1. Purpose of the System

The RDA Somaliland Road Development Platform is the integrated operations system used to manage Road Development Agency work across procurement, projects, fuel, fleet, maintenance, warehouse, finance, assets, reporting, approvals, and administration.

The system is designed to help departments:

• Submit and approve requests through controlled workflows.
• Track procurement, quotation analysis, purchase orders, goods receipt, and completion.
• Manage project and operational fuel requests from submission to approval, issuance, and reporting.
• Control vehicles, fleet assignments, maintenance, garages, inspections, and related reports.
• Manage inventory, stock issuances, goods receipt, and warehouse records.
• Monitor budgets, commitments, payment vouchers, invoices, and finance activity.
• Maintain assets, assignments, lifecycle records, and custody history.
• Produce official branded reports, PDFs, print documents, Excel exports, and CSV exports.
• Keep audit trails, notifications, user privileges, and system settings under administrative control.

This guide explains how users should operate the system. It is not a technical installation or developer guide.

2. Main User Roles

Access depends on the role assigned by the administrator. A user may see only the modules allowed for their role.

Super Administrator

• Full system access.
• Manages users, roles, settings, sidebar visibility, email, backups, reset tools, and security.
• Can view audit logs, activity logs, reports, and operational dashboards.

HQ Director / Senior Management

• Reviews management dashboards and government reports.
• Monitors procurement, finance, fuel, fleet, projects, and audit activity.
• May approve or review high-level workflows depending on permissions.

Procurement Unit

• Receives procurement requests after submission or after Head of Fleet approval where required.
• Manages suppliers, quotations, evaluation, quotation analysis, purchase orders, and procurement records.
• Produces procurement reports and procurement documents.

Head of Fleet / Madax Gadiid

• Reviews major project/site procurement requests before Procurement Unit processing where the business process requires fleet review.
• Approves or rejects those requests.
• If approved, procurement receives the request and continues the normal procurement process.

Project Manager

• Manages projects, project issues/risks, project fuel requests, and project-related operational records.
• Reviews or approves project fuel requests where assigned.

Vehicle / Fleet Manager

• Manages vehicles, assignments, usage, maintenance, inspections, garages, and fleet reports.
• Reviews fleet-related procurement and maintenance activity where permitted.

Finance / Admin Finance

• Reviews finance dashboards, budget oversight, commitments, vouchers, invoices, cost monitoring, and related reports.
• May participate in procurement or payment workflows depending on assigned permissions.

Warehouse / Inventory Users

• Manages inventory items, goods receipt, stock issuance, stock ledger, project inventory, stock usage, and count audits.

General Staff / Requesters

• Submit allowed requests.
• Track status of their own requests.
• Receive notifications, email alerts, and system messages.

3. Login and Account Use

Login

1. Open the system login page.
2. Enter your registered email and password.
3. If email-based two-factor verification is enabled, enter the verification code sent to your email.
4. After login, the system opens your assigned dashboard or role-specific landing page.

Forgot Password

1. Select Forgot password? on the login page.
2. Enter your registered email address.
3. If the account exists and is active, the system sends a reset link by email.
4. Open the link and create a new password.
5. Reset links expire and can only be used once.

My Account

Use My Account to:

• Update your name, email, phone, department, and title.
• Change your password.
• Configure notification preferences.
• Enable email login verification if allowed.

4. Navigation and Sidebar

The sidebar is grouped by business area. Users only see modules allowed by their role and enabled by system settings.

Main sidebar areas include:

• Overview
• Operations
• Procurement
• Warehouse
• Fuel
• Fleet
• Finance & Administration
• Reports
• Settings and Security

Administrators can hide modules globally from the sidebar using Settings > Sidebar Modules. Hidden modules are removed from navigation, but role permissions and server-side protection still control direct access.

5. Dashboard

The dashboard gives management and operational users a high-level view of system activity.

Typical dashboard information includes:

• Procurement status summaries.
• Project and issue indicators.
• Fuel activity.
• Fleet and maintenance workload.
• Finance and budget indicators.
• Inventory and warehouse indicators.
• Recent activity and alerts.
• Quick links to common modules.

Use the dashboard to identify work waiting for approval, overdue activity, high-priority issues, and operational trends.

6. Notifications and Email Alerts

The system creates notifications for important workflow events.

Examples:

• Procurement submitted for review.
• Head of Fleet approval required.
• Procurement approved or rejected.
• Fuel request submitted, approved, rejected, or issued.
• Important system or security messages.

Notifications appear in the system notification inbox. If email notifications are enabled, users may also receive email copies.

Users can manage notification preferences in My Account.

Administrators can manage email delivery rules and templates in Settings > Email.

7. Procurement Module

Procurement manages requests, suppliers, quotations, approvals, quotation analysis, purchase orders, goods receipt, and completion.

Procurement Business Process

The system routes each request by procurement type. Users should never bypass the assigned stage or share approval accounts.

Major Procurement workflow

1. Draft: the requester creates the request, adds specifications and line items, and submits it.
2. Head of Fleet Review: the assigned Head of Fleet / Madax Gadiid reviews the operational requirement and approves, rejects, or returns it with comments.
3. Procurement Costing: after Fleet approval, the Procurement Unit verifies the request, prepares costing, and confirms the procurement method.
4. Three Quotations: Procurement records the required supplier quotations and supporting documents.
5. Evaluation: quotations are compared and evaluated, and a preferred bid is selected with reasons.
6. Procurement Approval: the assigned Procurement approver reviews the evaluation and recommendation.
7. Committee Approval: the configured committee members review and record their decisions. Committee membership is assigned in Settings and may contain two or three authorized members.
8. Finance Review: the assigned Finance approver confirms budget and financial compliance.
9. Chairman Final Approval: the RDA Chairman records the final approval or rejection.
10. Award and Purchase Order: Procurement completes the award and issues the Purchase Order.
11. Goods Receipt: the Store or receiving officer records delivered quantities and prepares the GRN.
12. Payment and Completion: the payment request is reviewed, approved, marked paid, and the procurement file is closed when all evidence is complete.

Minor Procurement workflow

1. The requester creates and submits a minor request.
2. Procurement performs costing and records the quotation or supplier selection.
3. The assigned Department or Finance approver records the single approval decision.
4. Procurement issues the Purchase Order.
5. The Store officer records the GRN and inventory effect.
6. Finance completes payment processing and Procurement closes the request.

Major Procurement

Use Major Procurement for larger or formal procurement activities that require more controls, quotations, approval routing, and documents.

Common actions:

• Create procurement request.
• Submit request.
• Manage line items.
• Add quotations.
• Select approved quotation.
• Download quotation analysis.
• Generate or download Purchase Requisition.
• Generate Purchase Order.
• Record goods receipt.
• View approval trail.

The status timeline shows the current responsible role, completed decisions, comments, and the next action. An approval button is shown only to the user assigned to the current stage. A Super Administrator can monitor the workflow but should not replace the assigned business approver during normal operations.

Minor Procurement

Use Minor Procurement for smaller procurement activities that still require tracking and control.

Minor procurement uses a shorter controlled route: Procurement costing and supplier selection, one configured approval, Purchase Order, goods receipt, payment, and completion. It still keeps request details, items, supplier information, quotation evidence, approval comments, and complete history.

Head of Fleet Procurement Review

Some major project/site procurement requests must go to Head of Fleet before Procurement Unit processing.

Head of Fleet can:

• Review the request.
• Approve and send it forward to Procurement Unit.
• Reject and return it with comments.

This preserves the existing business process where fleet-related or site/project procurement must receive Head of Fleet review before normal procurement processing.

Quotation Analysis

After quotations are collected and the approved quotation is selected, the system can prepare a branded quotation analysis document.

Users can:

• View quotation comparison.
• See selected supplier and reason.
• Download or print quotation analysis.
• Use the document as part of procurement supporting records.

Purchase Requisition

The Purchase Requisition document focuses on requested items and quantities. It should not show unnecessary monetary amounts where the business document does not require them.

Purchase Order

The Purchase Order is generated after the required approvals and supplier selection are complete.

Users can download or print the PO from procurement records.

Goods Receipt

When goods are delivered:

1. Open the procurement or goods receipt module.
2. Record received items.
3. Confirm quantities.
4. Save goods receipt.
5. Print or download GRN/label if required.

8. Supplier Management

Supplier records support procurement and quotation processes.

Users can:

• Register suppliers.
• View supplier details.
• Track supplier performance.
• Use supplier data in procurement quotations.

Supplier performance helps management review reliability, pricing, delivery history, and procurement participation.

9. Inventory and Warehouse

The warehouse modules manage stock items, receipt, issuance, movement, and audit.

Inventory

Use Inventory to view and manage warehouse items.

Common information:

• Item name and code.
• Category.
• Available quantity.
• Unit.
• Reorder or stock status.

Goods Receipt

Goods Receipt records items received from procurement or supplier delivery.

Users should verify:

• Procurement reference.
• Supplier.
• Delivered items.
• Received quantities.
• Notes or discrepancies.

Inventory Issuance

Inventory issuance records items released from warehouse to projects, departments, vehicles, or operational users.

The issuance process should capture:

• Request or purpose.
• Issued items.
• Quantities.
• Receiver.
• Issuing officer.
• Date.

Stock Ledger

Stock Ledger shows inventory movement history.

Use it to trace:

• Receipts.
• Issuances.
• Adjustments.
• Balance changes.

Stock Count Audit

Stock count audit helps compare physical stock with system stock.

Users should record differences and provide explanations for discrepancies.

10. Fuel Management

Fuel is separated into project fuel, operational fuel, stores, top-ups, usage, and reports.

Project Fuel Request Process

1. An authorized project user submits a request against an active project.
2. The request includes project, vehicle or equipment, requested liters, fuel type, purpose, location, and usage date.
3. The system routes the request to the Project Manager assigned to that project. A requester cannot approve their own request.
4. The Project Manager approves, rejects, or returns the request with comments.
5. Approved fuel is issued only from the selected project fuel store when sufficient balance is available.
6. Issuance deducts the store balance and writes the request, issue, user, vehicle, and quantity to the fuel ledger.
7. Project fuel reports show top-ups, approvals, issues, consumption, and remaining balance.

Operational Fuel Request Process

1. An authorized user submits an operational fuel request for an active, operational vehicle.
2. The request includes vehicle, requested liters, fuel type, purpose, usage date, and the contracted fuel station or supplier.
3. The primary Operational Fuel approver configured in Settings reviews the request. When an active delegation exists, the assigned delegate acts during the approved date range.
4. The approver confirms or adjusts approved liters, then approves or rejects with comments. A requester cannot approve their own request.
5. After approval, the user presents the approved fuel document or reference to the contracted fuel station.
6. Fuel issuance is recorded against the station, vehicle, approved quantity, issue date, and responsible user.
7. Rejected requests retain the reason and audit history; issued requests remain in the operational fuel ledger and reports.

Fuel Stores

Fuel stores track fuel available for projects or operations.

Users can:

• View store balances.
• Record top-ups.
• Review store movement logs.
• Track usage and consumption.

Fuel Top-Up

Fuel top-up adds fuel quantity to a store.

Required information normally includes:

• Store.
• Liters added.
• Reason.
• Reference.
• Recording user.

Fuel Reports

Fuel reports help management review:

• Requested fuel.
• Approved fuel.
• Issued fuel.
• Project usage.
• Operational usage.
• Store balance and top-up history.

11. Fleet and Vehicle Management

Fleet modules manage vehicles, assignments, usage, maintenance, inspections, and reports.

Vehicle Registry

Stores vehicle details such as:

• Plate number.
• Brand and model.
• Vehicle type.
• Status.
• Assignment.
• Usage history.

Vehicle Assignments

Vehicle assignments show which project, department, or user is responsible for a vehicle.

Assignments should be kept current so fuel, maintenance, and reporting remain accurate.

Vehicle Usage History

Usage history tracks operational use, movement, or allocation records.

GPS Tracking

GPS Tracking is used where tracking data or vehicle location references are maintained.

Vehicle Reports

Vehicle reports summarize fleet performance, assignments, consumption, and maintenance status.

12. Maintenance Management

Maintenance manages vehicle/service issues, emergency work, inspection, garage work, spare parts, oil/filter replacement, and warranty tracking.

Maintenance Request Process

1. User reports maintenance issue.
2. Fleet or maintenance manager reviews.
3. Request may be assigned to mechanic or garage.
4. Work is inspected and tracked.
5. Spare parts or costs may be recorded.
6. Request is completed and retained for reporting.

Emergency Maintenance

Emergency maintenance is used for urgent or critical vehicle issues.

Emergency records should include:

• Vehicle.
• Issue.
• Priority.
• Required action.
• Garage or mechanic.
• Cost where applicable.
• Final status.

Garage Management

Garage records support maintenance outsourcing or repair tracking.

Mechanic Workload

Mechanic workload shows assignments and work distribution.

Warranty Tracking

Warranty tracking helps identify repairs or replacements covered by warranty.

13. Project Management

Project modules support project records, issues, risks, assignments, and reporting.

Projects

Project records may include:

• Project name.
• Code.
• Region.
• Manager.
• Budget.
• Status.
• Start and end dates.

Project Issues

Issues are current problems affecting a project.

Users should record:

• Issue title.
• Description.
• Severity.
• Responsible person.
• Status.
• Resolution notes.

Project Risks

Risks are potential future problems.

Users should record:

• Risk title.
• Likelihood.
• Impact.
• Mitigation plan.
• Owner.
• Review status.

Road Assets and GIS

Road asset pages track road-related information and, where available, GIS-style asset references.

14. Asset Management

Asset modules manage asset registry, requests, assignments, lifecycle, and office/road assets.

Asset Registry

Asset registry records official agency assets.

Common fields:

• Asset number.
• Name.
• Category.
• Condition.
• Custodian.
• Location.
• Status.

Asset Requests

Asset requests allow users to request assets for work purposes.

Asset Assignments

Asset assignments show who is responsible for a specific asset.

Asset Lifecycle

Lifecycle records help track asset changes such as acquisition, assignment, maintenance, transfer, or disposal.

15. Finance Module

Finance modules provide budget, commitment, voucher, invoice, revenue, and cost monitoring visibility.

Finance Dashboard

Shows finance-related summaries and management indicators.

Budget Oversight

Budget oversight helps monitor planned budget, usage, and remaining balance.

Cost Monitoring

Cost monitoring supports review of spending trends across projects, procurement, maintenance, fuel, or other activities.

Payment Vouchers and Invoices

Finance users may review vouchers and invoices according to the configured process.

Invoice process may include:

1. Draft or submitted invoice.
2. Review.
3. Approval or rejection.
4. Matching or payment preparation.
5. Final payment status.

16. Reports and Exports

The system provides branded report, export, print, and PDF tools.

Report Builder

Use Report Builder to open operational report sources and export data.

Common export options:

• Print.
• PDF.
• Excel.
• CSV.

Government Reports

Government reports are designed for official oversight and management review.

They include branded layouts, report cover styling, summary sections, and export links.

Custom Report Builder

Custom Report Builder provides quick access to common report packs and export formats.

Document Reports

The system supports downloadable or printable documents such as:

• Purchase Requisition.
• Quotation Analysis.
• Purchase Order.
• GRN label.
• Stock Issuance.
• Fuel request document.

17. Settings and Administration

Settings is used by administrators to manage system behavior.

Preferences

Controls user preferences such as:

• Notifications.
• Display theme.
• Timezone.
• Session and password preference values.

Email and SMTP

Controls outgoing email.

Administrators can:

• Configure SMTP server.
• Send test email.
• Enable or disable notification emails.
• Choose priority levels sent by email.
• Configure notification email templates.
• View email activity.
• Retry failed email queue items.

Approvals and Signatures

Controls workflow owners and document signatories.

Examples:

• Operational fuel approver.
• Minor procurement approver.
• Procurement document signatories.
• PO signatories.

Sidebar Modules

Administrators can hide or show modules from the sidebar globally.

Security and Audit

Security settings include:

• Password policy.
• Login lockout policy.
• Scheduled backup/report settings.
• Database backup creation.
• Session management link.
• Email queue link.
• Reset operational data action.

18. Reset Operational Data

Administrators can reset operational data from Settings > Security.

This action clears business data such as:

• Projects.
• Procurement.
• Suppliers.
• Inventory.
• Assets.
• Staff.
• Fleet and maintenance.
• Fuel records.
• Finance records.
• Notifications and email queue.
• Documents metadata.
• Logs and report metadata.

The reset keeps:

• Users.
• Roles.
• Permissions.
• User settings.
• Security preferences.
• System settings.
• Regions.

This allows administrators to clear business data while keeping login access.

The reset requires typing RESET DATA exactly and confirming the action.

19. User and Role Management

Administrators manage users through the user module.

Common actions:

• Create user.
• Edit user details.
• Assign role.
• Enable or disable account.
• Reset password.
• Review user access.

Roles define what pages and actions users can access.

If a user cannot see a module, check:

• User account is active.
• User role is correct.
• Role has the required permission.
• Sidebar module is not hidden in settings.

20. Security Monitor and Audit Logs

The system keeps records of important actions.

Audit areas include:

• Login attempts.
• Access denied events.
• Role and permission changes.
• Settings changes.
• Password reset events.
• Workflow actions.
• Approval logs.
• System alerts.

Security Monitor and Activity Logs help administrators review system activity and investigate issues.

21. Backup and Scheduled Jobs

Administrators can create database backups from Settings.

Backups should be created before:

• Major configuration changes.
• Data import.
• Operational reset.
• Deployment changes.

Scheduled jobs can be configured for:

• Automatic database backup.
• Scheduled management report emails.
• Email queue processing using cron.

22. Recommended Daily Use

For Requesters

1. Log in.
2. Submit required procurement, fuel, issue, or maintenance request.
3. Check notifications.
4. Follow up on rejected or returned requests.
5. Download documents when needed.

For Approvers

1. Review dashboard and notifications.
2. Open assigned approval modules.
3. Review request details and supporting information.
4. Approve or reject with clear comments.
5. Confirm request moves to the next stage.

For Procurement Users

1. Review submitted procurement requests.
2. Collect quotations.
3. Select quotation.
4. Generate quotation analysis.
5. Continue approval and PO process.
6. Record goods receipt.
7. Complete procurement file.

For Fleet Users

1. Review vehicles, assignments, maintenance, and fuel activity.
2. Process Head of Fleet procurement reviews.
3. Manage maintenance requests.
4. Monitor fleet reports.

For Finance Users

1. Review budget and cost indicators.
2. Check vouchers, invoices, commitments, and reports.
3. Use exports for finance review and management reporting.

For Administrators

1. Monitor users, roles, settings, logs, and security.
2. Keep SMTP and email queue healthy.
3. Create backups.
4. Manage sidebar visibility and permissions.
5. Review audit and access-denied logs.

23. Good Operating Practices

• Enter complete and accurate information before submitting a request.
• Use comments when approving or rejecting.
• Do not share user accounts.
• Keep passwords private.
• Use reports for official review instead of screenshots.
• Create backups before major changes.
• Use reset operational data only when management approves.
• Keep user roles updated when staff responsibilities change.
• Review audit logs regularly.

24. Common Problems and What to Check

User Cannot Log In

• Confirm email is correct.
• Confirm account is active.
• Confirm role can log in.
• Use forgot password if needed.
• Check if login lockout is active.

User Cannot See a Module

• Check role permissions.
• Check sidebar visibility settings.
• Confirm user account role is correct.

Email Not Sending

• Check SMTP settings.
• Send a test email.
• Review Email Queue.
• Retry failed email items.

Report Does Not Show Expected Records

• Check filters.
• Confirm data exists in the selected module.
• Confirm user has report permission.

Approval Not Moving Forward

• Confirm the request is in the correct status.
• Confirm the correct approver is assigned.
• Check comments or rejection history.
• Review notifications and approval logs.

25. Business Process Summary

The system is built around controlled workflow movement:

1. A user creates a record or request.
2. The system validates required fields.
3. The request moves to the correct role or approver.
4. The approver reviews and records a decision.
5. The system updates status and keeps an audit trail.
6. Documents, reports, or exports are generated when needed.
7. Final records remain available for audit, management, and government reporting.

This process applies across procurement, fuel, maintenance, projects, assets, inventory, and finance workflows, with each module preserving its own business rules and status flow.