GPS Operations — Workflow & Automation Atlas

A single reference for how the GPS team runs today, and the plan to automate it. Source: GPS Playbook (Jakarta, 05 Jun 2026).

The GPS team is a collateral-protection engine for the financing book: it buys, installs, monitors, and recovers GPS trackers on financed vehicles, and hands enforcement to Collections. Most headcount is spent on information work around physical events — messaging, executing decision tables, status updates, reconciliation — which is already deterministic in the playbook. That is exactly what we can automate.

core workflows mapped across two sub-teams

~85%

of the alert-chase & inventory work is automatable

API-enabled source systems — full automation is feasible

The thesis: collapse the two sub-teams into a GPS Control Tower — one data layer + rules engine doing monitoring, messaging, inventory math and reconciliation — leaving 1–2 exception handlers plus human approval on every financial action. Physical work stays at warehouses and field teams.

Hard guardrail: all financial / risk actions — flipping a loan to DPD+0 and the IDR 350K lost-GPS charge — stay human-approved. The system prepares and recommends, and executes only after sign-off. It never moves money or changes loan status on its own.

Organisation & KPIs

Two sub-teams, ~7–8 people. Asset Management owns the physical unit lifecycle; Alert Management runs in-life monitoring on shift coverage.

GPS Asset Management physical lifecycle

Anna Aristiana · Syahrul Ari Saputra · Kiano Adra Kurniawan · Assoc. Mohammad Bagier

Hours: Mon–Sun 09:00–18:00 JKT (incl. public holidays)

2025 KPIs

GPS Availability Rate — % of disbursed loans tagged without deviation
Average GPS Lifespan — extend unit life / minimise loss & damage
Lost-GPS Financial Recovery Rate — maximise recovery of lost units

GPS Alert Management 7-day shifts

Assoc. Annisa Cahyawulan · Syahri Rizki Ramadhan · Sofa Antania Hanjani

Hours: Mon–Fri 09:00–21:00 · Sat–Sun 11:00–20:00 WIB · shift-based

2025 KPIs

Alert Resolution Rate — % of GPS alerts resolved
Alert Resolution Time — average time to resolve
High-complexity handling — accuracy of high-risk identification + escalation speed

A1 · Procurement & Shipping

AS-ISlow frequency

Trigger: stock < 500 unitsActors: GPS Team · SG Management · Shipping Vendor · FinanceVendor: Shenzhen Tuqiang IOT

WIP Reconstructed from the document requirements (playbook p.8 flow is blank). Unlike the SG-Management OBD route, wired-GPS purchasing runs through Finance (PO + tax invoice).

GPS Team / Ops SG Management Shipping / GPS Vendor Finance

How it works

GPS Team checks stock; if below 500, runs a forecast to size the purchase.
Request goes to SG Management, who handle the vendor purchase (OBD trackers from Shenzhen Tuqiang).
On approval, vendor ships to Moladin HQ Indonesia; GPS Ops prepares shipping with invoice + picking list.
On receipt, two parallel tracks: request new Telkomsel SIM cards, and hand units to Smart Tech for onboarding.

Automation (~40%): auto-forecast reorder qty and draft the PO from live stock; vendor/PO approval stays human. Low frequency, so this is Phase 4.

A2 · Warehouse Inventory & Top-up

~85% automatable

Trigger: WH stock < 40 (per Appx-1 matrix)Actors: GPS Asset Team · SPV/Admin WH · Courier

GPS Asset Team SPV / Admin WH Courier Control Tower (auto)

How it works

Daily spreadsheet inventory check per warehouse against the top-up metric table (Appendix 1).
When a warehouse is low, qty is calculated, devices packed, and a pickup is requested via Google Form → Asset Lead approves in GA Tracker.
Resi (shipping receipt) created with a unique ID; courier picks up from Head Office; shipment monitored via SAPX.
Warehouse receives, verifies physical units against the serial-number list, updates status in VMS.

Automated version: continuous stock reads via API replace the daily spreadsheet; the Appx-1 table becomes a reorder rule; requests, resi generation and SAPX tracking are automatic; VMS updates and S/N reconciliation are automatic. Humans only pack & approve.

A3 · Installation & Tagging

AS-ISphysical + verify

Context: happens in the 2nd Risk approval step of loan originationActors: Risk · Field Team · Onboarding · GPS Ops · Foxlogger

Foxlogger wired-GPS ordering for NDF 2.0 / DT 2.0 / UCF 2.0. NDF validates via VMS; DT/UCF validates via the Foxlogger dashboard.

Deprecated Retained for reference — the older NDF 2.0 / DT/UCF 2.0 install via Moladin Foxlogger.

WIP Loan Top-Down install flow — not yet defined in the playbook (p.13 is blank).

Risk Team Field Team (DC/DCM/Inspector) Onboarding / GPS Asset Foxlogger System

How it works

Risk runs the 2nd verification and a video call with the field team.
Field team installs the GPS; system checks "tagged & online" and that the unit plugs into OBD and the engine starts.
If not online, the Exception Matrix (Appendix 2) decides whether the loan may continue; otherwise disbursement is held.

Automation (~50%): orchestrate assignment, validate "tagged & online" automatically via VMS, and gate disbursement by rule. Physical install and video-call identity check stay human.

A4 · Return & Recovery (BPKB Checkout)

~75% automatableapproval on charge

Trigger: loan settled, BPKB ready to check outActors: Field/MD · Admin WH · SPV Warehouse · GPS Asset

The full handover (p.35): WIMS status checks, safe handling, dual sign-off. GPS must be returned physically or it is classified lost (IDR 350K via VA). WH & Ops Planning reconcile daily.

Field / MD Admin / SPV WH GPS Asset (VMS)

How it works

On settlement, the field team / MD brings required docs and the physical GPS to the warehouse.
Admin checks documents and GPS. If the unit is lost (and loan date > 18-Oct-24), an IDR 350K lost fee is paid via VA.
VMS status moves to Warehouse - Released (returned) or CheckedOut - Lost (lost); deviation handled if needed; BPKB released.
WH & Ops Planning run a daily reconciliation to ensure no mischarge on GPS loss.

Automated version: VA-link generation, VMS status sync, and the daily reconciliation become automatic — directly hitting the finance-reconciliation pain. The 350K charge stays human-approved.

B1 · B2 — Alert Detection & Debtor/Dealer Chase

~85% automatable

Trigger: powerloss or 24h-offline alertActors: VMS/Traccar · GPS Ops · Business/Committee · Collections

VMS / Traccar GPS Ops Business / Committee Collections Control Tower (auto)

How it works

VMS/Traccar generates an alert (powerloss = GPS unplugged / battery disconnected; offline = no data for 24h).
If the loan is repaid / repossessed / closed, the alert is closed. Otherwise an L1 WhatsApp goes to the debtor, and the case enters L2 monitoring (D+1).
The de-escalation matrix (Appendix 3) governs deadlines by reason (workshop, battery, faulty GPS, lost, etc.). Follow-ups go to dealer (L2), DCM, then ARM.
If not de-escalated, Dynamic Charging is applied; committee (incl. CEO) may approve a flip to DPD+0, handed to Collections.

Automated version: the WA templates (Appx 4–7) and the Appx-3 matrix already make this deterministic. The Control Tower sends messages, ingests replies, tracks deadlines, applies dynamic charging, and packages the flip request — humans handle only ambiguous replies and the approval gate. This is Phase 1 — the highest-ROI piece, replacing the expensive 7-day shift chase.

B3 · Enforcement — Mass-Offline & Flip to DPD+0

human-approved

Trigger: debtor with > 4 GPS-offline alertsActors: GPS Ops · Committee (incl. CEO) · Collection Ops

GPS Ops Committee Collection Ops

How it works

When a debtor crosses > 4 GPS-offline alerts and fails monitoring/de-escalation criteria, GPS Ops seeks committee approval to flip the "Current" loan to DPD+0 (email).
Two-stage review: First Reviewer then Final Reviewer (per Appx-8 logic: requestor GPS Ops, approver Sing Ee/William, final William AND Jovin).
If approved, the requestor submits to Collection Ops Admin (Google Form); Admin executes the flip.

Stays human by design. Automation detects thresholds and packages the request, but the flip is a money/risk decision — the CEO is a named final approver. The system executes only after sign-off.

Pre-Disbursement — Loan Submission, Inspection & Tagging

context

Why it's here: GPS tagging lives inside the 2nd Risk step of originationActors: DC/Debtor · Inspector · Pricing · Risk · Buyout Risk

DC / Debtor Inspector Pricing Risk

The collateral form, inspection (unit + BPKB), appraisal/AFA, and two risk verifications precede disbursement. GPS installation (A3) is part of the 2nd Risk verification — this is the hand-off point between origination and the GPS lifecycle.

The GPS Control Tower

One data layer + rules engine + action layer. The machine does coordination, messaging and reconciliation; humans handle exceptions and approvals.

API source systems Control Tower Human-gated Downstream (Collections)

1 · IngestionPoll/webhook from all six API systems into one store.

2 · Single source of truthEvery GPS unit + linked loan in one state record.

3 · Rules engineEncodes Appx 1 (top-up), 2 (install exceptions), 3 (de-escalation), 8 (flip logic).

4 · Action layerWA messaging, VA links, VMS status writes, request filing.

5 · Exception consoleThe only routine human surface — 1–2 handlers.

6 · Approval workflowFinancial/risk actions routed to humans; executed only on approval.

Feasibility & Roadmap

All six source systems expose APIs (confirmed) — feasibility is high. Effort/timeline per phase is provisional until eng scopes each API surface.

Area	Automatable	Stays human	Mechanism
B2 Chase & de-escalation	~85%	Genuine exceptions	WhatsApp API + rules engine on Appx-3 + reply/deadline tracker
B1 Detection	~95%	—	Already system-generated; feeds the engine
A2 Inventory & top-up	~85%	Physical pack/pickup	Reorder engine off Appx-1 + SAPX polling + auto-VMS
A4 Return + reconciliation	~75%	Physical GPS receipt	Auto VA-link, status sync, auto-reconciliation
B3 Enforcement	~60%	Committee/CEO approval	Auto-detect thresholds + package request; execute after approval
A3 Installation	~50%	Physical install + verify	Orchestrate, validate via VMS, gate disbursement
A1 Procurement	~40%	Vendor/PO approval	Auto-forecast + draft PO

Phasing (by ROI ÷ dependency)

Phase	Scope	Outcome
0 — Foundation	Ingestion + single source of truth + rules-engine shell	Enabler for everything; one-time build
1 — Alert automation	Auto-messaging + de-escalation engine + reply/deadline tracker + exception console	Highest ROI; ends shift-based chase
2 — Inventory/top-up	Reorder engine + SAPX polling + auto-requests	Ends daily spreadsheet labour
3 — Return + reconciliation	VA generation, status sync, auto-recon	Hits finance-reconciliation pain
4 — Enforcement + orchestration	Threshold detection + approval packaging; install/PO orchestration	Closes the loop; humans on financial gates

Single most useful next step: an eng "one-page-per-system" API sheet (endpoints, auth, rate limits, webhook support) for the six systems — the only input between this and a Phase-0 detailed design.

Reference — Decision Tables & Messages

The rules and templates the rules engine will encode.

Appendix 1 — Top-up Metrics

ETA Shipment	Tagged Loan / Stock	< 40	< 35	< 30
N/A	< 100	No need	No need	Top-up
1–2 days	≥ 100	No need	No need	Top-up
2–4 days	≥ 100	No need	Top-up	Top-up
> 4 days	≥ 100	Top-up	Top-up	Top-up

Appendix 3 — Monitoring & De-Escalation Matrix (DeFi)

Offline reason	Action	Deadline	De-escalation criteria
Maintenance / workshop (battery, engine)	Notify debtor; request video evidence (plate, VIN, engine, vehicle in workshop) via WA	Battery: 2 days · Engine: from dealer	GPS online
Loan repayment to be made	Ask estimated repaid date/time	From debtor	Loan repaid / repossessed
Debtor unaware GPS offline	Inform debtor: 1 day to bring online	1 day	GPS online
Faulty GPS / GPS lost	Notify DC/DCM replace within 48h; L1 flags faulty vs lost	2 days	GPS online
GPS causing car issues	Request video evidence; L2 requests business to submit deviation	—	Deviation

Appendix 8 — Flip-to-DPD+0 Logic

Flag	Logic	Requestor	First reviewer	Final reviewer
GPS Mass-Offline	≥ 4 units/dealer, escalate to RM; criteria not met by D+1 2PM	GPS Ops	Sing Ee / William	William AND Jovin
GPS Offline	Loan with alert + dynamic charging applied; GM decided to flip	GPS Ops	Sing Ee / William	William AND Jovin

Message templates (to be sent automatically)

Appx 4 — Dealer L1 {{merge fields}}

Halo {{Dealer_Name}}, GPS Tracker pada kendaraan {{SKU}} / {{Car_Plate}} terdeteksi offline. Mohon balas paling lambat {{reply_deadline}} dengan: alasan offline, video (nopol, IMEI, kerusakan), dan perkiraan kapan online kembali.

Appx 6 — DCM {{merge fields}}

Selamat Siang {{dcm_name}}, konfirmasi unit {{Dealer_Name}} / {{Car_Plate}} / {{SKU}} status GPS offline. Mohon: alasan offline, rencana penyelesaian, foto geotag, video bukti. Jika tidak dijawab 2 hari → Dynamic Charging & dipertimbangkan ke Default.

Full templates (L2 Appx 5, ARM Appx 7) are in the source playbook; all use the same merge-field pattern, ready for WhatsApp Business templated messaging.