VMS Proactive Monitoring & Dashboarding

This document outlines the scope of work to enhance the Voucher Management System, focusing on immediate monitoring capabilities and future strategic enhancements.

Phase 1 (3-Month Engagement)

Critical System Monitoring

This phase focuses on immediate, high-priority needs to stabilize the new VMS, address identified risks, and provide real-time visibility for the core operations team.

On-Ground Technical Support

Provide a part-time, on-site technical liaison in Hong Kong to bridge the gap between local stakeholders and the overseas development team.

  • Serve as primary local contact
  • Proactively extract and analyze data
  • Translate feedback into technical specs
  • Work with the project team to build a visualization of incidents by trendline, using manually uploaded data in this phase.

Prometheus & Grafana Setup

Establish a self-contained monitoring system on the client's GCP. This includes a server sizing recommendation and two key dashboards.

VMS System Heartbeat

Tracks API latency, errors, and server health.

Voucher Lifecycle

Monitors the flow from creation to reconciliation.

1 Requisition
2 Distribution
3 Management
4 Reconciliation

EOD Reconciliation Automation

Automate the end-of-day reconciliation between VMS and the RTA (POS) system by processing daily CSV files from an SFTP server.

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RTA SFTP Server

Pull daily CSV files

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VMS Processing

Compare VMS vs RTA data

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Reporting

Dashboard & Email Alerts

Phase 2: Discovery & Scoping

Future Opportunities

This phase is a scoping exercise to define the roadmap for future enhancements, providing a clear vision and cost estimate for the next stages of development.

Management Dashboard Discovery

Define the scope and KPIs for future dashboards for key business units. Select a tab below to see a sample visualization for each proposed dashboard.

Business Process Improvement

Conduct a formal scoping exercise to define technical requirements and effort for future system and process improvements.

  • 1
    Analysis of Pain Points

    Document current challenges like manual reconciliation and slow reporting.

  • 2
    Prioritized Recommendations

    Create a list of improvements with high-level effort estimates (S, M, L).

  • 3
    Phased Implementation Roadmap

    Develop a clear, multi-stage plan for rolling out the improvements.