navidocs/intelligence/session-2/MAINTENANCE-SYSTEM-SUMMARY.md

Maintenance Log & Reminder System - Implementation Summary

S2-H03 Agent Delivery

Agent ID: S2-H03 System: Maintenance Log & Reminder System Delivery Date: 2024-11-13 Status: COMPLETE

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Executive Summary

The Maintenance Log & Reminder System is a comprehensive vessel maintenance tracking platform designed for the NaviDocs marine management ecosystem. The system provides intelligent reminder generation based on dual triggers (calendar date and engine hours), expense tracking, service provider integration, and calendar synchronization.

Key Capabilities:

• Track maintenance activities across 7 service categories
• Dual-trigger reminder logic (date-based OR engine-hours-based, whichever comes first)
• Automatic service provider recommendations from contact management system
• Real-time expense rollup (YTD, annual, all-time)
• Integrated calendar event generation and synchronization
• Multi-channel notifications (push, email, SMS, in-app)

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Deliverables

1. Primary Specification Document

File: /home/user/navidocs/intelligence/session-2/maintenance-log-spec.md

Contents:

• Section 1: Database Schema - Complete SQL CREATE TABLE statements for:

  • maintenance_log - Core maintenance tracking table (19 fields)
  • maintenance_service_intervals - Standard service intervals per type
  • maintenance_reminders - Reminder notification tracking
  • maintenance_service_history - Historical aggregates and performance metrics

• Section 2: API Endpoints - 15+ RESTful endpoints covering:

  • CRUD operations for maintenance records
  • Smart reminder retrieval and management
  • Service provider auto-suggestion (S2-H05 integration)
  • Expense rollup (YTD, annual, all-time)
  • Calendar integration (S2-H07A)

• Section 3: Reminder Calculation Algorithm - Core dual-trigger logic:

  • Calculates days until due and hours until due
  • Determines which trigger fires first
  • Generates alert status (on_schedule, approaching, urgent, critical, overdue)
  • Schedules notification frequency based on time-to-due

• Section 4: Expense Rollup Queries - 5 comprehensive SQL queries:

  • Year-to-date by service type
  • Monthly breakdown
  • Provider expense analysis
  • Projected annual costs
  • Service interval performance

• Section 5: Integration Points - Detailed specifications for:

  • S2-H05 Contact Management (provider auto-suggest)
  • S2-H07A Calendar System (event sync)

• Section 6: Mobile Notification Design:

  • 5-tier notification schedule (60/30/14/7 days + overdue)
  • Push notification templates
  • Email notification format
  • SMS templates
  • In-app notification UI mockups
  • Notification preference API

• Sections 7-9: Implementation notes, security considerations, and success metrics

Document Stats:

• 700+ lines of detailed specifications
• SQL schema with 4 tables and 30+ fields
• 15 API endpoints with request/response examples
• 4 expense analysis queries
• Complete integration specifications

2. IF.bus Integration Communication

File: /home/user/navidocs/intelligence/session-2/if-bus-maintenance-integration.json

Contents:

• Formal integration request to S2-H05 and S2-H07A agents
• Two bidirectional data flows defined:
  • Provider contacts flow (maintenance ↔ contacts)
  • Calendar sync flow (maintenance → calendar)
• Implementation requirements per system
• Data integrity and security requirements
• Error handling specifications
• Integration checklist and timeline
• Response requirements with specific questions for partner systems

Key Elements:

• 3 detailed data flow definitions with SLAs
• System-specific acceptance criteria
• Conflict resolution strategies
• Rate limiting and authentication requirements
• Acknowledgement requirements from partner agents

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System Architecture

Core Service Types

The system tracks 7 distinct maintenance categories:

1. Engine - Oil changes, impeller replacement, engine inspections
2. Electronics - Autopilot, radio, navigation system maintenance
3. Hull - Structural inspections, caulking, coating
4. Deck - Hardware, fasteners, deck systems
5. Safety Equipment - Life jackets, fire suppression, EPIRBs
6. Antifouling - Bottom paint, haul-out, protective coating
7. Survey - Professional marine surveys, certifications

Dual-Trigger Reminder Logic

The system uniquely handles maintenance scheduling by supporting both calendar and engine-hours based reminders:

Maintenance Due When: next_due_date OR next_due_engine_hours
Notification Trigger: Whichever comes first
Example: "Oil change due every 100 hours OR 6 months"

This accommodates vessels with highly variable usage patterns where simple calendar-based reminders fail.

Five-Tier Notification Schedule

Days Before	Channels	Priority	Frequency
60+	In-app, Email	Low	Weekly
30-59	In-app, Email, Push	Medium	Bi-weekly
14-29	In-app, Email, Push, SMS	High	Weekly
7-13	All channels	Urgent	Daily
<0	All channels	Critical	Daily

Integration Architecture

┌─────────────────────────────────────────────────────┐
│         Maintenance Log & Reminder System (S2-H03)   │
│                                                     │
│  • Track maintenance activities                    │
│  • Calculate dual-trigger reminders                │
│  • Manage service expense rollup                   │
│  • Generate notifications                          │
└──────────┬──────────────────────┬──────────────────┘
           │                      │
           ▼                      ▼
    ┌─────────────┐      ┌─────────────┐
    │ S2-H05      │      │ S2-H07A     │
    │ Contacts    │      │ Calendar    │
    │             │      │             │
    │ Provider    │      │ • Events    │
    │ • Names     │      │ • Alerts    │
    │ • Phone     │      │ • Sync      │
    │ • Email     │      │             │
    │ • Ratings   │      │             │
    └─────────────┘      └─────────────┘

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Technical Specifications

Database Schema

• 4 primary tables with full referential integrity
• 30+ indexed fields for query performance
• Soft delete support for audit compliance
• Timestamp tracking for all operations
• ENUM types for service categorization

API Design

• RESTful architecture with standard CRUD operations
• Pagination support for large datasets (limit/offset)
• Query filtering by service type, date range, status
• Real-time reminders with notification status tracking
• Expense aggregation at multiple time scales

Reminder Algorithm

• Dual-trigger calculation compares date vs. engine hours
• Alert status determination based on days until due
• Scheduled notification with configurable intervals
• Snooze capability with automatic re-queue
• Audit trail for all reminder actions

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Integration Requirements

S2-H05 Contact Management Integration

Data Flow: maintenance_log.provider → contacts

Required from S2-H05:

GET /api/v1/boats/{boatId}/contacts/providers
GET /api/v1/contacts/{contactId}
PATCH /api/v1/contacts/{contactId}/usage

Maintenance System Provides:

• Provider usage tracking (times_used, last_used)
• Service type performance data
• Cost history per provider

S2-H07A Calendar Integration

Data Flow: maintenance_log.next_due_date → calendar

Required from S2-H07A:

POST /api/v1/boats/{boatId}/calendar/events
PATCH /api/v1/boats/{boatId}/calendar/events/{eventId}
DELETE /api/v1/boats/{boatId}/calendar/events/{eventId}

Maintenance System Provides:

• Maintenance event creation/updates
• Due date and engine hours information
• Service type and provider details
• Multi-threshold alert configuration

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Success Metrics

Metric	Target
Reminder Delivery Rate	>95% within 24 hours
API Response Time	<200ms for maintenance lists
Expense Calculation Accuracy	100% (automated validation)
Service Completion Rate	>75% within 7 days of due date
Provider Contact Accuracy	98% phone/email validation

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Implementation Timeline

Phase 1: Acknowledgement

Duration: Immediate Action: S2-H05 and S2-H07A confirm capability and point of contact

Phase 2: Endpoint Availability

Duration: 5 business days Action: Partner systems deploy required API endpoints

Phase 3: Integration Testing

Duration: 5-10 business days Action: End-to-end testing of all data flows

Phase 4: Production Launch

Duration: Upon successful testing Action: Maintenance system deployed with full integration

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Security Features

• All records require boat ownership verification
• Receipt URLs encrypted at rest
• Provider data access controlled by role
• Cost data masked for multi-user accounts
• Rate limiting: 100 requests/minute per endpoint
• Mutual TLS authentication between systems
• Audit trail for all operations
• GDPR-compliant data retention policy

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File Locations

Deliverable	Path
Primary Specification	/home/user/navidocs/intelligence/session-2/maintenance-log-spec.md
Integration Request	/home/user/navidocs/intelligence/session-2/if-bus-maintenance-integration.json
This Summary	/home/user/navidocs/intelligence/session-2/MAINTENANCE-SYSTEM-SUMMARY.md

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Handoff Checklist

• Database schema defined with 4 tables
• 15+ API endpoints specified with examples
• Dual-trigger reminder algorithm documented
• Expense rollup queries provided
• S2-H05 integration requirements detailed
• S2-H07A integration requirements detailed
• Mobile notification design with 5-tier schedule
• Integration communication sent to partners
• Security requirements documented
• Implementation timeline established
• Success metrics defined

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Agent Sign-Off

S2-H03 COMPLETE: Maintenance Log & Reminder System specification delivered with:

• Comprehensive database schema supporting dual-trigger reminders
• RESTful API for all CRUD and reminder operations
• Intelligent reminder calculation algorithm
• Complete expense tracking and rollup capabilities
• Integration specifications for S2-H05 (contacts) and S2-H07A (calendar)
• Mobile notification design with multi-channel delivery
• IF.bus communication ready for partner system acknowledgement

The Maintenance Log & Reminder System is architected to be the central vessel maintenance intelligence platform, coordinating with contact management and calendar systems to provide a complete lifecycle maintenance management solution for the NaviDocs marine ecosystem.

Ready for S2-H05 and S2-H07A integration handshake.

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Document prepared by S2-H03 Agent NaviDocs Maintenance Log & Reminder System November 13, 2024