Module Overview
Comprehensive overview of the ERP Logistics Equipment Management Module including purpose, features, stakeholders, and technical specifications.
Module Purpose
The Logistics Equipment Management Module is an integrated component of the main ERP system designed to manage construction equipment across multiple projects in Libya, Tunisia, and Iraq. This module handles equipment tracking, rental management, subcontractor evaluations, project management, and financial operations while leveraging the ERP's existing authentication, user management, and core infrastructure.
Key Features
Equipment Lifecycle Management
Track equipment from acquisition to disposal with comprehensive maintenance scheduling and status monitoring.
- Real-time equipment status tracking
- Maintenance scheduling and history
- Equipment allocation and transfers
- Performance monitoring
Rental & Subcontractor Management
Manage rental contracts and evaluate subcontractor performance with detailed performance metrics.
- Subcontractor registration and evaluation
- Rental contract management
- Performance scoring and ratings
- Payment tracking and invoicing
Project Equipment Allocation
Assign and track equipment across multiple projects with real-time visibility and resource optimization.
- Cross-project equipment allocation
- Resource utilization tracking
- Project-specific reporting
- Equipment availability management
Maintenance Scheduling
Schedule and track equipment maintenance with automated reminders and comprehensive maintenance history.
- Preventive maintenance scheduling
- Maintenance history tracking
- Automated alerts and notifications
- Maintenance cost tracking
Financial Integration
Comprehensive invoice management and payment tracking integrated with the ERP financial system.
- Automated invoice generation
- Payment status tracking
- Cost center allocation
- Financial reporting and analytics
Inspection Management
Equipment inspection checklists and compliance tracking with automated workflows and reporting.
- Customizable inspection checklists
- Scheduled inspection workflows
- Compliance tracking and reporting
- Inspector certification management
Approval Workflows
Multi-level approval processes for requests and extensions with role-based permissions and automated routing.
- Configurable approval hierarchies
- Role-based approval routing
- Approval status tracking
- Automated notifications
Reporting & Analytics
Comprehensive reporting on equipment utilization, costs, and performance metrics with dashboard visualizations.
- Real-time dashboards
- Utilization and performance reports
- Cost analysis and budgeting
- KPI tracking and alerts
Module Stakeholders
Project Leaders (PL)
Manage project-specific equipment requests and oversee equipment allocation for their projects.
Key Responsibilities:
- Submit and approve equipment requests
- Monitor project equipment utilization
- Coordinate with construction managers
- Review equipment performance reports
Project Management Office (PMO)
Oversee budget and resource allocation across all projects with strategic equipment planning.
Key Responsibilities:
- Budget approval and monitoring
- Resource allocation optimization
- Strategic equipment planning
- Cross-project coordination
Operations Managers
Handle equipment operations, inspections, and day-to-day equipment management activities.
Key Responsibilities:
- Equipment operations oversight
- Maintenance scheduling and tracking
- Inspection management
- Equipment safety compliance
Board of Directors (BOD)
Final approval authority for major equipment decisions and strategic investments.
Key Responsibilities:
- High-value equipment approvals
- Strategic investment decisions
- Policy and governance oversight
- Performance review and evaluation
Construction Managers
Field-level equipment coordination and operational management at project sites.
Key Responsibilities:
- On-site equipment coordination
- Equipment usage reporting
- Field safety management
- Operational issue reporting
Subcontractors
Equipment rental providers who supply specialized equipment and services to projects.
Key Responsibilities:
- Equipment provision and maintenance
- Compliance with safety standards
- Operator training and certification
- Service quality delivery
ERP Administrators
System configuration, user management, and technical administration of the logistics module.
Key Responsibilities:
- System configuration and setup
- User access management
- Data integration oversight
- System maintenance and updates
Business Logic Requirements
Equipment Management Rules
- Equipment Assignment: Equipment can only be assigned to one project at a time
- Status Transitions: Equipment status changes must follow defined workflows (idle → active → maintenance → idle)
- Maintenance Scheduling: Maintenance must be scheduled before equipment can be assigned to new projects
- License Expiry: Equipment with expired licenses cannot be assigned to active projects
- Insurance Validation: All equipment must have valid insurance before mobilization
- Serial Number Uniqueness: Each equipment must have a unique serial number across the entire system
Approval Workflow Rules
- Equipment Requests: Must follow 4-level approval (PL → PMO → Operations → BOD for high-value items)
- Extension Requests: Same approval hierarchy as original requests
- Budget Thresholds: BOD approval required for requests exceeding $50,000
- Parallel Approvals: PMO and Operations Manager can approve in parallel for urgent requests
- Rejection Handling: Any level rejection stops the workflow and requires resubmission
- Timeout Rules: Pending approvals expire after 5 business days and require escalation
Financial Calculation Rules
- Daily Rate Calculation: Based on work status rates (W=100%, S=75%, NW=0%, TG=50%, TB=30%)
- Multi-Currency Support: All amounts stored in project currency with USD conversion rates
- Invoice Generation: Automated monthly invoicing based on timesheet data
- Payment Terms: Default Net 30 days, configurable per subcontractor
- Cost Center Allocation: Equipment costs allocated to project cost centers automatically
- Tax Handling: Country-specific tax rates applied based on equipment location
Security & Access Rules
- Data Isolation: Users can only access data for their assigned countries and projects
- Role Inheritance: Higher-level roles inherit permissions from lower-level roles
- Audit Trail: All create, update, delete operations must be logged with user identification
- Document Access: Equipment documents accessible only to authorized project team members
- Sensitive Data: Financial data requires additional PMO or BOD level access
- API Security: All API calls must include valid JWT tokens with role verification
Operational Rules
- Timesheet Submission: Daily timesheets must be submitted by 6 PM local time
- Equipment Availability: Equipment marked unavailable for 7+ days requires management approval
- Inspection Requirements: Monthly safety inspections mandatory for all active equipment
- Document Expiry: System alerts sent 30 days before license/certificate expiry
- Subcontractor Evaluation: Quarterly evaluations required for all active subcontractors
- Emergency Procedures: Emergency equipment assignments bypass normal approval workflows
Performance Requirements
Database Performance
Optimization Strategies:
- Database indexes on frequently queried columns (equipment_id, project_id, status)
- Composite indexes for multi-column WHERE clauses
- Partitioning for large tables (timesheets, audit logs) by date
- Connection pooling with minimum 10, maximum 100 connections
- Query optimization with execution plan analysis
API Performance
API Optimization:
- Response caching for static data (equipment types, evaluation criteria)
- Pagination for large result sets (default 20 items, max 100)
- Async processing for bulk operations (bulk timesheets, file uploads)
- Rate limiting to prevent API abuse (1000 requests/hour per user)
- Compression for large JSON responses
Frontend Performance
Frontend Optimization:
- Code splitting and lazy loading for large components
- Image optimization and lazy loading
- Bundle size optimization (target < 500KB gzipped)
- Service worker for offline functionality
- Virtual scrolling for large data tables
Scalability Requirements
User Scalability
- Current: Support 500 concurrent users
- Year 1: Scale to 1,000 concurrent users
- Year 3: Scale to 2,500 concurrent users
- Peak Load: Handle 150% of normal load during business hours
Data Scalability
- Equipment Records: 50,000+ equipment items
- Timesheets: 10M+ timesheet entries over 5 years
- Documents: 500GB+ document storage capacity
- Audit Logs: 100M+ audit trail entries
Geographic Scalability
- Multi-Country: Libya, Tunisia, Iraq operations
- Time Zones: Support UTC+1 to UTC+3 time zones
- Languages: English and Arabic interface support
- Currencies: Multi-currency with real-time conversion
Security Performance
Authentication Performance
- SSO Response Time: < 500ms for authentication validation
- Token Refresh: < 100ms for JWT token refresh
- Session Management: Support 10,000+ concurrent sessions
- Failed Login Protection: Rate limiting after 5 failed attempts
Authorization Performance
- Permission Check: < 50ms for role-based access verification
- Data Filtering: < 100ms for row-level security filtering
- Audit Logging: < 10ms additional overhead per operation
- Encryption: < 20ms for sensitive data encryption/decryption
Monitoring & Alerting
Health Monitoring
- Application health checks every 30 seconds
- Database connection monitoring
- Memory and CPU usage tracking
- Disk space monitoring for file uploads
Performance Alerts
- API response time > 1 second
- Database query time > 500ms
- Error rate > 1% over 5 minutes
- Memory usage > 80% for 10 minutes
Performance Metrics
- Response time percentiles (50th, 95th, 99th)
- Throughput (requests per second)
- Error rates by endpoint
- User session analytics
Technical Stack Integration
Frontend Layer
Backend Layer
Database Layer
Integration Layer
Multi-Country Operations
Libya
Operating Cities: Tripoli, Benghazi, Misrata
Project Types: Commercial, Infrastructure, Industrial
Equipment Focus: Heavy machinery, Construction equipment
Compliance: Libyan construction standards and regulations
Tunisia
Operating Cities: Tunis, Sfax, Sousse
Project Types: Export pipelines, Commercial developments
Equipment Focus: Pipeline equipment, Specialized machinery
Compliance: Tunisian industrial and safety standards
Iraq
Operating Cities: Baghdad, Basra, Erbil
Project Types: Infrastructure, Energy, Commercial
Equipment Focus: Heavy construction, Specialized tools
Compliance: Iraqi construction and safety regulations
Business Benefits
Improved Efficiency
Streamlined equipment management processes reduce administrative overhead and improve operational efficiency.
Cost Optimization
Better visibility into equipment costs and utilization enables data-driven decisions for cost optimization.
Enhanced Compliance
Automated compliance tracking and reporting ensure adherence to safety and regulatory requirements.
Real-time Visibility
Real-time equipment status and location tracking improve project planning and resource allocation.
Better Vendor Relations
Systematic subcontractor evaluation and performance tracking improve vendor relationships and service quality.
Reduced Downtime
Proactive maintenance scheduling and equipment monitoring minimize unexpected downtime and delays.