Contact person: Business Client

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Location: Ghaziabad, India

Budget: Recommended by industry experts

Time to start: As soon as possible

Project description:
"Project Requirements Document: Comprehensive Customise ERP for Security, Facility & Manpower Management
Version: 1.0
Date: October 1, 2025
Prepared By: Creatamax Infotech
1. Introduction
1.1. Project Overview
This document outlines the functional and non-functional requirements for a comprehensive Enterprise Resource Planning (ERP) platform tailored for the Security, Facility, and Manpower Management industry. The solution will be an integrated system featuring a cross-platform mobile application for field staff and a powerful web-based dashboard for administrative personnel. By leveraging a modern technology stack, the platform aims to streamline operations, enhance efficiency, ensure legal compliance, and provide actionable insights through advanced reporting, ultimately driving profitability and client satisfaction.
1.2. Project Scope
The project involves the development of a multi-platform application (iOS, Android, and Web) built from a single Flutter codebase. The system will cater to multiple user roles, including administrators, supervisors, field staff, and clients. The scope includes end-to-end features for field operations management, HR and payroll, client and vendor management, and high-level executive reporting, all powered by a scalable Supabase backend.
1.3. Target Audience
● Security, Facility, and Manpower service provider companies.
● Administrative and operational staff.
● Field Supervisors and Officers.
● Field Staff (e.g., Security Guards, Cleaning Crew).
● End-Clients requiring access to reports and compliance data.
● C-level Executives for P&L and cash flow analysis.
2. User Roles & Permissions
2.1. Admin
The Admin has the highest level of access and is responsible for managing the platform, its users, and data integrity.
● Permissions: Full access to the web dashboard; Create, manage, and deactivate all other user accounts; Oversee all operational, financial, and compliance data; Configure system-wide settings; Generate all reports; Manage client contracts and billing.
2.2. Supervisor / Field Officer
The Supervisor manages on-ground operations for specific sites or teams.
● Permissions: Access to both web and mobile platforms; Manage site deployments and staff rosters; View real-time attendance and patrolling data for their teams; Conduct site visits and submit reports via the mobile app; Approve leave and handle first-level escalations; View team-specific MIS reports.
2.3. Field Staff
The Field Staff are the end-users performing on-site duties.
● Permissions: Mobile app access only; Mark attendance using QR codes and photo capture; Perform QR-based patrolling routes; View assigned tasks and schedules; Submit daily activity reports or complete e-checklists.
2.4. Client
The Client role provides transparency and access to key reports.
● Permissions: Read-only access to a dedicated web portal; View site-wise attendance reports; Access daily, weekly, or monthly MIS reports; View invoices and payment history; Check compliance documents (e.g., PF/ESIC challans).
3. Functional Requirements
3.1. Module 1: Operation Staff Management
Feature ID Feature Name Description Priority
OSM-01 QR & Photo-Based Attendance Staff mark attendance via mobile app using a site-specific QR code, photo capture, and geofencing to ensure presence. High
OSM-02 Smart QR Patrolling Guards scan QR codes placed at various checkpoints during their patrol. The system logs the time and location for reporting. High
OSM-03 Field Staff Reporting Supervisors can conduct site visits and submit detailed reports with photos and location tags directly from the mobile app. High
OSM-04 Security/Facility Operations Log daily activities like grooming, frisking, visitor entries, and training. Facility staff can submit cleaning reports using e-checklists. High
OSM-05 Real-Time Dashboards Web dashboard for admins and supervisors to view live attendance, patrolling status, and operational exceptions. High
3.2. Module 2: HR, Payroll & Compliances (As per Labour Law state Govt. and Central Govt.)
Feature ID Feature Name Description Priority
HR-01 Employee Onboarding Digital and Manual recruitment process with Aadhaar verification. Capture and store all personal, bank, and statutory (PF, ESI) details. High
HR-02 Deployment Management Centrally manage employee deployments across multiple sites and designations. Generate and print movement orders. High
HR-03 Payroll & Reports Automated payroll processing based on attendance data. Generates reports like Cash Flow, Client-wise Profitability, and Billing vs. Salary. High
HR-04 Statutory Compliances Automated management of PF, ESIC, PT, LWF. Generate challans and other legal compliance documents. High
3.3. Module 3: Client, Vendor & Inventory Management
Feature ID Feature Name Description Priority
CVM-01 Client & Contract Management Onboard new clients, store contract details and labor licenses. Set up automated alerts for license and agreement renewals. High
CVM-02 Invoicing & Payments Generate GST-compliant invoices with auto-calculation of PF, ESIC, service charges, etc. Supports e-invoicing and bulk bank transfers. High
CVM-03 Inventory Management Manage the issue and receipt of uniforms and equipment. Maintain a live stock report and set reorder levels. High
CVM-04 Visitor & Service Management Modules to manage site visitors, service providers, and deliveries. Includes a system to log and manage complaints. High
3.4. Module 4: Other Management Modules
Feature ID Feature Name Description Priority
OMM-01 CEO Dashboard A high-level dashboard providing a snapshot of key business metrics, including cash flow, company-wide profitability, and operational efficiency. High
OMM-02 Tenders Module A dedicated module to capture all tender details and track associated deposits like Security Money, EMD, FD, and BG. Medium
OMM-03 Complaint & Feedback A centralized system for logging, tracking, and resolving customer complaints and quality service feedback. Medium
OMM-04 CRM Sales Module ( Business Development ) A simple CRM to manage sales leads, automate follow-up reminders, and gather post-closure feedback from new clients. Medium
3.5. Module 5: Accounting Module
Feature ID Feature Name Description Priority
AM-01 Chart of Accounts Create and manage a flexible chart of accounts (Assets, Liabilities, Equity, Income, Expenses). High
AM-02 Journal Entries & General Ledger A unified view of all financial transactions. Supports manual journal entries for adjustments and rectifications. High
AM-03 Accounts Payable/Receivable Track client invoices and payments (receivables) and vendor bills (payables). High
AM-04 Bank Reconciliation Import bank statements and reconcile transactions with entries in the books to ensure accuracy. High
AM-05 Financial Reporting Generate standard financial reports including Profit & Loss Statement, Balance Sheet, and Trial Balance. High
AM-06 GST & TDS Management Automated GST calculations based on invoices and expenses. Manage TDS compliance and generate related reports. High
AM-07 Account Statements Generate and view statements for any account (client, vendor, bank) for a specific period. High
AM-08 Aging Reports Generate Accounts Receivable and Accounts Payable aging reports to track outstanding payments. High
4. Non-Functional Requirements
ID Category Requirement
NFR-01 Performance Mobile app start-up time under 3 seconds. API responses should be under 500ms. The system must support 2,000 concurrent users.
NFR-02 Scalability The architecture must be horizontally scalable to handle growth in users, clients, and data without performance degradation.
NFR-03 Availability The system must have an uptime of 99.9%. Scheduled maintenance will be communicated 24 hours in advance.
NFR-04 Security All data must be encrypted in transit (TLS) and at rest. Role-based access control (RBAC) must be strictly enforced. Passwords must be hashed.
NFR-05 Usability The UI for both mobile and web must be clean, intuitive, and easy to navigate for non-technical users.
NFR-06 Compatibility The web app must support the latest versions of Chrome, Firefox, and Safari. The mobile app must support Android 8.0+ and iOS 14+.
NFR-07 Data Integrity All financial and operational transactions must be atomic. The database will have regular automated backups and a disaster recovery plan.
5. Technology Stack
● Frontend (Mobile & Web): Flutter
● Backend & Database: Supabase
○ Database: PostgreSQL
○ Authentication: Supabase Auth with Row Level Security
○ Real-time: Supabase Realtime
○ Storage: Supabase Storage
○ Serverless Functions: Supabase Edge Functions
● Maps & Geolocation: Google Maps API / Mapbox
● Hosting: Supabase Cloud Infrastructure (AWS)


Module:
1. RECRUITMENT & TRANING - Employee on boarding before payroll" (client-provided description)