do configuration usage patterns change over time and what does this indicate about system evolution?
7. What is the correlation between configuration optimization activities and operational efficiency improvements?
8. How effective are bulk operations in reducing administrative workload for configuration management?

wireframe - Link