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SiteRipoti (Working Title)

Construction Site Reporting & Management App — Full Scope & Functional Specification
Document App Scope & Functional Specification
Version 1.0 (Draft for review)
Date 25 September 2026
Platform Makepad UI framework, Rust — single codebase targeting Android, iOS, Windows, macOS, Linux and Web (WASM)
Status For stakeholder review

1. Executive Summary

SiteRipoti is a multi-platform construction site management application that digitises daily and monthly site reporting, workforce attendance, site communications, task scheduling and approvals, procurement and site meetings — with AI assistance at every documentation step.

The app is designed around the reality of construction work in the field: unreliable connectivity, multiple concurrent sites under one supervisor, casual labour with paper IDs, and reporting chains that require verification before anything becomes official. It is offline-first, role-based, and audit-logged.

This document formalises the original six-phase scope (22 requirement items) and adds the omitted capabilities — user accounts and permissions, offline sync, safety reporting, snag lists, RFIs, purchase orders, dashboards, document/drawing control and integrations — required to make the app a complete, production-ready product rather than a collection of features.

Notation:

  • [BASE] = requirement from the original scope, formalised
  • [ENHANCED] = original requirement with meaningful additions
  • [NEW] = omitted capability added in this document for a fully functional app

2. Background & Problem Statement

Site supervision today runs on a mix of WhatsApp groups, paper diaries, phone-camera photos and Excel sheets. The consequences:

  • Lost evidence — photos scattered across personal phones; no timestamp/GPS proof.
  • Unverified reporting — anyone can write anything; there is no approval chain or accountability.
  • Slow compilation — an overall supervisor managing several sites must manually merge daily reports into monthly packs, often days later.
  • No audit trail — disputes on what was done, when, and who approved it, are impossible to settle.
  • Casual labour opacity — no reliable record of who worked, where, and under which department.
  • Paper meetings — minutes taken by hand, typed up late, actions forgotten.

The app replaces this with one verifiable system of record from the foreman's pocket to the boardroom pack.

3. Product Objectives & Success Criteria

# Objective Success Metric
O1 Every site produces a complete, verified daily report ≥ 90% of working days with an approved daily report per site
O2 Cut report preparation time Daily report compiled in ≤ 15 min; monthly pack in ≤ 30 min (vs. hours today)
O3 Reliable multi-site oversight Overall Supervisor compiles N-site consolidated report in one action
O4 Trustworthy records 100% of approvals carry user identity, timestamp and signature
O5 Field usability All core features fully usable offline on a low-end Android phone
O6 Faster approvals Task inspection → approval turnaround visible and measurable per site

4. Users & Roles

4.1 Personas

Persona Description
Overall Supervisor / Project Manager Manages several geographically distributed sites; needs consolidated reporting and cross-site visibility
Report Master Prepares, verifies and approves the site's daily/monthly report; the authority on report content
Site Supervisor / Site Agent Runs one site; contributes entries, photos and workforce data
Site Engineer / Foreman / Site Manager Internal inspectors; verify task quality; contribute entries
Procurement Officer Manages material schedules, suppliers and purchase orders
HSE Officer Owns safety compliance, incidents and toolbox talks
External Consultant Outside the company; performs external inspections and approvals on specific tasks
Client / Project Owner Read-only stakeholder receiving progress digests
Casual Worker Indirect user — present via scanned ID and attendance records

4.2 Role × Capability Matrix

Capability Org Admin Overall Supervisor Report Master Site Supervisor Engineer/Foreman Procurement HSE Consultant (ext.) Client (viewer)
Manage organisation & users ✔ ✔ – – – – – – –
Create/edit sites & working hours ✔ ✔ – – – – – – –
Contribute entries to daily report – ✔ ✔ ✔ ✔ – ✔ – –
Compile daily report – ✔ ✔ – – – – – –
Approve & sign report – ✔ ✔ – – – – – –
Compile multi-site report – ✔ – – – – – – –
Scan workers / manage attendance – ✔ ✔ ✔ ✔ – – – –
Chat in site channels – ✔ ✔ ✔ ✔ ✔ ✔ ✔ –
Manage task schedule & templates – ✔ ✔ ✔ ✔ – – – –
Internal inspection sign-off – ✔ ✔ ✔ ✔ – ✔ – –
External inspection sign-off – – – – – – – ✔ (assigned tasks only) –
Create/approve purchase orders – ✔ – – – ✔ – – –
Record meetings & generate minutes – ✔ ✔ – – – – – –
Log incidents / HSE records – ✔ ✔ ✔ ✔ – ✔ – –
View dashboards & analytics ✔ ✔ ✔ (own site) (own site) ✔ ✔ – ✔ (digest)
View full document library ✔ ✔ ✔ ✔ ✔ ✔ ✔ (shared only) (shared only)

(Role capabilities are configurable per organisation; the matrix shows defaults.)

5. Platform & Technology

Layer Choice Rationale
UI Makepad (Rust) One codebase → native performance on mobile, desktop and web; smooth media-heavy UI
Business logic Rust core crate Shared across platforms; testable; safe
Local store SQLite (per-device) Offline-first storage, media queue, sync journal
Backend Rust API service (e.g. Xicta - check implemented nimanyatta server existing in this path (/Users/aok/Projects/rustdev/CratesCode/nimanyatta/src) to be extended to meet our requirements here) + PostgreSQL + S3-compatible object storage Type-safe end-to-end; simple deployment
Sync Background delta sync with resumable media upload Survives poor site connectivity
AI LLM API (cloud) with on-device fallback for voice-to-text Description refinement, photo captioning, transcription, minutes, summaries
Camera / GPS / Barcode–QR / OCR Platform APIs via Makepad bindings ID scanning, photo capture, geotagging
Push & local notifications FCM / APNs + local scheduler Reminders work offline
Auth Email/phone + password, PIN + biometric app lock Fast field access, secure at rest

Target devices: priority is Android (low-end phones common on site), then iOS, then desktop for supervisors and web for client/viewer access.

6. High-Level Architecture & Offline-First Strategy

  1. Every core action is a local transaction. Capturing photos, writing entries, scanning IDs and chatting all write to the on-device SQLite store first; the app is fully usable with zero connectivity.
  2. Sync journal. All changes queue with the author, device and timestamp. When connectivity returns (Wi-Fi, hotspot), deltas upload; conflicts on shared documents (e.g. a report) are resolved by server arbitration and flagged for the Report Master.
  3. Media pipeline. Photos/GIFs are compressed client-side, stamped with timestamp + GPS + site name watermark as evidence, then uploaded resumably. Originals retained per retention policy.
  4. Server-side authority. Approvals, signatures, report locking and role permissions are enforced server-side — never client-only — so records are tamper-evident.
  5. Audit log. Every create/edit/approve/lock/share event is recorded immutably (who, what, when, from where).

7. Functional Scope

Phase 0 — Foundation & Platform [NEW]

(Omitted in the original scope; without it, none of the other phases can ship.)

  • FR-0.1 Organisation & user management — Company (organisation) creation; invite-based onboarding by email, phone or share link; user profiles with role assignment per site.
  • FR-0.2 Roles & permissions — Implement the §4.2 matrix; server-enforced. Consultants and clients are scoped strictly to what is shared with them.
  • FR-0.3 Site registry — Create sites with name, geolocation, project type, working hours (per-site), team assignment and optional geofence.
  • FR-0.4 Offline-first core — All Phase 1–6 features operate offline; background sync; visible sync status indicator (pending/synced/error).
  • FR-0.5 App security — PIN/biometric lock, auto-lock, remote device revocation, encrypted local database.
  • FR-0.6 Notification centre — In-app inbox of all alerts (approvals, mentions, reminders, escalations) + push notifications.
  • FR-0.7 Audit trail — Immutable activity log per report, task, order and document; exportable.
  • FR-0.8 Settings — User profile, drawn signature image, language (English/Swahili), dark mode, notification preferences, storage management.

Phase 1 — Daily & Monthly Reports

Capture & documentation

  • FR-1.1 [BASE] Photo/GIF capture — Take pictures or short looping clips (GIF/MP4) of the task being performed; multi-select from gallery; each item stamped with timestamp, GPS coordinates and site watermark. [ENHANCED]: annotation on photos (arrows, circles, text), and capture of a short voice note per entry.
  • FR-1.2 [BASE] Task description with rich text — Description editor supporting bold, underline, italic and bullet/numbered lists. AI refine action: fix grammar, professionalise tone, expand terse notes into clear narrative — while preserving the user's facts. [NEW]: voice-to-text dictation; AI-assisted photo captioning; per-entry category (e.g. concrete works, plumbing) for later aggregation.
  • FR-1.3 [BASE] Document generation — Generate the day's entries (photos + descriptions) into a formatted PDF and Word (.docx) document: branded cover page (company logo, project, site, date, author), table of contents for longer reports, photo grid with captions. [NEW]: customisable templates; automatic report numbering (e.g. DR-SITE01-2026-09-25).

Collaboration & verification

  • FR-1.4 [BASE] Multi-user contribution — Multiple users on site add entries to the day's report. The Report Master compiles, verifies and approves the report before it is official; contributor list and their entries are visible in the document. [ENHANCED]: contributors see entry status (pending/accepted/returned with comment); approval captures a drawn or typed digital signature; approved reports are locked and versioned (resubmission creates a new version with a change log).
  • FR-1.5 [BASE] Multi-site compilation — Site supervisors/personnel create reports for their individual sites; the Overall Supervisor generates a compiled daily report consolidating all submitted sites — per-site sections plus an executive summary page. [NEW]: compilation flags missing sites (not yet submitted) and can send a chase notification; consolidated export to PDF/Word.

Reminders

  • FR-1.6 [BASE] Daily capture reminder — Configurable reminder (default 1 hour before end of working hours, per-site working hours) to take pictures and create the report. [NEW]: escalation nudge to the supervisor if no report has been started 30 minutes after shift end.
  • FR-1.8 [BASE] Monthly report reminder — Reminder to generate and review the monthly report 72 hours before the planned site meeting date (configurable lead time).

Monthly reporting

  • FR-1.7 [BASE] Monthly accumulation — Automatically accumulate the month's approved daily reports into a monthly report: all tasks executed, photo highlights, per-category totals. [ENHANCED]: AI-generated executive summary and progress narrative; auto-embedded statistics (manpower by day, materials received, delays, HSE stats); export to PDF, Word and PowerPoint for the meeting presentation.

Supporting site-diary data [NEW] (standard content of a professional daily site report, omitted in the original scope)

  • FR-1.9 Weather conditions — Auto-fetched weather at site + manual override; feeds delay justification and the monthly report.
  • FR-1.10 Manpower & plant log — Workers on site by trade/department (auto-filled from Phase 2 attendance), equipment/machinery on site with hours operated.
  • FR-1.11 Materials received today — Deliveries captured against orders (auto-links Phase 5).
  • FR-1.12 Delays & hindrances — Structured delay log with reasons (weather, labour, materials, design, access) and lost-time estimate; rolls into monthly summary.
  • FR-1.13 Visitor log — Who visited, purpose, time in/out.
  • FR-1.14 Report lifecycle & archive — Status workflow Draft → In Review → Approved → Locked; full-text search and filterable archive by site, date, author, status; batch export.

Phase 2 — Workers Report Table

  • FR-2.1 [BASE] ID scanning — Scan casual workers' IDs (national ID, work permit, NCA card) via OCR; capture name, ID number and photo; assign work department/station. Duplicate detection prevents double registration. [ENHANCED]: consent capture and encrypted storage of ID data; consent flag required before storage.
  • FR-2.2 [BASE] Daily workers table — Auto-generate the table of workers present on the day: names, departments, work stations, with headcount summary by department/trade. Exportable as PDF/Excel and attachable to the daily report.
  • FR-2.3 [NEW] Attendance & timesheets — Clock-in/clock-out per worker (with optional geofence check); hours and overtime computed; export payroll-ready CSV (per department, per day/week/month).
  • FR-2.4 [NEW] QR quick check-in — Generate printable QR badges for repeat workers so the next day's attendance is a scan, not a full ID capture.
  • FR-2.5 [NEW] Worker register & flags — Site worker register with status (active/inactive), skills/trade tags, and an organisation-level blocklist.
  • FR-2.6 [NEW] Privacy controls — ID images encrypted at rest, retention policy (auto-purge after configurable period), and full deletion on worker offboarding — aligned to data protection law (see §12).

Phase 3 — Chat & Communications

  • FR-3.1 [BASE] Site chat — One-to-one and group chat for site communications; dedicated site channels (e.g. Announcements, Site A – General) with membership tied to site teams.
  • FR-3.2 [BASE] File sharing — Share reports, approval documents and minutes in chat with inline preview; shared documents open in the app viewer.
  • FR-3.3 [NEW] Chat essentials — Read receipts, @mentions with push notification, pinned messages, message search, offline send-queue with delivery on reconnect.
  • FR-3.4 [NEW] Bot notices — Automatic posts into channels for key events (report approved, meeting scheduled, purchase order issued, task inspection due) so the channel becomes the site's live feed.
  • FR-3.5 [NEW] Broadcast — Overall Supervisor broadcasts a message to all sites' channels at once.
  • FR-3.6 [NEW] Moderation & retention — Channel admin roles, mute, archive, and message retention policy.

Phase 4 — Task Schedule, Approval Documentation & Status

  • FR-4.1 [BASE] Task templates by project type — Auto-generate the construction activities template (main tasks and subtasks) from the user-defined nature of the site (residential building, warehouse, apartment estate, market, hospital, school, road, etc.). [ENHANCED]: AI generates a tailored breakdown from project type + a short scope description; templates are fully editable and reusable as the organisation's own library.
  • FR-4.2 [BASE] Full program of works — Define all construction activities from project start, or adopt the template mid-project by marking actual progress so far, then itemise tasks and sub-tasks through to project end.
  • FR-4.3 [BASE] Timelines & quantities — Set start/end dates and durations per task/subtask, and material quantities per task (feeds Phase 5 material schedule). [ENHANCED]: dependencies between tasks, milestones, and baseline vs actual tracking with slippage alerts.
  • FR-4.4 [BASE] Task IDs & inspection routing — Each task carries a unique ID assigned for inspection/approval by internal roles (Site Engineer, Site Agent, Foreman, Site Manager) and external consultants, enabling domestic approval and tracking. [ENHANCED]: per-task inspection checklists (pass/fail/NA with notes and evidence photos); approval captures signature, timestamp and identity.
  • FR-4.5 [BASE] Status tracking — Task status board: Not Started / In Progress / Awaiting Inspection / Approved / Rework Required / On Hold, with percentage complete and photo evidence per task. Daily report entries link to the tasks they relate to.
  • FR-4.6 [NEW] Views — Gantt (timeline) view, calendar view and list/board views; filter by status, responsible person, department or consultant. check this code in this path (/Users/aok/Projects/rustdev/CratesCode/nigig-org/crates/apps/nigig-build/src/construction_frame/pages/workspace/project_management) to be in its own crate and functionality extended to meet our requirements where site can just add it as a crate and implement functionality needed.
  • FR-4.7 [NEW] Snag / defect list — Log defects (punch list) with location, photo, assignee and due date; closure requires a closure photo and sign-off. Snag statistics feed the monthly report.
  • FR-4.8 [NEW] RFI log — Requests For Information raised to consultants/designers with response tracking and due dates; unresolved RFIs highlighted as delay risks.
  • FR-4.9 [NEW] Variation register — Record variation/change orders with justification, cost/time impact and approval trail, linked to affected tasks.

Phase 5 — Procurement Schedule & Approval

  • FR-5.1 [BASE] Material schedule & sourcing — Create the material quantity schedule per task; record sourcing options across hardware stores, agents and factories. [ENHANCED]: required-vs-delivered auto-computation — the app shows remaining quantities to procure from deliveries already captured in daily reports.
  • FR-5.2 [BASE] Directory — Hardware, agent and factory directory: contacts, locations, categories, price lists. [ENHANCED]: supplier rating (price, delivery timeliness, quality) from history; price comparison across suppliers per material.
  • FR-5.3 [NEW] Requisition → LPO workflow — Raise a material requisition from the schedule; generate a numbered Local Purchase Order (PDF); approval chain (Supervisor → Procurement → Admin) with signatures; status tracking Requested → Approved → Ordered → Delivered → Closed.
  • FR-5.4 [NEW] Delivery capture & verification — Capture delivery notes by photo/OCR, verify received quantities against the LPO, flag shortfalls/damages; receipts automatically update the material schedule.
  • FR-5.5 [NEW] Budget tracking — Budget vs actual spend per material and per task; variance highlighted for the monthly report.
  • FR-5.6 [NEW] Payment record (optional module) — Record payments/deposits to suppliers with receipt images; mobile-money payment capture (e.g. M-Pesa reference) for the Kenyan market. (Full accounting is out of scope — see §17.)

Phase 6 — Site Meetings

  • FR-6.1 [BASE] Schedule & reschedule — Schedule and reschedule site meetings with date, time, venue/link, agenda and invited attendees (from the project directory); invites with RSVP; automatic reminders to all attendees.
  • FR-6.2 [BASE] Project directory — Maintain the project directory/list of all participants: name, company, role, contacts — used for invites, approvals routing and minute attribution.
  • FR-6.3 [BASE] Listen to the meeting — The app records meeting audio and listens to members speaking, with speaker identification (who said what).
  • FR-6.4 [BASE] Auto minutes — At the end of the meeting the app prepares and generates minutes: agenda items, key discussion points per speaker, decisions, and action items with owners and deadlines. Editor allows correction before finalising.
  • FR-6.5 [BASE] Share minutes — Distribute the approved minutes to attendees and interested parties via in-app chat, email and PDF/Word export.
  • FR-6.6 [NEW] Agenda templates & pre-reads — Standard meeting agenda templates (progress, safety, procurement, AOB); attach pre-read documents (monthly report, programme update) to invites.
  • FR-6.7 [NEW] Action item tracker — Action items from minutes become tracked items: due-date reminders, status, carry-forward of unresolved items into the next meeting automatically.
  • FR-6.8 [NEW] Cross-linking — Minutes reference (and link to) the reports, tasks, RFIs, snags and variations discussed.
  • FR-6.9 [NEW] Transcription options — English and Swahili speech recognition; export of the full transcript alongside the minutes.

Phase 7 — Safety, Health & Environment (HSE) [NEW]

(Omitted in the original scope; expected by any professional client and mandatory for credible site records.)

  • FR-7.1 Incident & near-miss reporting — Log incidents and near misses with photos, severity, persons involved, immediate action taken; escalation notification to supervisor and HSE officer.
  • FR-7.2 Toolbox talks — Record safety talks delivered: topic, date, attendees pulled from the worker register.
  • FR-7.3 Safety inspections — Scheduled inspection checklists (PPE compliance, scaffolding, housekeeping, electrical) with corrective actions, assignees and closure evidence.
  • FR-7.4 Emergency information — Per-site emergency contacts, assembly points and procedures; available offline.
  • FR-7.5 HSE statistics — Days since last incident, toolbox talk counts, open corrective actions — auto-embedded into the monthly report and dashboards.

Phase 8 — Dashboards, Analytics & Client Access [NEW]

  • FR-8.1 Site dashboard — Live per-site view: programme progress %, workers on site today, daily report status (submitted/missing), open snags/RFIs, delays this month, spend vs budget.
  • FR-8.2 Multi-site portfolio view — Overall Supervisor sees all sites side by side with drill-down; traffic-light health per site.
  • FR-8.3 Trends — Manpower over time, task burn-down, materials consumed, report timeliness.
  • FR-8.4 Client digest — Automated weekly/monthly progress digest (summary + photo highlights) shared read-only with the client/owner; optional lightweight web portal access.
  • FR-8.5 Export — Any dashboard or chart exportable as PDF/image for presentations.

Phase 9 — Document & Drawing Management [NEW]

(Required so "approval documents" and inspections have a controlled home.)

  • FR-9.1 Document library — Central, permissioned library for drawings, contracts, approvals, permits, insurance certificates, survey reports.
  • FR-9.2 Drawing revision control — Revision register per drawing (Rev A/B/C…), supersede/withdraw with automatic notification to site teams; offline access to current revisions on device.
  • FR-9.3 Transmittals — Record of who received which document revision and when.
  • FR-9.4 Upload & view — Upload from camera or files; in-app viewer for PDF and images; search by name, type, discipline.

Phase 10 — Integrations, API & Data Portability [NEW]

  • FR-10.1 Calendar sync — Two-way sync of meetings and reminders with Google Calendar and Outlook.
  • FR-10.2 Share-out — Email and WhatsApp share targets for reports, minutes and purchase orders.
  • FR-10.3 Maps & weather — Map view of site locations (site registry); weather service integration (FR-1.9).
  • FR-10.4 REST API & webhooks — Read APIs and webhooks for event push, enabling integration with accounting/ERP (e.g. pushing timesheet and PO data) and future extensions.
  • FR-10.5 Backup & export — Organisation-level data export (reports, registers, documents) as a complete archive; configurable backup schedule.

8. AI Capability Summary

Capability Where used
Description refinement (grammar, tone, expansion) Daily report entries (FR-1.2)
Voice-to-text dictation Report entries, chat, minutes editing
Photo captioning suggestion Report entries (FR-1.2)
Task template generation Programme of works (FR-4.1)
Executive summary & progress narrative Monthly report (FR-1.7)
Meeting transcription + speaker identification Meetings (FR-6.3)
Minutes drafting (discussions → decisions → actions) Meetings (FR-6.4)
Anomaly nudges (e.g. report mentions rain but weather was clear; entry has no photo) Report QA before approval

AI output is always advisory — the Report Master reviews, edits and approves before anything is final. All AI processing clearly labelled; sensitive ID data is never sent to external AI services.

9. Notifications & Reminders Summary

Trigger Recipient Default timing (configurable)
Capture photos / start daily report Site team 1 hour before shift end
No report started (escalation) Site + Overall Supervisor 30 min after shift end
Generate & review monthly report Report Master + Supervisor 72 hours before planned meeting
Task inspection due Assigned inspector Morning of due date
Approval requested / granted Requester / approver Immediate
Snag / RFI / action item due Assignee 24 hours before due
Meeting reminder Invitees 1 day + 1 hour before
Incident logged Supervisor + HSE Immediate
Delivery / LPO status change Procurement requester Immediate

10. Non-Functional Requirements

Area Requirement
Offline All capture/report/attendance/chat-compose features fully offline; zero data loss on connectivity loss; sync resumes automatically
Performance App cold start < 3 s on a mid-range Android; photo capture → entry saved < 1 s; monthly report generation < 60 s
Media handling Client-side compression (target ≤ 1 MB per photo for sync); originals retained on device until synced; storage usage display and cleanup tools
Battery GPS and camera use optimised; background sync batched
Usability One-handed phone operation; large touch targets for field use; icon-driven navigation; English and Swahili UI
Reliability Local database integrity checks; crash-safe write queue
Scalability Support 100+ sites and 1,000+ workers per organisation without redesign
Compatibility Android 9+, iOS 15+, Windows 10+, macOS 12+, modern browsers (web)
Accessibility Dynamic text sizing; contrast modes

11. Security

  • TLS 1.3 for all transport; AES-256 encryption at rest (server) and encrypted local database (device).
  • Biometric/PIN app lock; session timeout; remote device logout.
  • Server-side authorisation on every API call (roles per §4.2).
  • Tamper-evident approvals: every signature bound to user identity, device, timestamp and document hash.
  • Immutable audit log (FR-0.7) retained per policy.
  • Photo/GIF evidence watermarks cannot be edited within the app; edits create new versions.

12. Privacy & Compliance

  • Compliance with the Kenya Data Protection Act, 2019 (and GDPR-aligned principles for international use): lawful basis, consent capture for worker ID data, purpose limitation, data minimisation.
  • Worker ID images/numbers: encrypted, access-controlled, retention-limited, deletable on request/offboarding.
  • Data residency option (hosting region selectable per organisation).
  • Role-based visibility ensures consultants/clients see only their scope.

13. Data Model Overview

Core entities (simplified):

Organization 1─* Site 1─* DailyReport 1─* ReportEntry 1─* MediaItem
                      │            └─* ApprovalEvent (signature, status)
                      │
                      ├─1─* Worker 1─* AttendanceRecord
                      ├─1─* Task (tree: main/sub) 1─* Inspection 1─* ChecklistItem
                      │        ├─1─* SnagItem / RFI / Variation
                      │        └─1─* MaterialRequirement
                      ├─1─* Supplier 1─* PurchaseOrder 1─* Delivery
                      ├─1─* Meeting 1─* Transcript 1─* Minutes 1─* ActionItem
                      ├─1─* ChatChannel 1─* Message
                      ├─1─* Incident / ToolboxTalk / SafetyInspection
                      └─1─* Document (revision-controlled)

User (role per org per site) — AuditEvent (global)

14. Key Workflows

Daily report lifecycle Capture (photo/GIF + rich-text entry, offline OK) → contributors add entries → Report Master compiles → (AI refine/QA) → approve + sign → lock & version → auto-share (chat/email) → sync to cloud

Multi-site compilation Each site submits → Overall Supervisor opens "Consolidated Daily" → selects sites/date → app generates per-site sections + executive summary → missing sites flagged/chased → export PDF/Word

Monthly report Auto-accumulate approved dailies + HSE/procurement/progress stats → AI drafts executive summary → Report Master reviews/edits → export PDF/Word/PowerPoint → present at meeting

Task approval Task in progress (evidence photos) → internal inspection (checklist + sign-off) → external consultant inspection where assigned → Approved / Rework → status board updated → links to daily report entry

Procurement Material schedule shows shortfall → requisition → LPO raised → approval chain → order → delivery captured & verified → schedule and budget updated

Meeting Schedule (agenda + pre-reads) → record + transcribe (speaker ID) → AI minutes draft → edit & approve → share → action items tracked → unresolved items carry forward

15. Traceability — Original 22 Items → This Specification

Original item Covered by
1. Picture/GIF of task FR-1.1
2. Description + AI refine + rich text FR-1.2
3. PDF/Word generation FR-1.3
4. Collaboration + Report Master verification FR-1.4
5. Multi-site compiled reports FR-1.5
6. Reminder 1 h before end of work FR-1.6
7. Monthly accumulation FR-1.7
8. Monthly reminder 72 h before meeting FR-1.8
9. Scan casual worker IDs + department FR-2.1
10. Workers table by day/station FR-2.2
11. Chat, share reports/approvals/minutes FR-3.1, FR-3.2
12. Task templates by site nature FR-4.1
13. Full project task itemisation (incl. mid-project) FR-4.2
14. Timelines + material quantities FR-4.3
15. Task IDs + internal/external inspection FR-4.4, FR-4.5
16. Material quantities + sourcing FR-5.1
17. Hardware/agent/factory directory FR-5.2
18. Schedule/reschedule meetings FR-6.1
19. Project directory FR-6.2
20. App listens to meeting FR-6.3
21. Generate minutes FR-6.4
22. Share minutes FR-6.5

All additions introduced by this document: Phase 0 (foundation), FR-1.9–1.14, FR-2.3–2.6, FR-3.3–3.6, FR-4.6–4.9, FR-5.3–5.6, FR-6.6–6.9, and Phases 7–10 in full.

16. Release Roadmap

Release Content Rationale
R1 — MVP Phase 0 + Phase 1 (FR-1.1–1.8, 1.14) Core value: verified daily reports, multi-site compilation, monthly packs
R2 FR-1.9–1.13 (site-diary data) + Phase 2 (attendance) + Phase 3 (chat) Completes daily field operations
R3 Phase 4 (programme & approvals) + Phase 5 (procurement) Planning and materials control
R4 Phase 6 (meetings) + Phase 7 (HSE) Governance and safety
R5 Phase 8 (dashboards/client portal) + Phase 9 (documents) + Phase 10 (integrations) Oversight, control and ecosystem

Indicative effort: R1 is the critical path; subsequent releases can proceed in parallel streams once the Phase 0 platform exists.

17. Out of Scope (v1)

  • Full payroll processing and statutory deductions (app exports payroll-ready data only)
  • Accounting/bookkeeping (via API integration instead)
  • BIM/CAD authoring or editing (documents are viewed, not edited)
  • Equipment telematics / IoT sensor integration
  • Client-side internet-free AI (cloud AI with graceful offline degradation only)

18. Open Questions

  1. Hosting model — regional cloud vs. on-premise for larger contractors?
  2. Commercial model — per-user subscription, per-site, or freemium?
  3. Preferred AI provider and budget for LLM/transcription usage?
  4. Priority document format — is Word parity with PDF required on day one, or PDF-first?
  5. Does the client/viewer web portal need to be in R1 or can it wait for R5?
  6. Retention period for worker ID data (legal/HR guidance)?
  7. Should worker attendance include biometric verification (with its additional legal requirements), or photo/QR sufficiency confirmed?

19. Glossary

Term Meaning
Report Master Person responsible for preparing, verifying and approving site reports
Overall Supervisor Manager consolidating reports from multiple sites
LPO Local Purchase Order
RFI Request For Information (formal query to a consultant/designer)
Snag list / Punch list List of defects to be corrected before acceptance
Variation Contracted change to scope, cost or time
HSE Health, Safety & Environment
NCA National Construction Authority (Kenya)
Programme of works The scheduled breakdown of all project activities
Geofence Virtual GPS boundary used to verify presence on site
DPA 2019 Kenya Data Protection Act, 2019

End of document — SiteRipoti Scope v1.0. Feedback from stakeholders to be incorporated in v1.1.