PRD Task Management System

📘 Product Requirements Document (PRD)

Task Management System – ERP Crystal Symphony Add-On

1. Executive Summary

The Task Management System (TMS) is an advanced add-on module for ERP Crystal Symphony, designed to streamline task creation, assignment, execution, monitoring, and reporting across departments. The solution introduces automation, approval workflows, real-time reporting, and transparent tracking, replacing manual follow-ups and informal communication.

The module supports multi-role access, recurring tasks, WhatsApp/email notifications, Excel import/export, and integration with ERP masters. TMS enhances accountability, improves timeliness, and provides management with actionable insights through dashboards.

2. Product Overview

2.1 Purpose

To provide a centralized, automated, and transparent task management system integrated with ERP Crystal Symphony.

2.2 Core Objectives

• Reduce dependency on manual follow-ups
• Improve accountability through structured approval flow
• Provide real-time visibility of task status
• Enable recurring automation
• Offer insights via dashboard & analytics

2.3 Target User Roles

3. High-Level Features

• Task Type Master
• Task User Master
• Task Creation & Assignment
• Task Dashboard
• Repeating Task Engine
• Task Approval Workflow
• Comprehensive Reporting
• Performance Dashboards
• WhatsApp & Email Notifications
• ERP Integrations
• Excel Import/Export

4. Detailed Feature Requirements

4.1 Task Type Management

Fields

Features

• Add/Edit/Delete
• Search
• Excel Import
• Prevent deletion if linked to tasks

Examples

DES-BOM, DES-PD, QLT-RC, ACC-Payments

4.2 Task User Management

Fields

Features

• Add/Edit/Delete
• Search & Filters
• One ERP user can map multiple Task Users

4.3 Task Management (Main Module)

4.3.1 Task Creation Fields

4.3.2 Task Index / Dashboard

Filters

• Assigned By / Assigned To
• Status
• Date Range

Sorting

• Default: Commit Date (Earliest first)

Visual Indicators

• Red: Overdue
• Yellow: Pending approval
• Green: Completed

4.3.3 Task Details / Modify

4.4 Repeating Task Engine

Supported Frequencies

• Daily
• Weekly (specific days)
• Monthly (specific date)
• Yearly (specific date)

Rules

• Repeat Until ≤ 31 March next FY
• Days of Completion: mandatory numeric input
• Creation from details page only
• If task already repeating → hide repeat button
• Each generated task has unique ID
• Ref Task ID links all occurrences

Deletion Rule

Deleting any repeated task → delete all tasks with the same Ref Task Id.

4.5 Task Completion & Approval Workflow

Flow

1. Assignee completes task

2. Click “Request Completion”

3. Status → In Review

4. Completed Date auto-generated

5. Assigner receives notification

6. Assigner marks:

   • Done → Final
   • Rework → Status = Rework, date reset

7. Assignee re-submits

Status Lifecycle

To Do → In Review → Rework → Done

5. Reports

Report Types

1. Pending Report

   • Filters: dates, users, types
   • Metrics: Days Pending
   • For repeated tasks: show only root task reference

2. Completed Report

   • Filters: dates, users, types
   • Metrics: Days Taken

3. Overdue Report

   • Filters: As of Date + users + types
   • Metrics: Days Overdue

Export

• All reports downloadable in Excel format

6. Performance Dashboard

Widgets

• Weekly Summary: Assigned / Completed / Rejected / Pending
• Completion Analysis: On-time vs Delayed
• Pending Analysis: Not Due vs Delayed
• Productivity metrics

Notifications

• Saturday 8:30 AM – Performance Summary
• Monday 8:30 AM – New Tasks Summary

7. Integrations & Notifications

ERP Integrations

• Party Master
• Item Master
• User Authentication
• Audit Logging

Notifications

• WhatsApp (SIM-based)
• Email alerts

Events Triggering Notifications

• Task Assignment
• Task Completion Request
• Approval/Rework
• Overdue tasks
• Weekly reports

8. Business Rules & Validations

Core Validations

• Task ID: 8-digit sequential
• Title ≤ 50 chars
• Start ≥ Today
• Target ≥ Start
• Commit ≥ Start
• Commit can exceed Target
• Assignee ≠ Assigner
• Status transitions controlled

Access Rules

• Assignee sees tasks assigned to them
• Assigner sees tasks they created
• Admin sees all
• Locked fields after creation

Data Integrity

• Party & Item validated with ERP
• Task User ID & Type validated
• Repeat Until ≤ 31 March next FY

Deletion Rules

• Only allowed when task = To Do
• Repeating tasks: delete all linked

9. User Workflows

9.1 Task Assignment Workflow

1. Login
2. Go to Task Manager → Create Task
3. Select task type, party, items
4. Enter title, description, dates
5. Select assignee
6. Save
7. System sends notification

9.2 Task Execution

1. Login
2. View assigned tasks
3. Set commit date (once)
4. Work & complete
5. Click Request Completion

9.3 Approval / Rework

1. Assigner reviews
2. Approve → Done
3. Reject → Rework
4. Assignee updates & re-submits

10. Data Model (High-Level)

Entities

• TaskTypeMaster
• TaskUserMaster
• TaskHeader
• TaskDetails
• TaskRepeating
• TaskLogs (Audit)

Key Relationships

• Task linked to TaskType
• Task linked to Assigner/Assignee
• Repeated tasks referenced by Ref Task ID

11. Risks & Mitigation

12. Release Plan

MVP

• Masters (Type/User)
• Task creation
• Dashboard
• Approval workflow
• Reports (basic)

Phase 1

• Repeating engine
• Notifications
• Overdue logic

Phase 2

• Performance dashboard
• Enhanced reporting
• Advanced automation

13. Success Metrics (KPIs)

• % Tasks completed on time
• Reduction in overdue tasks
• Average approval cycle time
• Weekly task load per user
• System adoption rate