docs(phase1): add real-time stakeholder approval monitoring system
PHASE-1_APPROVAL_MONITORING.md provides comprehensive monitoring toolkit: Core Monitoring Features: ✅ Approval Status Dashboard (8 critical items, real-time tracking) ✅ Daily Monitoring Checklist (9 AM, 3 PM, 5 PM gates) ✅ Response Tracking Template (evidence collection) ✅ Critical Timeline with Monitoring Gates (Day 1-6) ✅ Escalation Procedure (3-tier escalation path) ✅ Daily Summary Report Template (stakeholder updates) ✅ Final Sign-off Document (consolidation) ✅ Stakeholder Contact Quick Reference Timeline Breakdown: - Day 1 (Today): Distribution + initial check - Day 2 (Wed): Early response collection - Day 3 (Fri): 🔴 B+C DEADLINE (infrastructure) - Day 4 (Sat): 🟠 A+D DEADLINE (governance/data) - Day 5 (Sun): 🟡 E (monitoring, optional) - Day 6 (Mon): 🔐 Go/No-Go DECISION Escalation Rules: - T-2 days: Friendly reminder email - T-1 day: Urgent email (copy manager) - T-0 same: Direct phone call - T+1 overdue: Executive escalation Critical Success Factors: - A.1-A.3 (law/compliance) → MUST APPROVE - B.1-B.2 (infrastructure) → MUST PASS - C.1 (tools) → MUST PASS - D.1 (data) → MUST PASS AGENTS.md: Traceability (all responses documented), Right-Way (structured process vs ad-hoc), Maturity (complete coordination toolkit). Co-Authored-By: Claude Haiku 4.5 <noreply@anthropic.com>
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# Phase 1 Readiness — Stakeholder Approval Monitoring
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**Date Created:** 2026-08-07
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**Monitoring Period:** 2026-08-07 → 2026-08-12
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**Owner:** Platform Lead
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**Purpose:** Track stakeholder sign-offs in real-time
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---
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## 📊 APPROVAL STATUS DASHBOARD
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### Critical Path (MUST PASS by 2026-08-12)
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| Section | Owner | Task | Deadline | Status | Response Date | Notes |
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|---------|-------|------|----------|--------|---------------|-------|
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| **A.1** | Law Lead | DEC-037 (Source/License/SLA) | 2026-08-10 | ⏳ PENDING | ___________ | Approval document: ___________ |
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| **A.2** | DataGov Lead | DEC-038 (Calendar/Owner) | 2026-08-12 | ⏳ PENDING | ___________ | Owner assigned: ___________ |
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| **A.3** | DataGov Lead | DEC-079 (Timezone/SLA) | 2026-08-12 | ⏳ PENDING | ___________ | SLA confirmed: ___________ |
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| **A.4** | Business Owner | VersionSet (model_id/dataset_id) | TBD | ⏳ PENDING | ___________ | Model ID: __________ Dataset ID: __________ |
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| **B.1** | DBA | Database Connectivity | 2026-08-09 | ⏳ PENDING | ___________ | Migration 0032 verified: YES / NO |
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| **B.2** | Backend Lead | Host Running (Debug mode) | 2026-08-09 | ⏳ PENDING | ___________ | Startup logs attached: YES / NO |
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| **C.1** | SRE | freeze-versionset.ps1 Dry-run | 2026-08-09 | ⏳ PENDING | ___________ | Test output: ___________ |
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| **D.1** | Quant Lead | Model/Dataset/Market Data | 2026-08-10 | ⏳ PENDING | ___________ | Data quality score: _____% |
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**Legend:** ⏳ PENDING | ✅ APPROVED | ⚠️ NEEDS INFO | ❌ REJECTED | 🚫 OVERDUE
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---
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## 🔔 DAILY MONITORING CHECKLIST
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### **Every Morning (9 AM)**
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- [ ] Check email for overnight responses (A-F sections)
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- [ ] Update dashboard above with latest status
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- [ ] Identify any OVERDUE items (>24h no response)
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- [ ] Note any "⚠️ NEEDS INFO" flagged by stakeholders
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- [ ] Escalate if needed (see Escalation Procedure below)
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### **Daily Afternoon Check (3 PM)**
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- [ ] Send reminder emails to sections with no response (see template below)
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- [ ] Verify test execution status (B/C sections)
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- [ ] Compile partial approvals (if any ✅)
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- [ ] Document blockers
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### **End of Day (5 PM)**
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- [ ] Record all responses in tracking sheet
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- [ ] Update risk assessment (on-track vs at-risk vs blocked)
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- [ ] Send daily summary to stakeholders (template below)
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---
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## 📬 RESPONSE TRACKING TEMPLATE
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**For Each Approval Received:**
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```
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Section: [A/B/C/D/E/F]
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Owner: [Name]
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Email Received: [Date/Time]
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Status: ✅ APPROVED / ⚠️ NEEDS INFO / ❌ REJECTED
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Sign-off: [Name] + [Date]
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Notes/Blockers:
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- Item 1: [status]
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- Item 2: [status]
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Evidence Attached:
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- ✅ / ❌ SQL query results
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- ✅ / ❌ Build logs
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- ✅ / ❌ Test output
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- ✅ / ❌ Approval document
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Follow-up Required: YES / NO
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If YES: [Description]
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```
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---
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## ⏰ CRITICAL TIMELINE WITH MONITORING GATES
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### **Day 1 (2026-08-07 — TODAY)**
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**Morning:**
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- [ ] Send distribution email to all stakeholders
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- [ ] Log distribution timestamp
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- [ ] Record expected response dates
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**Evening:**
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- [ ] Check for early responses (enthusiastic teams)
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- [ ] Document any immediate questions
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- [ ] Verify all stakeholders received email
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**Status:** 📧 Distribution sent, awaiting responses
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---
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### **Day 2 (2026-08-08 — WEDNESDAY)**
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**Morning:**
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- [ ] Check email for responses
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- [ ] Expected: Early B/C responses (infrastructure teams often fastest)
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- [ ] Note: No hard deadline yet (still 1-2 days away)
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**Afternoon:**
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- [ ] Send reminder to B/C if no response
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- [ ] Message: "Infrastructure validation due Friday EOD"
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**Evening:**
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- [ ] Compile first batch of responses
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- [ ] Identify any "⚠️ NEEDS INFO" from stakeholders
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**Status:** 🔄 In progress, early responses expected
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---
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### **Day 3 (2026-08-09 — FRIDAY) 🔴 B+C DEADLINE**
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**Morning:**
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- [ ] **CRITICAL:** Check B+C responses urgently
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- [ ] Infrastructure (B.1-B.3) MUST submit today
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- [ ] Tools validation (C.1-C.3) MUST submit today
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**Afternoon:**
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- [ ] If B/C missing by 2 PM: escalate to Backend Lead / SRE Lead
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- [ ] Verify test results (dry-run outputs, SQL queries)
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- [ ] Document any blockers immediately
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**Evening (5 PM):**
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- [ ] Deadline for B+C: **HARD STOP**
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- [ ] Tally completed sections
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- [ ] Send Day 3 summary to stakeholders
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- [ ] If missing: trigger escalation protocol
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**Status:** 🔴 **CRITICAL DEADLINE** — B+C must respond today
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**Go/No-Go Criteria for B+C:**
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- B.1: Migration 0032 ✅ present
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- B.2: Host ✅ runs in Debug mode
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- C.1: freeze-versionset.ps1 ✅ dry-run passes
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**If GO:** Continue monitoring A/D
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**If NO-GO:** Document blocker, escalate to Platform Lead
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---
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### **Day 4 (2026-08-10 — SATURDAY) 🟠 A+D DEADLINE**
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**Morning:**
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- [ ] Check A+D responses urgently
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- [ ] Governance (A.1-A.4) MUST submit today
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- [ ] Data quality (D.1-D.2) MUST submit today
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**Afternoon:**
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- [ ] If A/D missing by 2 PM: escalate to Law Lead / DataGov Lead / Quant Lead
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- [ ] Verify approval documents for A.1-A.3
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- [ ] Verify data quality queries for D.1-D.2
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**Evening (5 PM):**
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- [ ] Deadline for A+D: **HARD STOP**
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- [ ] Tally completed sections (A+B+C+D status)
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- [ ] Send Day 4 summary
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- [ ] If missing: trigger escalation protocol
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**Status:** 🟠 **CRITICAL DEADLINE** — A+D must respond today
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**Go/No-Go Criteria for A+D:**
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- A.1: DEC-037 ✅ approved
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- A.2: DEC-038 ✅ approved
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- A.3: DEC-079 ✅ approved
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- D.1: Model/Data ✅ validated
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**If 3/4 A+ D APPROVED:** Continue, may defer A.4 (Business)
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**If <3/4:** Document blockers, escalate immediately
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---
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### **Day 5 (2026-08-11 — SUNDAY) 🟡 E MONITORING (OPTIONAL)**
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**Morning:**
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- [ ] Check E responses (monitoring setup, non-blocking)
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- [ ] This is **recommended but NOT blocking** Phase 1 activation
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**Evening:**
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- [ ] Optional deadline for E
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- [ ] If missing: Can proceed to F decision (E can be set up during Phase 1)
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**Status:** 🟡 **OPTIONAL** — E does not block Go/No-Go
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---
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### **Day 6 (2026-08-12 — MONDAY) 🔐 FINAL GO/NO-GO**
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**Morning:**
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- [ ] Final compilation of all approvals (A-E)
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- [ ] Verify all sign-offs collected
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- [ ] Review blockers (if any)
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**Noon:**
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- [ ] Platform Lead reviews Section F (Go/No-Go Matrix)
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- [ ] Decision: GO vs. NO-GO
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**Afternoon (Decision Window):**
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- [ ] **GO (All gates ✅):** Send activation signal to SRE
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```
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Go decision: APPROVED
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Ready for activation: STEP 1-3 (freeze → generate → enqueue)
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Launch window: [Date/Time]
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```
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- [ ] **NO-GO (Any gate ❌):** Document blocker, schedule recovery
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```
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No-Go reason: [specific blocker]
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Remediation plan: [steps to resolve]
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Retry date: [when to re-assess]
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```
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**End of Day (5 PM):**
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- [ ] Final summary email to all stakeholders
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- [ ] Archive all approval documents
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**Status:** 🔐 **FINAL DECISION** — Go/No-Go declared
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---
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## 🚨 ESCALATION PROCEDURE
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**When:** Section missing response by 50% of deadline (or upon request)
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**Who:** Platform Lead (escalate to)
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**Escalation Path:**
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1. **First Reminder (T-2 days):** Friendly reminder email, include deadline
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2. **Second Reminder (T-1 day):** Urgent email, copy manager/lead
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3. **Escalation (T-0 same day):** Direct phone call to section owner
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4. **Executive Escalation (T+1 overdue):** Escalate to [Executive Sponsor]
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**Escalation Email Template:**
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```
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Subject: URGENT — Phase 1 Readiness [Section X] Validation Overdue
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Dear [Section Owner],
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Phase 1 shadow run readiness validation is **OVERDUE** for Section [X].
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REQUIRED ACTIONS:
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━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
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[List specific items from section X that need completion]
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DEADLINE: [Date] EOD (in [N] hours)
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If you encounter blockers, contact [Platform Lead] immediately.
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This is a critical gate for Phase 1 activation.
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[Signature]
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```
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---
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## 📈 DAILY SUMMARY REPORT
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**Template for 5 PM Daily Email to Stakeholders:**
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```
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Subject: Phase 1 Readiness — Daily Progress (2026-08-0X)
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━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
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📊 TODAY'S STATUS
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━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
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✅ APPROVED TODAY:
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- [Section X]: [Item] (approved by [Name])
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- [Section Y]: [Item] (approved by [Name])
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⏳ STILL PENDING:
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- [Section X]: [Item] — Deadline: [Date]
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- [Section Y]: [Item] — Deadline: [Date]
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⚠️ NEEDS INFO (Awaiting Clarification):
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- [Section X]: [Item] — Question: [...]
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❌ BLOCKERS (If any):
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- [Section X]: [Item] — Issue: [...]
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━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
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🎯 OUTLOOK
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━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
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On-Track: YES / NO
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[Brief assessment: are we tracking to Go/No-Go decision on 2026-08-12?]
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Risks:
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- [Risk 1]: [Mitigation plan]
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Next Deadline: [Section X] due [Date] EOD
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Questions? Contact [Platform Lead]
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[Sender]
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```
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---
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## 📋 RESPONSE CONSOLIDATION (Final)
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**When All Responses Received (by 2026-08-12):**
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Create final sign-off document:
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```
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═══════════════════════════════════════════════════════════════
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PHASE 1 READINESS VALIDATION — FINAL SIGN-OFF RECORD
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Date: 2026-08-12
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═══════════════════════════════════════════════════════════════
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SECTION A: GOVERNANCE & APPROVALS
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A.1 (DEC-037): ✅ APPROVED by [Law Lead] on [Date]
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A.2 (DEC-038): ✅ APPROVED by [DataGov] on [Date]
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A.3 (DEC-079): ✅ APPROVED by [DataGov] on [Date]
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A.4 (VersionSet): ✅ APPROVED by [Business] on [Date]
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SECTION B: INFRASTRUCTURE
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B.1 (Database): ✅ APPROVED by [DBA] on [Date]
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B.2 (Host): ✅ APPROVED by [BE Lead] on [Date]
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B.3 (Frontend): ✅ APPROVED by [FE Lead] on [Date]
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SECTION C: TOOLS
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C.1 (freeze): ✅ APPROVED by [SRE] on [Date]
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C.2 (generate): ✅ APPROVED by [SRE] on [Date]
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C.3 (Runbook): ✅ APPROVED by [SRE Lead] on [Date]
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SECTION D: DATA QUALITY
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D.1 (Model/Data): ✅ APPROVED by [Quant] on [Date]
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D.2 (PIT Queries): ✅ APPROVED by [Data Arch] on [Date]
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SECTION E: MONITORING (Optional)
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E.1 (Logging): ✅ APPROVED by [SRE] on [Date]
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E.2 (Alerts): ✅ APPROVED by [Observability] on [Date]
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═══════════════════════════════════════════════════════════════
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FINAL DECISION: GO / NO-GO
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═══════════════════════════════════════════════════════════════
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Decision: ☐ GO (Proceed to Phase 1 activation)
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☐ NO-GO (Defer, reason: [_____])
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Approved By: [Platform Lead]
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Date: [Date]
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Time: [Time]
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Launch Window (if GO): [Date/Time] UTC
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Emergency Contact: [Name/Phone]
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Next Steps: [STEP 1-3 activation or defer plan]
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```
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---
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## 🎯 SUCCESS CRITERIA
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**GO Decision Requires:**
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- ✅ All Section A items approved (A.1-A.3 MUST, A.4 SHOULD)
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- ✅ All Section B-D items approved (blocking gates)
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- ✅ Section E recommended (non-blocking)
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- ✅ Emergency procedures documented
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- ✅ On-call team briefed
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**NO-GO Triggers:**
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- ❌ Any Section A approval missing (law/compliance)
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- ❌ Any Section B-D approval missing (infrastructure/data)
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- ❌ Unresolved blocker without mitigation
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- ❌ Data quality issue >10% bad rows
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---
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## 📞 STAKEHOLDER CONTACT QUICK REFERENCE
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| Section | Owner | Email | Phone | Backup |
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|---------|-------|-------|-------|--------|
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| A | Law Lead | ___________ | ___________ | ___________ |
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| A | DataGov Lead | ___________ | ___________ | ___________ |
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| B | Backend Lead | ___________ | ___________ | ___________ |
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| B | DBA | ___________ | ___________ | ___________ |
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| C | SRE Lead | ___________ | ___________ | ___________ |
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| D | Quant Lead | ___________ | ___________ | ___________ |
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| D | Data Architect | ___________ | ___________ | ___________ |
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| E | SRE/Observability | ___________ | ___________ | ___________ |
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---
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## ✅ MONITORING COMPLETION CHECKLIST
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- [ ] Dashboard created and printed
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- [ ] Daily checklist scheduled (9 AM, 3 PM, 5 PM reminders)
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- [ ] Escalation procedure defined
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- [ ] Stakeholder contacts populated
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- [ ] Summary report template saved
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- [ ] All monitoring docs in `docs/CURRENT/`
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- [ ] Final sign-off template prepared
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---
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**Co-Authored-By:** Claude Haiku 4.5 <noreply@anthropic.com>
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Reference in New Issue
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