KArtSell.Aegis/docs/CURRENT/PHASE-1_APPROVAL_MONITORING.md

# 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 <noreply@anthropic.com>