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Business Requirement Document

Client: DSV Global Transport and Logistics


Project: Technogym

Official website: Client customer


Global Transport and Logistics | DSV Technogym Official Website

Document Author: Saif Khan

Version Number: V1.0.0

Created Date: 29-05-2023

Last Updated: 12-06-2023

Status: Completed
Table of Contents
Stakeholders: ............................................................................................................................................................. 4
Communication Plan: ................................................................................................................................................. 4
Introduction ....................................................................................................................................................................... 5
! Objective ...................................................................................................................................................................... 5
! Purpose of document .................................................................................................................................................. 5
! Project Scope ............................................................................................................................................................... 5
Requirements Priority Matrix ........................................................................................................................................ 6
Operation overview - DSV – Technogym ....................................................................................................................... 6
Users of DSV – Technogym ............................................................................................................................................ 7
Scope of Work .................................................................................................................................................................... 8
DSV – Technogym proposed System | Scope of Work .................................................................................................. 8
Final Modules ............................................................................................................................................................. 8
In general features ......................................................................................................................................................... 9
User Management .......................................................................................................................................................10
Master/ Configuration Modules /................................................................................................................................11
Document Type ............................................................................................................................................................11
Warehouse ...................................................................................................................................................................11
Asset Management ......................................................................................................................................................12
Vehicle......................................................................................................................................................................12
Vehicle Type .............................................................................................................................................................12
Item Management .......................................................................................................................................................14
Item Integration ...........................................................................................................................................................14
Order Management .....................................................................................................................................................15
Order Creation .........................................................................................................................................................16
Order Integration .....................................................................................................................................................17
Order Splitting ..........................................................................................................................................................17
Order Reschedule ....................................................................................................................................................17
Order Cancellation ...................................................................................................................................................17
Order Capacity Planning ..........................................................................................................................................17
Attach Document .....................................................................................................................................................17
Trip Management ........................................................................................................................................................18
Trip Creation ............................................................................................................................................................18
Trip Editing ...............................................................................................................................................................19
Trip And Resource Planning .........................................................................................................................................20
Planning Template Management ............................................................................................................................20
Planning Trips ...........................................................................................................................................................21

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Resources and Route Planning Results ....................................................................................................................21
Operations Panel .....................................................................................................................................................23
Dashboard and Reporting Management .....................................................................................................................24
Reports .....................................................................................................................................................................25
Operational workflow Diagram ...................................................................................................................................26
Order Status and Transactions ................................................................................................................................26
Mobile Application Scope ............................................................................................................................................28
Out of Scope ....................................................................................................................................................................32
Integration ...................................................................................................................................................................32
Migration .....................................................................................................................................................................32
APPENDIX .........................................................................................................................................................................33
Design Document Approval History.............................................................................................................................33
Change History .............................................................................................................................................................33

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Stakeholders:
Team DSV

Name Designation/ Job role Contact Details


Kirill Blokhin - DSV Senior Manager, Logistics Manager Kirill.Blokhin@ae.dsv.com
Approver @DSV Solutions DWC-LLC.
Dubai Logistics City, Near Al. Maktoum, Int.
Airport Jebel Ali
Sareen Surjit – DSV Operation Group sareen.surjit@ae.dsv.com
Sharshad Dawere- DSV Operation Group sharshad.dawre@dsv.com
Approver
Renante Cruz - DSV Business Change Management Group Renante.delacruz@ae.dsv.com

Team Fero

Name Designation/ Job role Contact Details


Saif Khan Product Analyst saif@fero.ai
Ruchir Karanjgaokar Head of Products ruchir@fero.ai
Harish Krishnan Chief Sales Office harish@fero.ai

Communication Plan:
• Microsoft Teams for workshop meetings
• Group email for email communication: dsv_technogymsupport@fero.ai
*Note: All Email communication should have above group email address to track all email communications at
one place.

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Introduction

Objective
DSV seeks to utilize the system provided by FERO to effectively manage their operations and track the delivery of
Technogym products.

Purpose of document
The objective of this document is to collaboratively establish a system description for the client's desired workflow
and solution. It will serve as a blueprint for configuring Fero's product, including any customization, but only if explicitly
stated and agreed upon within this document.

Project Scope
Please refer to the Master Service Agreement (MSA).

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Requirements Priority Matrix

Priority Ranking Description


Critical P1 This requirement is critical to the success of the project. The project
will not be possible without this requirement
High P2 This requirement is high priority, but the project can be implemented
at a bare minimum without this requirement.
Medium P3 This requirement is somewhat important, as it provides some value,
but the project can proceed without it.
Low P4 This is a low priority requirement, or a “nice to have” feature, if time
and cost allow it.
Future Enhancement P5 This requirement is out of scope for this project and has been in-
cluded here for a potential future release.

Operation overview - DSV – Technogym

Count Remarks
Transporters ~2-3 DSV is not having their own vehicles or drivers. However, they will
Majorly be using 3rd party vehicles.
DSV team has hired Team on lease for long period of time, so pro-
posed system should treat team as their own asset(resource)
• Platinum
• Silver
• Gold
• Bronze

Customers Technogym End customers can be individual or Businesses.


Vehicles in use 5-6 1 ton, 3-ton, 5 ton, 7ton, 10 ton, and Curtain trailers
Type of Movement 2 LCL and LTL
Type of Orders 4 • Pickup
• Delivery
• Installation
• Shifting
Delivery Area Within UAE (All Emirates)
Warehouse 1 In UAE
Number of Orders Shipment ~ 2-3 per day
~ 50-60 per month.

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Users of DSV – Technogym
[In proposed System]

Web Application Mobile Application


Technogym Users | Admin & sales- Yes No
man
DSV Users | Admin & Sub Users Yes No
Team – Drivers Yes No

Technogym/ Salesman Account features.

- Sales dashboard
- Order create/edit/view.
- Order/ task tracking

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Scope of Work
DSV – Technogym proposed System | Scope of Work
DSV and Technogym anticipate the inclusion of the following major modules in the multi-user system. Furthermore, a
driver application (web/mobile) will be required to facilitate the completion of the order process flow.

Based on BRD workshop and focused Interview session, we have identified As-is operation setup and below features
and functionality were Identified to be implemented in the To-Be system.

Final Modules
• Dashboard and BI/KPI Reports
• User Management
o Technogym Users
o DSV Users
o Drivers
• Master/ Configuration Modules
o Warehouse
o Packaging type
o Milestones
o Document Type
• Asset Management
o Vehicles
o Vehicle Type
• Order Management
• Order Integration Logs
• Trip Management
• Items Management
• Items Integration Logs
• WhatsApp/Email Notification

Web Portal Language: ENGLISH


Date format: Primary: Gulf Standard Time - GST (GMT +4)
DD/MM/YYYY hh: mm: ss | as per system set time.
Weight: Metric (kg/cm)
Currency: AED

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In general features
• List view features
o Global search: The users should have the ability to search through all the accumulated data using a
List view or tabular format.

o Data Representation: The list pages should display 15 records at a time, and users should have the
option to change the number of visible records from a dropdown menu. The available options for
selection should include 10, 15, 20, 50, and 100. Depending on the selected number of records, navi-
gation page numbers should be displayed to assist users in navigating through the data.

o Filters: Users should have the capability to filter the data according to their specific requirements..

o Sorting: Users should have the ability to sort both text fields and numeric data in ascending and de-
scending order.

o Data Import: Users should have the capability to perform bulk uploads of data into the respective
modules.
o Data Export: Users should have the ability to export data in various formats such as Excel, PDF, and
CSV.
• UI/UX:
• Detail View: DSV users should have the ability to extract all statistical information and perform data validation
directly from the same screen.
▪ E.g., When users access the Customer company detail view, they should be able to view rele-
vant documents, statistics, customer pickup and delivery orders along with their respective
statuses, as well as active contracts.

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User Management
• Use case:
o Users should be able to create new users.
o Users should be able to Edit new users.
o Users should be able to view users’ details and see logs.
o Users should be able to Change Password their own user account only.
o Users should be able to Disable Users who are not using the system.

• There are 3 types of users in the system.


o Technogym User (multiple)
o DSV Admin and other User (multiple)
o Team/Driver (multiple)

• User Access: Admin user can access all users in the system and create, update users’ details including their
credentials.
• User Logs: Users should be able to access logs and review User modification logs.
o Logs should include (created by, created time, updated by, updated time, log description).
• User Status: Active and Inactive Users status.

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Master/ Configuration Modules /
Any new record created in the master/configuration module will have an immediate impact on the future workflow.
However, it will not affect or be visible in the view of past operational details.

Document Type
• Use case:
o Users should be able to create new Document Type.
o Users should be able to Edit new Document Type.
o Users should be able to view Document Type’ details and see logs.

• Users should have the ability to create document types that can be used across multiple modules for attaching
documents. These document types can include various categories such as Customer company contracts, Trans-
porter company contracts, Orders PO/Customer Picklist, gate pass, and Driver license.

Warehouse
• Use case:
o Users should be able to create new Warehouse.
o Users should be able to Edit new Warehouse.
o Users should be able to view Warehouse’ details and see logs.

• The Warehouse module will assist the operations team by allowing them to select the warehouse location as
the delivery or pickup location when placing an order. This feature helps to reduce the need for manually
entering the address information.

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Asset Management
Vehicle
• Use case:
o Users should be able to create new Vehicles.
o Users should be able to Edit new Vehicles.
o Users should be able to view Vehicles’ details and see logs.

• Users should have the ability to create vehicles that will be utilized in their operations. This feature allows
users to input and manage information related to the vehicles they use.
• The DSV team possesses their own vehicles, which are utilized for both internal and occasional external move-
ments. DSV users should be able to create and manage their own vehicles specifically for internal movements
within the organization.

Vehicle Type
• Use case:
o Users should be able to create new Vehicle Type.
o Users should be able to Edit new Vehicle Type.
o Users should be able to view Vehicle Types’ details and see logs.

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• Users should have the capability to create vehicles that will be utilized in their operational activities. This func-
tionality enables users to input and manage information related to the vehicles they use for their operations.

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Item Management
• Use case:
o Users should be able to create new Items.
o Users should be able to Edit new Items.
o Users should be able to view Items’ details and see logs.

• Primarily items will be come through WMS Integration. However, DSV users should be able to create Prod-
uct/ Items with the payload, CBM (Cubic Meters) capacity and item dimensions.

• Operations: Admin should be able to enter product details. There is NO scope for Item scanning for
onboarding. And once the item is added the user cannot update or remove it as it is going to use in the
multiple orders.

Item Integration
• The integration of items will be carried out using the WMS system. There are two available approaches to
synchronize the item master with WMS:
o Exporting item details from WMS and subsequently importing them into the system provided by Fero.
o Synchronizing the item master by utilizing API endpoints.
• The decision regarding the item integration process should involve both IT teams (Fero and DSV). Additionally,
it is necessary to determine which method will be adopted for the integration.

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Order Management
• Use case:
o Users should be able to create new orders.
o Users should be able to Edit new orders.
o Users should be able to view orders details and see logs.
o Order Splitting
o Order capacity planning
o Order Reschedule
o Order Cancellation
o Attach Document

• The process of creating orders is an essential task for the DSV team as it allows them to record their oper-
ations and enables various individuals, such as Technogym users, drivers/teams, and salespeople, to carry
out specific tasks based on their roles and monitor the progress of the orders.
• When the DSV team receives a customer request for pickup, delivery, or shifting, their first step is to place
an order in the Warehouse Management System (WMS). The order creation process takes place in FERO
through integration, allowing seamless transfer of information between systems.
• If there is a failure in the order creation process, the user can locate the failed order in the Order Integra-
tion log. From there, they can review the details of the failed order, make any necessary modifications or
corrections, and then proceed to create a new order based on the updated information.
• Based on provided details order is created for

Type of Movement LCL and LTL


Type of Orders - Delivery
- Pickup (Return Order)
- Shifting
- Installation

• If the installation cannot be completed on the same day as the delivery, the process involves creating a
separate installation order that is based on the complete delivery order. This means that once the delivery
order has been fulfilled, an installation order is generated to schedule and initiate the installation process
later. This allows for the efficient handling of deliveries and installations as separate but interconnected
operations.

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Order Creation
• The customer orders are generated through integration with the Warehouse Management System (WMS)
system. This integration ensures that the orders are automatically created and synchronized with the WMS,
streamlining the order generation process and ensuring accurate and efficient handling of customer requests.
• WMS integration will exclusively create delivery orders.
• Shifting, return, and pickup orders will be created on an ad hoc basis using the system provided by Fero.

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Order Integration
• Exclusively through the Warehouse Management System (WMS), the integration of orders will take place.
• The specific details regarding the integration, including the fields to be included at the order level, are still
pending discussion between both IT teams (Fero and DSV).

Order Splitting
• The Order Splitting functionality is utilized in situations where an order is too large to be accommodated
within a single vehicle.

Order Reschedule
• System allows users to reschedule order, If order status is completed or cancelled, User CAN NOT Resched-
ule the order.
• On success of Rescheduled orders, Order status MUST change to “unassigned”.

Order Cancellation
• System allows users to cancel order, If order status is completed, User CAN NOT cancel the order.
• On success of cancellation of orders, Order status MUST change to “cancel” and no major operations al-
lowed on that order.

Order Capacity Planning


• Order Capacity planning is used when we have dimensions and weight information of item and vehicle Type.
• System allows user to plan their order operations based on vehicle capacity and plan resources accordingly.
• The capacity planning will be displayed at the trip level, indicating the fulfilment ratio of the assigned vehicle
based on the orders included in that trip.

Attach Document
• 1. DSV Users can add multiple documents, including documents, PDFs, and image files, to a single order with
a maximum file size of 2 MB.
• 2. The attached document feature enables the attachment of various operation-related documents such as
POD, proof of installation, proof of inspection, and work order forms.

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Trip Management

• Trip management is the module which allow user to manage the single trip with respect to single orders or
multiple orders.
• Master management of trips and their complete life cycle

Trip Creation
• Users can generate the trip and allocate it to the created orders, including the assignment of the team (drivers)
and vehicle.

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Trip Editing

• User can edit trips to accommodate any changes in order amendments, order sequence, or cancellations.
• The trip can only be edited while it is still in the scheduled state.

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Trip And Resource Planning

Planning Template Management


• To utilize the automated trip planning feature and create a planning template in the system, the following
information needs to be provided:
o Template name: Specify a name for the template to easily identify it within the system.
o Fill ratio: Determine the desired fill ratio for the trips created using the template. This ratio represents
the capacity utilization goal, such as a percentage of the vehicle's maximum capacity.
o Configuration: Define the configuration settings for the template, including options like optimizing
distance or optimizing time. These settings help determine how the system plans and optimizes the
trips based on the given orders.
o Constraints (optional): If there are any specific constraints to consider while generating the trip plan,
they can be added here. Constraints might include limitations on vehicle types, delivery time windows,
or any other relevant factors that should be considered during the trip planning process.
• By providing the template name, fill ratio, configuration settings, and optional constraints, users can create a
planning template that enables the automated creation of trips based on single or multiple orders.

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Planning Trips
• The system generates trips by utilizing predefined planning templates, considering various factors such as or-
ders, items, drivers, vehicles, customers, and map constraints.
• These templates serve as a blueprint for creating optimized trip itineraries by considering all relevant con-
straints and requirements. By leveraging this information, system automates the process of generating effi-
cient and effective trips that align with the specified criteria and constraints.

Resources and Route Planning Results

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Operations Panel
• The operational panels provide users with a comprehensive view of all orders and trips in a centralized loca-
tion.
• This consolidated display allows users to conveniently access and monitor both the order and trip information
simultaneously. By having full visibility of all orders and trips in one place, users can effectively manage and
track the progress, status, and details of each order and its corresponding trip, enabling efficient coordination
and decision-making.

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Dashboard and Reporting Management
• The insights/dashboard feature offers users distinct views and statistics tailored to their roles, such as Admin
and Transporter.
• Transporters, operations team, and Admin can access relevant statistics and order information for their day-
to-day operations.
• The preferred view for displaying information is the Kanban view, providing a clear overview of order progress
and status.
• The DSV team can generate BI and KPI reports based on the requirements discussed during BRD sessions.
• These reports are utilized to generate invoices in an external software system.
• The insights/dashboard feature provides users with comprehensive visibility into live data, enabling them to
track the movements of current orders:
• Real-time information is available on each order's progress and status, facilitating order tracking and monitor-
ing throughout the delivery process.
• Users can leverage this live data to gain valuable insights into order movements, allowing them to make in-
formed decisions, promptly respond to changes or issues, and optimize their operations for efficient order
management and fulfilment.

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Reports
• The insights/dashboard feature also offers users complete clarity on past data regarding all movements in a
form of reports.
• Users can access historical information and data related to previous order movements. This includes details
such as the routes taken, delivery times, any delays or issues encountered, and other relevant metrics.

NOTE: Please note that the purpose of the above content and image is to serve as a representation of the potential
dashboard and reports. It is essential to have a discussion regarding these features. The dashboard and reports can be
customized according to the specific requirements of the client before initiating the project.

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Operational workflow Diagram

In case of above design is not visible, kindly find link from Diagram Workflow Design

Order Status and Transactions


The order will have the following status options and status will be updated with the following progression:
❖ Open/unassigned:
When an order is created in WMS and routed to the FERO DSV Portal if order is successful, else It will be dropped
in Integration logs. regardless of the creation method, the status will be Pending for new pickup/Delivery orders.
❖ Unassigned:
Once the DSV user (handler/dispatcher) will Plan the Delivery of open orders, Order status will be Unassigned.
User must assign the Driver and vehicle to perform the operation.
❖ Assigned:
DSV users assign the Team/Driver and vehicle on the Order, Order status will be Assigned.
Driver must have to start(enroute) trip to change the order status.
❖ In progress:
The internal/external transporter team will start (enroute) the Order, and the status will be updated to In pro-
gress.

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❖ Complete:
Upon successful delivery, POD upload, customer signoff, and feedback, the order status will be updated to Com-
plete.
- In case of Installation, POD upload, Customer signoff, and feedback, the Order status will be complete.
❖ Cancel:
If the client denies processing the order at any stage, it can be marked as Cancel, and the status will be updated
accordingly.

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Mobile Application Scope

Platform Scope
Android Prototype Design
Language Only ENGLISH

Mobile Application workflow is as demonstrated in the BRD session. [Status Quo] on Prototype Design.

Expected features.

1. Teams (Drivers) must attach the proof of completion on each milestone. Order CANNOT mark as complete
until driver uploads the POD.

Below are the screenshot and use cases of Driver application.

Teams, including driv-


ers, can log in to the sys-
tem.
They can access the sys-
tem using the login cre-
dentials created on the
portal.
Both the login details
and user management
view can be accessed by
the DSV operation
team.
The user management
view provides visibility
into the details of the
teams, including drivers.

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Once logged into the ap-
plication, the driver can
access their details from
the left drawer.
The driver can view all
the assigned trips from
a list.
They can verify the de-
tails of each trip as-
signed to them.
Additionally, the driver
can view the lanes on a
map, providing a visual
representation of the
job locations.
They can validate the
details of the items as-
sociated with each or-
der and trip.
To start a job, the driver
needs to swipe to indi-
cate the job has begun.

The driver can review


trip details before start-
ing.
They can verify details
using the customer pick-
list copy.
The assigned items on
the orders can be
checked.
The source and destina-
tion information can be
viewed.
The trip is started by
swiping.
Once the trip starts, us-
ers cannot update the
items on the order.

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The driver should have
the ability to pause the
trip when needed.
The driver can update
status during the trip.
The driver has the op-
tion to indicate that the
order has been deliv-
ered by uploading the
Proof of Delivery (POD)
and can then proceed
with the installation by
selecting the next but-
ton.

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Once the driver begins
the installation, the sta-
tus of the order will be
updated to "Installation
in Progress." Afterward,
the driver can indicate
that the installation is
complete by clicking the
"Installed" button and
uploading the Proof of
Installation.

To mark the entire trip


as complete, the driver
can do so from the trip
view screen. However,
this can only occur when
all orders have been ful-
filled, and the Proof of
Delivery (POD) has been
successfully updated.

Once a trip is marked as


complete, no user will
have the ability to up-
date the order statuses
or modify any other or-
der details.

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Out of Scope

Integration
There is scope of Integration with a 3rd party software or service providers (Cargowrite WMS).

Migration
There is NO migration of past data which needs to be updated in system by FERO team.

Below details are requested from the client:

• Dashboard
• BI/KPI reports
• Notification content and when it should be sent out.

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APPENDIX
Design Document Approval History
[Indicate signatures obtained.]

Your signature below indicates your acceptance of the contents within the sections of this document specific to your
expertise and the acceptance of the stated scope and solution. It does not mean that you will not have additional
questions/concerns during the construct/testing phases.

Participants Name Signature Date Status/Comments


Ruchir Karanjgaokar Digital 12-06-2023 A
Internal Approver: Krunal Tank Digital
Keval Patel Digital

Kirill Blokhin - DSV

Abhilash Achuthan
External Approver: - DSV
Manoj Kumar - DSV
Renante Cruz - DSV
Karteek Raghu - DSV
A = Approved with No Changes, C = Approved with Minor Changes

*Note: Any module or feature is not on the BRD document are subject feasibility study and internal external sign-off
for time and efforts estimation with KAM team.

Change History
Version Number Name of Changer Short Description of Date of Change
Change

v1.0.0 Saif Khan Initial document

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BRD sign-off certificate

Client Details Certificate date: {Date on certificate generated}


Completion date: {Date on project completed}

{Client name} {Client company logo}


{Client Registered Address}
{Client Company Registered Email Address}
{Client Company Registered contact number}

The BRD sign-off certificate is a document that serves to confirm that a project requirement is captured as per client’s
need.
By signing the certificate both parties are agreeing on,
1. Features, Changes, Amendments, Integrations as mentioned in the BRD has been designed and will
implement based on the document only, testing will thoroughly perform with dummy data on UAT (User
Acceptance Testing) by relevant stakeholders and result are in acceptance criteria.
2. Product Demo & Training - Pertinent details about the product, User manual, video content will be
given before UAT sign-off.
3. Any Outstanding Issues/ dispute has been managed through support tickets as per the SLA mentioned
in MSA between the both the parties. New developments are subject to feasibility studies and time and
effort are excluded from the current implementation.
4. Production server set up as per the requirements and discussed during UAT sign-off.
6. By signing certificate, Project status is marked as in IMPLEMENTATION. Primary point of contact is
Key Account Manager and Product Manager.
It is certified to the best of our knowledge that the features, changes, amendments, integrations as mentioned in the
BRD have been tested functionally with dummy data. Any technical issues will be managed as per the Appx SLA within
Master Subscription Agreement between Fero and the Partner.

FERO AI Client Super Admin


Sales Team (As per MSA)
Signature Signature
Date Date

Product Team Client Admin


Signature Signature
Date Date

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Client Stakeholders

Mobile No Email Address Backup


Registered contact number Registered Email Ad- (In case of unavailabil-
dress ity)

Admin - Primary Contact per-


son mandatory mandatory mandatory
(In case of any Approval)
Sub Admin – Secondary Con-
tact person. mandatory mandatory mandatory
(In case of admin not availa-
ble)

FERO Stakeholders

Mobile No Email Address Backup


Registered contact number Registered Email Ad- (In case of unavailabil-
dress ity)

*Sales
Representative
*KAM
Representative
*Product
Representative

** Note:
1. Any change in stakeholder details will be notified through the official email address for both parties.
2. A support account will be created and shared with the stakeholders.
3. A monthly review meeting will be set up by the KAM team.
4. Always welcome for Feedback/appreciation (positive/negative) to KAM team.
5. New Enhancement/ Change request will be planned and communicated via email when it will be re-
leased on production.

We glad to have you as a customer! Thank you…


Welcome to be part of FERO Family.

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