AUTOMOBILE ASSOCIATION OF KENYA PROJECT: SUPPLY, IMPLEMENTATION AND COMMISSIONING OF ERP SYSTEM COMPRISING OF VEARIOUS MODULES MODULE SPECIFICATIONS 1. MEMBERSHIP AND CUSTOMER SERVICE MODULE This comprises of AA membership database and it is mainly run from Customer care department. Other departments also query the membership database. Various reports are also generated. There are different member categories whose benefits are also different. a) Record member information as follows:- Individual Membership - Personal details (Title, names, gender, D.O.B, Nationality, Id No, profession, Spouse details and No. of vehicles) - Address details (Postal address, code, Town, location, street, Hse No and contact details) - Membership type details (Joining reason, classification, card serial No, branch, policy number, category, sub-category, anniversary month and Recruited by) Commercial Membership (Companies) - Company details (Name, registration cert No, contact person, designation, PIN No, No of vehicles, Branch, location, anniversary month and Recruited by) - Address details (Postal address, code, Town, town, location, street, Hse No, telephone and contact details) Corporate Stem (Group Membership) - Company Details (Company number, name, registration certificate number, date of inception, profession, PIN No, No. of people) - Address details (Postal address, code, Town, town, location, street, Hse No, telephone and contact details) - Membership type details (Joining reason, classification, card serial No, branch, policy number, category, sub-category and Recruited by) b) Record vehicle details (Registration Number and Use of the vehicle) c) Reflect or record payment history details from the cashier database (Date paid, effective date, expiry date, payment method, Receipt No, Receipting office, amount, balance and recruiter.
d) Generate Reminder Notice 1.5 months prior to expiry e) Instant generation of membership cards f) Generate different reports (Branch summaries, reports per category, lapses, paidups, arrears, daily, weekly and monthly reports. g) Membership anniversary dates h) Ability to set email auto-reminders for membership renewal i) Ability to send SMS alerts e.g Birthdays, Road safety tips j) A Portal to enable our partners to update the AA membership status from their point of sale. k) CRM Module to enable AA Capture all calls made for the purposes of follow up membership sales leads in future l) Complaints and appeals system. 2. RESCUE SERVICES System for storing all data of towing, rescue and recovery of members motor vehicles. Operated by Recue Centre Coordinators. Data captured included members and caller s name, Date and time of calling, date and time of rescue, vehicles fault, Rescue coordinator handling the case, crews and rescue vehicle assigned, towing and recovery charges where necessary. What the system should do:-. Track all the requests for road service-login user and logout when job is complete. Incomplete jobs to be clearly visible. Check membership details (From membership system) Capture member s name, number, telephone number, location of breakdown, make of car, registration number of car, brief description of fault, time member called and rescue time rescue technician arrived at the scene, name of the driver who assisted the member; name of towing agent who towed the car and vehicle registration number of agents towing car. Accommodate the lists of approved (pre-qualified) agents within the system Contacts for Agents in the system System should serialize the jobs via job number. Capture job number Number of free tows per year Cost of free tow to be captured and integrated in to the financial system. Constant communication to the client to keep the member and create member confidence after the tow probably an alert to communicate to the client. A mobile application that can be used by the member to alert AA of his/her distress. The application to be able to indicate the members location ( GPS) and the type of distress. Integratable with Google maps.
Renewal of agent s agreement/insurance reminders or alerts for renewal, Evaluation and Re-evaluation of the agents Towing application similar to the uber application Ability to integrate with several other applications Registration number of AA car that towed the member s car Distance the car is towed and amount charged Levels of discount Search and sort information using job number, members name, member address, membership number, date the job was done or Rescue crew/technician Should be able to sort, do calculation on total revenue, time taken, average time e.t.c Look out for members who have exhausted their free tows Type of assistance- recovery (towing or roadside assistance) Type of breakdown: mechanical, accident e.t.c Prepare reports on revenue and response time Generate analysis reports Manage Overtime Booking of jobs ( job allocation) 3. VALUATION SYSTEM Captures and transacts data relating to motor vehicle valuations. Used for sending reports and photos to management, RTS, insurance firms as well as clients What the system should do:- Get member details from membership Record vehicle registration number of the vehicle to be valued. Type of valuation (Brief, insurance etc.) Record payment details (both for Members and Non-members) and Receipt number Record date the valuation is done Sort and filter report by name of client, member number, vehicle number, valuation, type of report, valuation officer and branch. Sum up revenue for records. Do valuation computations ( valuation template), Produce charts for analysis - statistical information like earning per valuer, Performance per valuer ( job per valuer), canceled reports, booking and any other quality assurance aspects. Scheduling of valuation Capture data for a vehicle, create report and send report by email alongside the photos
Integrate the system with IPAD/Tablet functionality so that a report can be send from the field and straight be printed or emailed to client - with app Proof read draft reports without printing. Generate accounting entries allocate GL account Value Inquiry application - Value to be queried from AA data bank. 4. FINANCE MODULE Receipting Cash Sales Cash Payments (Petty Cash) Credit Management (Invoicing) and credit Notes Sales order Payments Management (Cheques) Inventory/ Stock management - Documents and merchandize Asset Management Procurement Payroll Budgeting Customer ledger Supplier s ledge Cash book Multi-currency Modularized configuration Creation of cost center levels - Branch, department, organizational Access rights Audit trails and log in trails Internal backups and be able to run an integrity check up Decentralized invoicing - real time Report generator ( module to produce special reports) Reports Income statement Statement of financial position General ledger (Income and Expenditure) Trial Balance Annual and monthly Reports Performance reports - to compare actual and the budget Financial analysis 5. HUMAN RESOURCES MODULE. Employees records
Leave Management ( track the leave days for different types of leaves, days off etc.) Generate reports Track employees capacity and Qualifications Payroll ( to be integrated with finance module) Performance appraisal Management Training and development records Benefits (Pension, group life and Medical) administration Relocation and retirement of staff Costing the outstanding leave days - connect with Finance module Job groups/categorization Management/Unionisable staff details Employee data sorting in terms of gender to enable assess the gender equality factor. Sifting of data in age brackets 6. DRIVING SCHOOL SYSTEM This system manages driving school operations while maintaining quality and surveillance within the driving school division. It also links maintenance data to driving school data in order to compare monthly maintenance costs, fuel cost and revenue generated. What it should do:- Track installment payments for students Sort data by Form 8 Numbers, student name, member numbers, instructor who trained the student, schedule of the instructors, number trained per day/ month/ year, receipt number Connected to membership module Ensure that an instruction case cannot be closed till the student pay all the fees Record number of lessons paid for, date class started, date it ended, date exam done. Class of vehicle (FG, E and BCE) and registration number of vehicle used for instruction Receipt number, receipt amount, receipt date, total payment to date. Show if the student passed or failed Capture provisional driving license number Capture branch the student was trained from Voucher numbers given to student. Get a summation of lessons, fees paid Capture booking chart (time the student is looked) Type of instruction (Refresher, beginner drivers or advanced driving) Reports on performance ( branches, students etc)
Driving test centre/examiner s name Mode of payment if invoiced the LPO number, Authority letter or cash/cheque (cheque number) A system for tracking student instruction similar to biometric system Tracking student s progress throughout the training period ( theory, practical etc) Integration with financial module Management of overtime Online content assessment etc 7. DRIVING ASSESSMENT Track payments Scheduling of assessment bookings Sort by branch, assessor, date/month/year, clients name, vehicle used for assessment. Capture type of report (brief or advanced, day or management) and report number issued Capture driving license number Office (Branch) issuing test report Save test report in the system for future reference Class of vehicle tested with (E, BCE, Automatic/ Manual. Record examiners Name of the candidate tested Date the test was done Print reports Integrate the system with IPAD functionality so that a report can be sent from the field and straight be printed or emailed to client. Proofread draft reports without printing. Integration with finance module. Track Driver certification program 8. FLEET MANAGEMENT A) Maintenance ( Workshop Module) Capture vehicle details (models, registration number, e.t.c) Capture vehicle costs and analysis (reporting and charts for analysis) Record all service and maintenance data (dates of repair, type of repair done, odometer reading during repairs, date out of garage, if it s a repeat job, if vehicle was towed to a workshop, mechanic who repaired the vehicle, supervisor who released the vehicle e.t.c Workshop module - Job card tracking Graphs and charts of performance Vehicle down time
Fleet cost analysis Cost per KM Tyres and battery analysis Spare parts stock control Accident management how vehicle history B) Fleet Movement Module Track organization s vehicles using GPS car tracker Based on the location of the vehicle, identify nearest rescue vehicle via service coordinates so that dispatch unit can send nearest vehicle to reduce on delays. After service is complete, a reporting system to be set up which will help in tracking rescue teams via electronic feedback system Fuel management, Distance covered Driving habits - need for training Interaction with finance module The vehicle becomes a cost center. 9. TRAINING SERVICES Record payment details, receipt numbers and client details Record type of training (Defensive) Date of training Names of trainers Location of training Record the certificate numbers Training planner Attendance list to be uploaded Transmission of the list and trainee s details to the server to track the trainees for membership purposes. Integrate the list with CRM Feedback from the trainees 11. SALES & MARKETING Tracking the Marketing plan Tracking sales staff performance Tracking performance - expenditure etc Track Commission structure Management of social media through a portal Tracking strategy 12. MAIL SERVICE/IT HELP DESK Help desk feature
Mail service feature Customization of mail services 13. IDP AND CARNETT Capture IDP Number - issuance and expiry dates Clients details Track payments Integrate with financial module 14. DRIVER REFERENCE BUREAU Capture Drivers Data bank with all their information Should be able to search for a driver if given some criteria. Track the type of clientele serviced Integrate with finance module 15. DOCUMENT MANAGEMENT AND RECORD RETENTION SYSTEM A document management system that stores documents and are accessible via a link. 16. PROCUREMENT MODULE Integration with Finance module Ordering Order processing Supplier payment Evaluation and re-evaluation of suppliers Track value of purchases from each supplier Hold the list of pre-qualified suppliers Accommodate Procurement plan Order Approval and issuance of LPO Generate procurement reports