Requirement Specification

Introduction

This document outlines the software requirements for a comprehensive driver

recruitment, management, and incident reporting system. The proposed solution aims to
streamline and digitalise the entire process, from driver registration and onboarding to
job assignment, incident reporting, and equipment management.

The current manual processes and paper-based systems present several challenges,
including inefficiencies, data inconsistencies, and limited visibility into driver information
and operational metrics. By developing a centralised web-based application, we aim to
address these challenges and enhance overall operational efficiency, data accuracy, and
decision-making capabilities.

The envisioned system will provide a user-friendly platform for drivers to register, submit
their information, and report incidents seamlessly. On the other hand, the company's staff
will have access to a powerful admin panel and dashboard, enabling them to manage
driver applications, search and filter drivers based on specific criteria, track incidents, and
oversee equipment provisioning and inventory management.

Project Phases

To ensure a structured and iterative development process, the project will be divided into
two distinct phases. The initial phase will focus on establishing the core functionalities
and laying the foundation for the system, while the second phase will introduce
advanced scheduling and assignment capabilities.
Software Requirements
Driver Registration & Approval System

Web Application
● Develop a responsive web application accessible from desktop and mobile devices.
● Implement a user-friendly and intuitive interface following best practices for web design
and usability.
● Ensure a consistent look and feel across all pages and components, adhering to the
company's branding.

User Registration & Authentication

● Implement a secure user registration and authentication system for drivers.
● Allow drivers to create an account with a unique username (or email) and password.
● Implement password strength requirements and validation rules.
● Implement password recovery and account management features (e.g., reset password,
update profile information).
● Utilise industry-standard encryption and security protocols for storing and transmitting
sensitive data.

Driver Information Capture

● Develop a multi-step or single-page form for drivers to provide their information during
the registration process.
● The form should capture the following data:
○ Personal details (first name(s), surname, full address, mobile number, NI number,
email address, next of kin, next of kin mobile number)
○ Background checks (criminal convictions, consent for drug/alcohol testing,
consent for random searches)
○ Employment preferences (companies to avoid, accident history in the last 12
months, source of referral)
○ Vehicle experience and skills (checkboxes for different vehicle types and skills)
○ Licence and certification details (driving licence number, expiry date, digi tacho
number, expiry date, CPC card expiry date, modules required over the next 5
years)
○ Health and personal information (penalty points, smoking status, prescribed
medication)
○ Bank details (bank name, name on account, sort code, account number)

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 ○ Previous employment history (company name, company address, job title/duties,
start/end dates, salary/hourly rate, reason for leaving)
● Implement client-side and server-side validation to ensure accurate and complete data
entry.
● Display appropriate error messages and guidance to users in case of invalid inputs.
● Allow users to save their progress and resume the registration process later.

Document Upload

● Provide a feature for drivers to upload relevant documents like licences, certifications, or
any other required documents.
● Implement file size and type validation for uploaded documents.
● Store uploaded documents securely and associate them with the respective driver's
profile.

Database Integration

● Design and integrate a secure database to store driver information and associated data.
● Implement proper data encryption and security measures to protect sensitive information,
such as passwords and personal data.
● Ensure data integrity and consistency through appropriate database schema design and
relationships.

Admin Panel

● Develop an admin panel or dashboard for the company's staff to manage driver
applications.
● Implement role-based access control, ensuring that only authorised personnel can access
the admin panel.
● Allow staff to view, search, filter, and export driver information based on various criteria.
● Provide an ‘Overview’ section to quickly view important information, such as upcoming
licence renewals

Email Notifications

● Integrate with a reliable email service provider to send email notifications.

● Send an email notification to the company when a new driver registers, informing them
about the new application.
● Send a confirmation email to the driver, acknowledging their successful registration and
informing them that their application is being processed.

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Account Status & Workflow

● Introduce different account statuses to reflect the various stages of the driver's
application process:
○ "Registered" (initial status after successful registration)
○ "Pending Approval" (status after the company reviews the application)
○ "Approved" (status after the company approves the driver's application)
○ "Rejected" (status if the company rejects the driver's application)
● In the admin panel, allow staff to change the account status of drivers (e.g., marked as
"Pending Approval," "Approved," or "Rejected").
● Implement email triggers to notify drivers and the company about account status
changes.
○ When the company changes the driver's account status to "Pending Approval,"
send an email to the driver informing them about the next steps (e.g., visiting the
office for an in-person meeting).
○ When the company changes the driver's account status to "Approved," send an
email to the driver with further instructions or onboarding information.

Advanced Search, Filtering & Driver Management

Advanced Search & Filtering

● Implement a comprehensive search feature within the admin panel, allowing staff to
search for drivers based on various criteria, such as:
○ Personal information (name, address, contact details)
○ Vehicle experience and skills
○ Licence and certification details
○ Employment history
○ Availability or preferred work schedules (if applicable)
○ Location or distance from the company's premises
○ Any other relevant fields from the driver's application
● Support partial matches and fuzzy search for improved search accuracy.

Faceted Navigation & Filtering

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 ● Introduce faceted navigation and filtering capabilities to narrow down the list of drivers
based on multiple criteria simultaneously.
● Provide filters or facets for various attributes, such as:
○ Vehicle types and skills
○ Licence and certification types
○ Employment or experience levels
○ Location or distance range
○ Availability or preferred work schedules
○ Any other relevant facets based on the driver's application data
● Allow staff to apply multiple filters simultaneously and dynamically update the search
results.
● Implement breadcrumb navigation to display the applied filters and allow for easy removal
or modification.

Search Results & Listing

● Display search results in a clear and organised manner, with relevant driver information
and details.
● Implement pagination or infinite scrolling for large result sets.
● Provide sorting options (e.g., sort by name, experience, location, availability, etc.) for
search results.
● Allow staff to quickly view a driver's profile or application details directly from the search
results.

Incident Reporting & Management

Incident Reporting Module

● Develop a dedicated module or section within the driver's portal for reporting incidents.
● Provide a user-friendly interface for drivers to input incident details.

Incident Report Form

● Create a comprehensive form to capture all the necessary information related to an

incident, including:

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 ○ Client name
○ Vehicle registration
○ Names of people the incident is reported to
○ Driving conditions (time, road number, location, light level, weather, road condition,
traffic level)
○ Police information (officer name, station, statement given)
○ Damage to vehicle/property (drivability, photos taken, injuries, witnesses, liability
admission, other vehicles involved)
○ Details of other vehicles involved (registration, make/manufacturer, damage, driver
name/address, insurer details, number of passengers, injuries, hospitalisation)
○ Witness information (name, address, telephone number)
○ Photo upload functionality
○ Driver's statement or description of the incident

Photo Upload

● Implement a robust photo upload feature, allowing drivers to attach multiple photos
related to the incident.
● Consider implementing image compression or resizing to optimise file sizes.

Incident Report Submission

● Upon form submission, save the incident report data securely in the database.
● Generate a unique incident report reference number or identifier.
● Send a confirmation email with the incident report details and reference number.

Admin Panel Integration

● In the admin panel, provide a dedicated section or module for managing incident reports.
● Allow staff to view, search, filter, and export incident reports based on various criteria
(driver name, client name, vehicle registration, incident date, etc.).
● Implement notifications or alerts for new incident reports.

Incident Report Tracking and Updates

● Allow staff to update the status or add notes/comments to incident reports for tracking
purposes.
● Implement email notifications to drivers when the status of their incident report changes
or updates are made.

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PPE Equipment Management & Onboarding

Driver Profile Completion

● After a driver's account is marked as "Approved," prompt them to complete their profile
with additional information, including their sizes for PPE equipment (hi-vis, polo shirt,
trousers, hard hat, etc.).
● Allow drivers to update or modify their PPE equipment sizes as needed.

Admin Panel Enhancements

● In the admin panel, provide a way to view drivers' PPE equipment sizes and other profile
completion status.
● Implement filters or search capabilities to find drivers based on their PPE equipment sizes
or profile completion status.
● Consider adding notifications or alerts for staff when drivers complete their profiles or
update their PPE equipment sizes.

Logging & Auditing

User Activity Logging

● Implement a centralised logging system to capture user activity across all modules and
components of the application.
● Log user actions such as authentication events (login, logout, password changes), data
modifications (create, update, delete), and critical operations (driver approval, incident
report submission, etc.).
● Record the following information for each logged event:
○ Timestamp
○ User ID and username
○ Action performed (e.g., "Driver approved," "Address updated," "Incident report
submitted")
● Data Change Auditing

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 ○ Implement a comprehensive audit trail system to track changes made to critical
data entities, such as driver profiles, incident reports, and PPE equipment
inventory.
○ For each data change event, record the following information:
■ Timestamp
■ User ID and username of the user who performed the change
■ Type of change (e.g., create, update, delete)
■ Entity ID (e.g., driver ID, incident report ID)
■ Field(s) modified
■ Previous value(s)
■ New value(s)
● Audit Log Management
○ Store audit logs and user activity logs in a secure and centralised location, such as
a dedicated database or a log management system.
○ Implement log rotation and archiving mechanisms to manage the growth of log
files and ensure long-term retention of audit data.
○ Implement appropriate access controls and permissions to ensure that only
authorised personnel can access and manage audit logs.
● Compliance and Regulatory Requirements
○ Ensure that the logging and auditing mechanisms comply with relevant industry
regulations and data protection laws (e.g., GDPR) for maintaining audit trails and
secure logging practices.
● Security and Access Controls
○ Implement appropriate security measures to protect audit logs and user activity
logs from unauthorised access, tampering, or deletion.
○ Consider implementing log encryption, digital signatures, or other security
controls to ensure the integrity and non-repudiation of log data.