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