Product Compliance Tracker | Knowledge Base

Overview

An extension of the Organisation Product Database that transforms each product record into a live compliance tracker. The tracker generates a tailored checklist of required testing and certification based on the product’s defined parameters and target markets, allows users to tick off items as they are completed and attach supporting documents, tracks registration status within each scheme, and provides a visual progress summary at both the product and portfolio level. The feature is designed to serve two audiences: established manufacturers who want tidy record-keeping, and newer importers who don’t yet know what compliance they need or how to track it.

User Stories

As a manufacturer new to the ANZ market, I want the platform to tell me exactly what testing and certification I need for my product so I don’t have to ask a consultant for a scoping conversation. As a compliance manager, I want to track the status of every test and certification for my product range in one place so I always know what’s done and what’s outstanding. As an importer, I want to upload my test reports and certificates against each checklist item so all my compliance documents are organised by product. As an organisation admin, I want to see a portfolio-level view showing compliance progress across all my products so I can prioritise effort and budget. As a manufacturer preparing for a distributor meeting, I want to export a clean compliance summary report for my product so I can demonstrate my compliance credentials.

Compliance Checklist Generation

The checklist is dynamically generated based on product parameters defined in the product record. It is not a generic list - it is specific to the product’s characteristics and target market. Parameters that drive checklist generation:

System type: integral (combined tank and HP) vs split (standalone HP unit with separate tank) Refrigerant type: R290 / R32 / R744 (CO2) / R134a / other Tank volume (litres): drives which capacity thresholds apply Target market: AU only / NZ only / both Intended scheme registration: VEU / ESS / SRES / NZ (EECA) / none Product category: residential / commercial / industrial

Checklist logic examples (Alastair to provide complete rules before build):

All products targeting AU market: AS/NZS 5125.1 base test required
Products targeting MEPS compliance: AS/NZS 5125.1 Appendix H test required
Products with R290 refrigerant: additional flammable refrigerant safety certification required
Products targeting VEU Activity 44: specific test conditions and report format required per methodology
Products targeting ESS HEAB: IPART-specific report format required
Integral systems: different testing scope to split systems
Commercial products above X litres: AS/NZS 4692 or equivalent may apply
NZ market: EECA registration requirements, Watermark or equivalent plumbing certification

Checklist structure: Items grouped into categories:

Performance testing Safety certification Plumbing and installation certification Scheme-specific requirements Market registration and labelling Optional / recommended (not mandatory but commonly expected)

Each item has

Item name and description
Why it’s required (plain English explanation linking to the relevant regulation or scheme rule)
Applicable market(s)
Estimated cost range (Alastair to populate, editable by admin)
Estimated lead time (weeks)
Recommended laboratory or certification body
Status (see below)
Document attachment slot
Assigned to (team member, nullable)
Due date (nullable)
Notes field

Item Status Model

Each checklist item can be in one of the following states:

Not started: no action taken
In progress: work underway (e.g. sample sent to lab, test booked)
Completed - awaiting document: marked complete but no document uploaded yet
Completed - documented: marked complete with document attached
Not applicable: user has indicated this item does not apply (requires a reason to be entered)
Expired: document was attached but has passed its validity period

Status transitions are logged with timestamp and user name for audit purposes.

Guided Compliance Pathway

Before the checklist is generated, new users who have not previously completed compliance for ANZ are offered a guided pathway wizard. Wizard steps:

Define your product (pulls from product record or prompts creation) Select target market(s) Select intended scheme registrations Confirm system type and refrigerant Answer any clarifying questions the checklist logic requires

Wizard output

Generated checklist with all items pre-populated
A visual timeline showing the recommended sequence of activities (what to do first, what depends on what)
Total estimated cost range (sum of all item cost estimates)
Total estimated timeline (critical path from first test to first registration)
Option to assign items to team members and set due dates before leaving the wizard

The wizard is optional - experienced users can skip it and go directly to the checklist.

Scheme Registration Tracking

In addition to the testing checklist, each product has a scheme registration status panel. Per scheme, per market:

Registration status: not registered / application in preparation / submitted / registered / expiring / expired Registration number (once obtained) Registration date Expiry date (where applicable) Days to expiry (calculated, highlighted amber at 90 days, red at 30 days) Certificate document attachment Notes field (e.g. “Submitted to ESS 12 March 2026, awaiting approval”)

Scheme registration is separate from testing checklist because registration can be in progress while testing is still being completed, and the status tracking is different.

Cost Tracker

Each checklist item has cost fields:

Budgeted cost (user-entered estimate, pre-populated with Alastair’s market rate ranges) Actual cost (user-entered on completion) Currency (NZD / AUD, with conversion note)

Product-level cost summary

Total budgeted compliance cost Total actual compliance cost to date Remaining estimated spend (budgeted items not yet completed)

Portfolio-level cost summary

Across all products, total compliance spend to date Breakdown by product and by cost category

This data is private to the organisation and never shared or used for market benchmarking.

Portfolio Dashboard

An organisation-level view showing compliance status across all products. Portfolio summary cards: Each product shown as a card with:

Product name and model
Overall compliance progress: percentage of checklist items completed (e.g. 7/12 complete)
Visual progress bar colour-coded: red (under 50%) / amber (50-80%) / green (above 80%)
Market coverage: icons showing AU and/or NZ status
Scheme registrations: icons for each scheme showing registered / in progress / not registered
Any urgent flags: expired items or registrations expiring within 90 days

Filter and sort

Filter by market, scheme, compliance status, product status
Sort by: compliance percentage, most recently updated, product name

Portfolio gap analysis

A matrix view showing all products vs all applicable schemes. Each cell shows: registered / in progress / not started. Immediately surfaces which products are missing which registrations.

CSV Bulk Import

Mandatory for v1. Allows organisations to seed the product database and compliance tracker from existing records without manual entry. CSV import supports:

Product identity fields (all fields in the products table)
Performance data points (one row per ambient temperature point per product)
Compliance checklist item statuses (pre-populated from existing records)
Scheme registration statuses and numbers

Import process

User downloads a CSV template from the platform User populates the template with their data User uploads the completed CSV System runs validation and shows a preview with any errors highlighted User confirms import System creates product records and pre-populates checklist statuses

Validation rules

Model number is the unique identifier: duplicate model numbers prompt user to confirm merge or skip Required fields flagged if missing Enum fields (market, system type, refrigerant etc.) validated against allowed values Date fields validated for format Partial imports allowed: if 2 of 10 rows have errors, user can import the 8 valid rows and fix the errors separately

CSV template

Template provided with column headers, data type notes, and example rows. the developer to generate the template file from the data model. Alastair to review before release.

Document Management

Each checklist item has a document attachment slot, but the product record also has a central documents library. Documents library:

All documents attached anywhere on the product record are visible in one place Columns: document name, type, attached to (which checklist item or section), upload date, uploaded by, expiry date (where applicable) Bulk download of all documents for a product as a ZIP file Documents stored securely with access limited to organisation members

Expiry tracking

Documents with an expiry date show a countdown Amber flag at 90 days to expiry Red flag at 30 days Expired documents flagged prominently on the checklist item and in the portfolio dashboard

Exportable Compliance Summary Report

A PDF export of a product’s current compliance status, suitable for sharing externally. Report contents:

Product identity and description
Compliance checklist status summary (items complete, in progress, outstanding)
Scheme registration status per market
Key document references (report numbers, registration numbers, dates)
Generated date and platform branding

Export options

Full report: all checklist items and statuses
Summary only: high-level status per category, no item-level detail
Toggle EnergyAE branding on/off (for when manufacturer wants to present as their own document)

the developer to use the PDF/docx skill before building this output.

Out of Scope (v1)

Automated email notifications for expiring items (v2)
Direct integration with scheme administrator portals for registration status verification
Laboratory quote request workflow
Automated document expiry detection (user sets expiry date manually in v1)
Multi-currency cost conversion
Gantt chart view of compliance timeline (the wizard shows a simplified sequence view only)
API access for external compliance management systems

Data Model (indicative)

compliance_checklists table:

checklist_id product_id generated_at generated_from_parameters (JSON snapshot of parameters used to generate) last_regenerated_at

checklist_items table:

item_id checklist_id category item_name description why_required applicable_markets (array) estimated_cost_min estimated_cost_max estimated_lead_time_weeks recommended_body status assigned_to (user_id, nullable) due_date (nullable) budgeted_cost actual_cost notes document_id (nullable, foreign key) completed_at completed_by

checklist_item_history table:

history_id item_id previous_status new_status changed_by changed_at note

scheme_registrations table:

registration_id product_id scheme market status registration_number registration_date expiry_date certificate_document_id notes

Acceptance Criteria

Open Questions

Alastair to provide the complete checklist generation rules before the developer builds the logic. This is domain knowledge that must come from Alastair, not be inferred by the developer. A spreadsheet mapping product parameter combinations to required checklist items would be the most useful format. What is the expected maximum number of products per organisation? This affects whether the portfolio dashboard needs pagination or can show all products at once. Should the guided pathway wizard be shown automatically to new organisations on first login, or only accessible on demand? Checklist regeneration: if a user changes a product parameter (e.g. adds a new target market), should the checklist automatically regenerate and add new items, or prompt the user to regenerate manually? Automatic is more helpful but risks overwriting user-entered statuses if not handled carefully. Should “not applicable” items require admin approval, or can any user mark an item not applicable? Risk of users incorrectly dismissing mandatory requirements. For the cost tracker, should cost data be visible to viewer-role users or restricted to editors and admins?

A Note on Checklist Generation Rules

This is the most domain-intensive part of the feature and the part most likely to be wrong if the developer builds it without detailed guidance. The rules that map product parameters to required tests and certifications are not publicly documented in a single place - they exist across multiple scheme methodologies, standards, and regulatory instruments that only you have synthesised. Before the developer begins this feature, Alastair should produce a decision table: a spreadsheet where rows are product parameter combinations and columns are checklist items, with Y/N/conditional in each cell. That document becomes both the build specification and an ongoing reference for maintaining the rules as schemes change.