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Use Case

SaaS Application for Borewell Rig Business Owners: Software Use Case

Overview

The SaaS application is designed to streamline operations, improve transparency, and simplify accounting for borewell rig business owners. The software caters to the unique business model of borewell services, offering tools for billing, inventory management, transaction tracking, and reporting. It can be accessed via web browsers and mobile apps (Android and iOS), ensuring convenience for users.

Actors

  1. Business Owner: Manages overall operations and finances.
  2. Agent: Acts as a mediator between customers and rig owners, earning a commission per foot drilled.
  3. Driller/Slip Manager: Records operational details (e.g., depth drilled, services provided, costs).
  4. Customer: Engages agents for borewell services.
  5. Employees: Includes helpers, Driller, vehicle drivers, and warehouse managers.

Core Features

1. Point Slip Management

  • Record operation details including:
    • Drilling depth (e.g., 800 feet)
    • Services provided (drilling, flushing, welding, etc.)
    • Item usage (e.g., pipes, filters, tools)
    • Cost breakdown for each service/item
  • Capture metadata:
    • Compressor start/close RPM
    • Customer details
    • Vehicle and warehouse information
    • Agent and vendor details

2. Billing and Accounting

  • Generate bills based on:
    • Pre-agreed rates between rig owners and agents
    • Services provided and items used
  • Track payment statuses:
    • Pending payments from agents
    • Vendor payments
    • Minor expenses (e.g., food, repairs, gas)
  • Accounting Reports:
    • Profit and Loss Statement
    • Balance Sheet
    • Daily Transaction Summary

3. Inventory Management

  • Manage stock for warehouses and support vehicles:
    • Pipes (various sizes), filters, and other billable items
    • Non-billable tools (hammers, bits, etc.)
  • Track inventory movements:
    • Stock taken for jobs
    • Remaining inventory

4. Vehicle Management

  • Register primary rigs and support vehicles.
  • Monitor vehicle usage:
    • Assign vehicles to jobs
    • Record fuel usage and expenses
  • Alerts:
    • Service reminders
    • EMI payment reminders

5. Employee Management

  • Record attendance and salaries.
  • Manage employee metadata (e.g., documents, roles).

6. Dashboards and Reporting

  • Generate detailed reports for analysis:
    • Agent-wise, vehicle-wise, and vendor-wise performance
    • Warehouse/stock utilization
    • Fuel consumption
  • Visualize data using charts for:
    • Monthly earnings
    • Expense breakdowns
    • Operational performance metrics

7. Additional Features

  • Document Storage:
    • Vehicle and employee-related documents
  • Daily Summary Transactions:
    • Verify operations and finances at the end of each day.
  • Customer Management:
    • Store and retrieve customer metadata.

Use Case Scenarios

Use Case 1: Recording a Point Slip

  1. Driller records operational details after a job.
  2. System calculates total billable amount based on:
    • Depth drilled
    • Services provided
    • Items used
  3. Bill is generated and linked to the respective agent and customer.

Use Case 2: Tracking Payments

  1. Business owner reviews pending payments from agents.
  2. System generates reminders for overdue payments.
  3. Payment status is updated upon receipt.

Use Case 3: Managing Inventory

  1. Warehouse manager records stock movements:
    • Items taken for a job
    • Remaining stock levels
  2. System alerts for low inventory levels.
  3. Reports generated for stock utilization.

Use Case 4: Generating Reports

  1. Business owner selects a reporting category (e.g., agent-wise performance).
  2. System compiles relevant data into a report.
  3. Insights are visualized via charts and graphs.

Benefits

  1. Efficiency: Automates billing, accounting, and reporting processes.
  2. Transparency: Provides detailed records of operations and finances.
  3. Accountability: Tracks payments, inventory, and vehicle usage effectively.
  4. Insights: Dashboards and reports offer actionable insights for decision-making.

Conclusion

This SaaS application addresses the unique needs of borewell rig businesses, offering comprehensive tools for managing operations, finances, and inventory. By leveraging advanced technology, it ensures scalability, reliability, and ease of use for all stakeholders.