—— 02 Subsystem: Time Tracking & Proof/02 Procedure: Daily Evidence Export.md ——§

DraftSOP · Procedure · TT-SOP-2 – Daily Evidence Export · 2025-05-14-r1§

Big-Picture Overview§

Block	Content
Purpose & Scope	Export and attach auditable proof of the day’s work so DH-SOP-1 (Daily Hygiene) can flow without delays. Artifacts: • Clockify “Today” CSV • Insightful productivity-% screenshot • Eisenhower Q-grid PNG • Link to DailyReport row (with Exception? flag).
Map / Flow	`17 : 00` stop timers → export CSV → store in Drive (`Daily CSVs/YYYY-MM/…`) → paste link in DailyReport (new row) & set Exception? Y/N + note → grab Insightful % PNG → grab Eisenhower PNG → attach all 3 files to Daily Hygiene card → move card to Waiting for Approval → send Daily Digest in /manager thread.
Roles / RACI	Freelancer Operator R · Ops Manager A · Systems-Ops Lead C · GPT Assistant I
KPIs	100 % minutes exported same day · Digest ≤ 3 min to read
Tools	Clockify · Insightful · Google Sheet (DailyReport) · Trello · Telegram
Risks (ISO 31000)	Missed export ⇒ unpaid time · Wrong CSV range · Screenshot blur
Open Question	Automate Insightful % screenshot?
Next Action	Pilot for one day; verify operator export time & Digest clarity.

Detailed SOP — Daily Evidence Export (≤ 7 bullets)§

#	Step & Owner	Key Points / Controls
1. Stop Timers 17 : 00 Operator	Ensure no running Clockify timers.
2. Export & Store CSV	• In Clockify → Export › Today CSV. • Move file to `Drive:/Daily CSVs/YYYY-MM/`.
3. Log in DailyReport	• Open DailyReport Sheet → new bottom row. • Paste CSV Drive-link. • *Set Exception?* column → Y/N** and add a short note if Y.
4. Capture Screenshots	• Insightful dashboard → take productivity-% PNG. • Trello Eisenhower frame → take Q-grid PNG.
5. Attach & Stage Card	• Attach CSV, both PNGs to Daily Hygiene card. • Move card to Waiting for Approval.
6. Send Daily Digest	Post in `/manager` thread (template ↓).
7. Follow-up	Ping manager until ✅/❌. No next-day work without ✅.

Daily Digest template (copy-paste, edit placeholders; ≤ 3 min read)

🗓 2025-05-14 Daily Digest  
CSV: <Drive-link> · Insightful %: 87 · Exception? N  
Eisenhower PNG: <link>  
Status: ✅ All Q1 closed – starting Ops card #42 tomorrow

SLA — All artifacts submitted & Digest sent by 17 : 15.

WGLL (“What Great Looks Like” snapshot)§

Criterion	❌ Miss	✅ Meets	⭐ Exceeds
CSV timing	After 17 : 15	By 17 : 15	By 17 : 05
Screenshots	Missing / blurry	Both clear PNGs	PNGs + annotated highlights
Digest	Walls of text	Uses template	+ one-line tomorrow plan

(Full exemplars → Drive › 01-SYSTEMS › WGLL_Gallery)

ArchitectureSnapshot JSON — schema-valid§

{
  "version_id": "2025-05-14-r1",
  "system_level": "Procedure",
  "lifecycle_state": "DraftSOP",
  "target_name": "TT-SOP-2 – Daily Evidence Export",
  "parent_name": "Time Tracking & Proof",
  "last_updated": "2025-05-14T21:50:00Z",
  "overview": {
    "purpose": "Export daily time-log evidence and attach it to the Daily Hygiene workflow.",
    "flow": [
      "17:00 stop all running Clockify timers",
      "Export 'Today' CSV and store in Drive (Daily CSVs/YYYY-MM/)",
      "Paste CSV link into DailyReport Sheet, set Exception? Y/N and note",
      "Screenshot Insightful productivity % and save PNG",
      "Screenshot Trello Eisenhower grid and save PNG",
      "Attach all artefacts to Daily Hygiene card, move to Waiting for Approval",
      "Send Daily Digest in /manager Telegram and follow up until approved"
    ],
    "roles": ["Freelancer Operator", "Ops Manager", "Systems-Ops Lead", "GPT Assistant"],
    "raci": {
      "Responsible": ["Freelancer Operator"],
      "Accountable": ["Ops Manager"],
      "Consulted": ["Systems-Ops Lead"],
      "Informed": ["GPT Assistant"]
    },
    "kpis": [
      "100% minutes exported same day",
      "Digest readability ≤3 minutes"
    ],
    "tools": [
      "Clockify",
      "Insightful",
      "Google Sheets (DailyReport)",
      "Trello",
      "Telegram"
    ],
    "risks": [
      "Export missed ⇒ unpaid work",
      "CSV covers wrong date range",
      "Screenshots unreadable"
    ],
    "controls": [
      "CSV naming convention Daily CSVs/YYYY-MM/",
      "Exception? column forces daily self-audit",
      "Digest template ensures uniform manager UX",
      "Manager weekly Exceptions tab review"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-02_Daily_Evidence_Export_v0.2.gdoc"
  },
  "procedure_core": {
    "procedure_id": "TT-SOP-2",
    "name": "Daily Evidence Export",
    "purpose": "Produce and attach all proof artifacts required for Daily Hygiene approval.",
    "trigger": "Every workday at 17:00 local.",
    "inputs": [
      "Clockify timer entries",
      "Insightful dashboard",
      "Personal Trello board Eisenhower frame",
      "DailyReport Google Sheet"
    ],
    "responsible_role": "Freelancer Operator",
    "steps": [
      "Stop all running Clockify timers at 17:00",
      "Export 'Today' CSV and move to Drive folder Daily CSVs/YYYY-MM/",
      "Paste CSV link into new DailyReport row; set Exception? Y/N and note",
      "Capture Insightful productivity % PNG",
      "Capture Trello Eisenhower grid PNG",
      "Attach CSV + PNGs to Daily Hygiene card and move it to Waiting for Approval",
      "Post Daily Digest message in /manager thread (use template) and follow up until ✅/❌"
    ],
    "outputs": [
      "Drive-stored CSV file",
      "Insightful PNG",
      "Eisenhower PNG",
      "DailyReport row with link & Exception flag",
      "Daily Digest Telegram message"
    ],
    "sla": "All artefacts submitted and Digest sent by 17:15 local.",
    "controls": [
      "Exception column forces operator to declare anomalies",
      "Manager weekly spot-checks Exceptions tab"
    ],
    "tools": [
      "Clockify",
      "Insightful",
      "Google Sheets",
      "Trello",
      "Telegram"
    ],
    "kpis": [
      "100% minutes exported same day",
      "Digest readability ≤3 minutes"
    ],
    "risks": [
      "Unpaid work due to missed export",
      "Incorrect CSV range",
      "Unreadable screenshots"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-02_Daily_Evidence_Export_v0.2.gdoc"
  },
  "insights": [
    {
      "note": "Added Exception? column workflow and standardized Daily Digest template for uniform manager review.",
      "date": "2025-05-14"
    }
  ],
  "children": []
}

— End of TT-SOP-2 r1

—— 03 Subsystem: Daily Close-out & Hygiene/00 Subsystem: Daily Close And Hygiene.md ——§

DraftSOP · Subsystem · 2025-05-14-r3§

Target System — Daily Close-out & Hygiene Report (supersedes r2; deltas noted in the changelog at the end)

Big-Picture Overview§

Block	Content
Purpose & Scope	Provide managers with daily, human-readable proof of work and the operator’s well-being. Outputs: 1. Hygiene Evidence Packet – Clockify CSV, Insightful %, Eisenhower PNG, DailyReport link. 2. Daily Digest – GPT-prompted message that stitches the evidence plus “What went well / Challenges / Tomorrow plan / Mood-score (1-5)”. (A separate Channel-Ops SOP covers domain-specific reports such as the Reddit Ops Daily Report; operators simply reference that SOP here.)
Map / Flow	`16 : 45` stop timers → run TT-SOP-2 Daily Evidence Export → `16 : 55` generate Digest GPT prompt → paste evidence links + W↑C↓T→M → send in /manager Telegram → move Hygiene card ➜ Waiting for Approval → follow up until ✅/❌. `${DIAGRAM: Daily Close-out swim-lane – evidence export → digest compose → manager approve}`
Roles	Freelancer Operator · Ops Manager · Systems-Ops Lead · GPT Assistant
RACI Snapshot	R Operator · A Manager · C Sys-Ops Lead · I GPT
KPIs	Hygiene evidence posted by 17 : 00 (100 %) · Manager reaction within 24 h (100 %) · Digest ≤ 3 min read · Mood-score reported daily
Tools	Trello Hygiene list · Google Sheet DailyReport (+ Exceptions tab) · Clockify · Insightful · Telegram · GPT Digest Prompt
Risks (ISO 31000)	Evidence or Digest missing → unpaid work / blind spots · Links break · Operator fails to flag challenges · Manager approval delay
Open Questions	Automate Insightful % screenshot? · Telegram bot reminder if Digest late?
Next Action	Draft two child SOPs (see table) & pilot for 3 days.

Detailed SOPs (owned by this subsystem)§

ID	Procedure	Purpose / Notes
DC-SOP-1	Daily Evidence Export (TT-SOP-2 upstream)	Already drafted – collects CSV, screenshots, Sheet link.
DC-SOP-2	Compose & Send Daily Digest	NEW – adds W↑C↓T→M template, GPT prompt & follow-up loop.

(Domain-specific reports, e.g. “Reddit Ops Daily Report”, live in their own Channel-Ops subsystem; operators run them before DC-SOP-2 and hyperlink the output inside the Digest.)

Appendix – Full Specs§

omitted — ShowAppendix=false

ArchitectureSnapshot JSON§

{
  "version_id": "2025-05-14-r3",
  "system_level": "Subsystem",
  "lifecycle_state": "DraftSOP",
  "target_name": "Daily Close-out & Hygiene Report",
  "parent_name": "Personal Management OS for Freelancers",
  "last_updated": "2025-05-14T22:10:00Z",

  "overview": {
    "purpose": "Package daily time-proof and operator reflections into a single digest managers can approve within 24 h.",
    "flow": [
      "16:45 stop all running Clockify timers",
      "Run TT-SOP-2 Daily Evidence Export (CSV, % screenshot, Eisenhower PNG, DailyReport link, Exception Y/N)",
      "16:55 open GPT Digest prompt, paste evidence links",
      "Add sections: What went well, Challenges, Tomorrow plan, Mood 1-5",
      "Send Digest + Hygiene card link in /manager Telegram",
      "Move Hygiene card to Waiting for Approval",
      "Operator follows up until manager reacts ✅/❌ (no next-day work without approval)"
    ],
    "roles": [
      "Freelancer Operator",
      "Ops Manager",
      "Systems-Ops Lead",
      "GPT Assistant"
    ],
    "kpis": [
      "Hygiene evidence posted by 17:00 (100%)",
      "Manager reaction within 24h (100%)",
      "Digest readability ≤3 minutes",
      "Daily mood-score reported"
    ],
    "tools": [
      "Trello Hygiene list",
      "Google Sheet DailyReport + Exceptions tab",
      "Clockify",
      "Insightful",
      "Telegram",
      "GPT Digest prompt"
    ],
    "risks": [
      "Evidence or Digest missing",
      "Broken links in Digest",
      "Challenges not surfaced",
      "Approval delay ≥24h"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-03_Daily_Close-out_v0.3.gdoc"
  },

  "children": [
    { "system_level": "Procedure", "target_name": "DC-SOP-1 – Daily Evidence Export", "version_id": "TT-SOP-2-r2" },
    { "system_level": "Procedure", "target_name": "DC-SOP-2 – Compose & Send Daily Digest", "version_id": "DC-SOP-2-TBD" }
  ]
}

Changelog (r2 → r3)§

Area	Change	Reason
Purpose / Flow	Added “What went well / Challenges / Tomorrow plan / Mood-score” to Digest; clarified Reddit Ops report runs elsewhere.	Capture emotional state & external report dependency.
Tools / KPIs	Added Exceptions tab, GPT Digest prompt, mood KPI.	Align with brainstorm details.
Child SOPs	Split out DC-SOP-2 for Digest composition; kept Evidence Export reference.	Clear separation of tasks.
Risks	Added “Challenges not surfaced”.	Reflect new emotional check.

✅ Subsystem now matches every brainstorm point.

                  ┌──────────────────────────────┐
                  │      Time-Tracking & Proof    │
                  │  (Clockify ▸ Insightful ▸     │
                  │   DailyReport Sheet rows)     │
                  └──────────────┬───────────────┘
                                 │ 17:00 data
                                 ▼
┌────────────────────────────────────────────────────────────────────────┐
│        DAILY CLOSE-OUT & HYGIENE REPORT  (Subsystem r3)              │
│                                                                      │
│   ┌──────────────────────────────┐        ┌───────────────────────┐  │
│   │ DC-SOP-1  Daily Evidence     │        │ DC-SOP-2  Compose &   │  │
│   │ Export                       │        │ Send Daily Digest     │  │
│   │ ─ Export Clockify “Today”    │  CSV   │ ─ Fill W↑ C↓ T→ M     │  │
│   │ ─ Screenshot Insightful %    │  PNG   │   template            │  │
│   │ ─ Screenshot Eisenhower grid │  PNG   │ ─ Attach evidence     │  │
│   │ ─ Paste links into Sheet     │  link  │ ─ Move Hygiene card   │  │
│   │ ─ Attach 3 artefacts to card │◀───────┤   → Waiting-Approval  │  │
│   └───────────┬──────────────────┘        │ ─ /manager Telegram    │  │
│               │ artefacts                 │   ✔/❌ follow-up       │  │
│               ▼                           └──────┬────────────────┘  │
│       ┌─────────────────────┐                  feedback              │
│       │  Hygiene Trello     │<───────────────────────────────────────┘
│       │  card (Waiting)     │        (Manager taps ✔/❌ ≤24 h)         
│       └─────────────────────┘                                              
└────────────────────────────────────────────────────────────────────────┘
                                 │
                                 │   If ❌ → Operator fixes & resends
                                 ▼
                        ┌─────────────────────────────┐
                        │   Weekly / Monthly Rituals  │
                        │   & Invoicing Subsystem     │
                        │   (uses approved Daily rows │
                        │    for metrics & invoices)  │
                        └─────────────────────────────┘

Legend:
W↑  what-went-well C↓  challenges T→  plan for tomorrow M  mood / wellbeing

How this subsystem ties into the rest of the Personal Management OS§

Up-stream input	Down-stream consumer	What flows & why
Time-Tracking & Proof – DC-SOP-1 pulls the day’s CSV, Insightful % and Eisenhower PNG.	Daily Close-out (here)	Raw evidence → attachments & Sheet links.
Work Intake & Prioritisation – the Eisenhower grid screenshot is generated from the Personal board.	Meeting next-day planning (operator & manager)	Gives instant view of Q1/Q2/Q3 after triage.
Daily Close-out & Hygiene (this subsystem)	Weekly / Monthly Rituals & Invoicing	Approved Sheet rows feed WeekMetrics formulas and operator-crafted invoice PDFs.
Gap-Fix & Continuous Improvement	Reads the “challenges / blockers” section in each Digest.	Persistent pain-points become Kaizen cards in Q2 backlog.

This ASCII swim-lane shows the full path from raw time evidence → Daily Digest → manager approval → data warehouse for metrics & invoices, plus the feedback loops into tomorrow’s work and continuous improvement.

—— 03 Subsystem: Daily Close-out & Hygiene/02 Procedure: Compose and send daily digest.md ——§

DraftSOP · Procedure · DC-SOP-2 — Compose & Send Daily Digest · 2025-05-15-r1§

First formal draft. Builds on subsystem r3, folds in the brainstormed template, GPT prompt, follow-up rule and risk controls.

Big-Picture Overview§

Block	Content
Purpose & Scope	Convert the raw time-evidence gathered in DC-SOP-1 into a three-minute, manager-ready Telegram message that also surfaces the operator’s daily reflections and mood. Outputs: 1️⃣ Digest message (Markdown) in /manager chat. 2️⃣ Daily Hygiene Trello card moved to Waiting for Approval with all artefacts attached.
Trigger / Owner	Operator immediately after finishing Daily Evidence Export (≈ 16 : 55 local, every work-day).
Up-stream Inputs	• Clockify “Today” CSV link • Insightful productivity-% screenshot (30 -sec shots, idle guard 1 / 5 min) • Eisenhower Q1/Q2/Q3 PNG • DailyReport Sheet row link & Exceptions Y/N flag • (Optional) Channel-Ops report link or card
Tools	Trello Daily Hygiene card · Google Sheet DailyReport · Clockify · Insightful · Telegram /manager chat · GPT prompt `/daily-digest`
KPIs	Hygiene evidence posted by 17 : 00 (100 %) · Manager reaction ≤ 24 h (100 %) · Digest readable in ≤ 3 min · Mood-score reported daily
Risks (ISO 31000)	Evidence / Digest missing → unpaid time · Broken links · Challenges not surfaced · Approval delay blocks next-day work
Controls	• GPT `/tip daily-digest` checklist before send • If Mood ≤ 2 or Insightful % < 60 → add `🔴Low-Productivity` tag • Telegram late-Digest bot reminder (open question)

Digest Template & GPT Prompt (`/daily-digest`)§

🗓️ {{date}} — Daily Digest ({{operator}})

⏱ Clockify CSV: {{csv-link}}
📊 Insightful %: {{productive-percent}}
📈 Eisenhower: {{eisenhower-link}}
📑 DailyReport: {{sheet-link}}  (Exceptions: {{Y/N}})
📣 Channel reports: {{channel-status}}

W↑ What went well
• …

C↓ Challenges / blockers
• …

T→ Plan for tomorrow
• …

M Mood-score 1–5: {{mood}}

(Operators may ask the Coach in creative mode: “👉 Fill today’s digest with a friendly tone, keep under 120 words.”)

Detailed SOP — Digest Loop (7 steps)§

#	Action & Owner	Key points / Controls
1	Open GPT prompt `/daily-digest` (or Markdown snippet).	Prompt auto-inserts date & operator name.
2	Paste evidence links (CSV, % PNG, Eisenhower, Sheet).	Verify links work in incognito tab.
3	Complete reflection fields W↑ / C↓ / T→ / M.	If Exceptions Y explain briefly in C↓.
4	Run `/tip daily-digest` & fix any ❌ items.	Ensures length ≤ 120 words & no PII.
5	Send digest in /manager Telegram.	Copy Markdown directly for clean formatting.
6	Attach artefacts to Daily Hygiene card → move card to Waiting for Approval.	Tag card `🔴Low-Productivity` if Mood ≤ 2 or Insightful % < 60 %.
7	Follow-up loop – ping manager after 12 h if no reaction; no new work next day until ✅/❌.	Record ping as reply to original Telegram thread.

SLA — Digest sent & card moved by 17 : 00; manager must react within 24 h.

WGLL (What Great Looks Like)§

❌ Miss	✅ Meets (baseline)	⭐ Exceeds
Digest late or unreadable (> 180 words)	Digest ≤ 120 words, clear bullets, all links valid	Adds short “One insight” line & a 20-word thank-you to team; no follow-up needed
Mood missing	Mood 1–5 provided	Includes one concrete self-care plan if Mood ≤ 3
Challenges unflagged	Challenges listed, blockers labelled 🔴 where relevant	Challenge auto-converted to Trello Blocker card with link in Digest

ArchitectureSnapshot (JSON) – r1§

{
  "version_id": "2025-05-15-r1",
  "system_level": "Procedure",
  "lifecycle_state": "DraftSOP",
  "target_name": "DC-SOP-2 – Compose & Send Daily Digest",
  "parent_name": "Daily Close-out & Hygiene Report",
  "last_updated": "2025-05-15T01:05:00Z",

  "overview": {
    "purpose": "Transform daily evidence and reflections into a concise Telegram Digest, attach artefacts, and secure manager approval.",
    "flow": [
      "16:55 open /daily-digest GPT template",
      "Paste Clockify CSV, Insightful %, Eisenhower PNG, DailyReport link, Channel report",
      "Fill W↑ C↓ T→ M fields; run /tip checklist",
      "Send Digest in /manager chat",
      "Attach artefacts to Daily Hygiene card and move to Waiting for Approval",
      "Follow up until manager reacts ✅/❌; no next-day work without approval"
    ],
    "roles": ["Freelancer Operator","Ops Manager","Systems-Ops Lead","GPT Assistant"],
    "kpis": [
      "Digest sent by 17:00",
      "Manager reaction within 24h",
      "Digest ≤3-min read",
      "Mood-score captured daily"
    ],
    "tools": [
      "Trello Daily Hygiene card",
      "Google Sheet DailyReport",
      "Clockify",
      "Insightful",
      "Telegram",
      "GPT /daily-digest prompt"
    ],
    "risks": [
      "Missing digest or artefacts",
      "Broken links",
      "Challenges hidden",
      "Approval delay"
    ],
    "controls": [
      "GPT /tip checklist before send",
      "Low-Productivity flag if Mood≤2 or Insightful<60%",
      "Telegram late-Digest reminder (TBD)"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-03_Daily_Digest_v0.1.md"
  },

  "procedure_core": {
    "procedure_id": "DC-SOP-2",
    "name": "Compose & Send Daily Digest",
    "purpose": "Daily wrap-up message plus artefact attachment and approval loop.",
    "trigger": "After completing Daily Evidence Export, every work-day ~16:55.",
    "inputs": [
      "Clockify Today CSV link",
      "Insightful % screenshot",
      "Eisenhower grid PNG",
      "DailyReport Sheet row link",
      "Exceptions flag",
      "GPT daily-digest prompt"
    ],
    "responsible_role": "Freelancer Operator",
    "steps": [
      "Open GPT /daily-digest template",
      "Insert evidence links & data",
      "Fill reflection fields W↑ C↓ T→ M",
      "Run /tip daily-digest checklist and correct issues",
      "Send digest in /manager Telegram",
      "Attach artefacts to Daily Hygiene card and move to Waiting for Approval",
      "Ping manager if no reaction after 12h; halt new work until approved"
    ],
    "outputs": [
      "Digest message in /manager chat",
      "Daily Hygiene card with artefacts",
      "Manager ✅/❌ reaction"
    ],
    "sla": "Digest sent by 17:00; manager approval within 24h.",
    "controls": [
      "Checklist enforcement",
      "Low-Productivity tag",
      "Telegram reminder (future)"
    ],
    "tools": [
      "GPT chat",
      "Telegram",
      "Trello",
      "Clockify",
      "Insightful",
      "Google Sheets"
    ],
    "kpis": [
      "Digest on-time rate",
      "Approval SLA hit rate"
    ],
    "risks": [
      "Unpaid day due to missing digest",
      "Manager blind spots",
      "Evidence link rot"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-03_Daily_Digest_v0.1.md"
  },

  "insights": [
    { "note": "Added mood-score & Low-Productivity auto-flag to surface wellbeing.", "date": "2025-05-15" }
  ],

  "children": []
}

— End of DC-SOP-2 v0.1

—— 04 Subsystem: Rituals & Invoicing/00 Subsystem: Rituals And Invoicing.md ——§

DraftSOP · Subsystem · 2025-05-14-r3§

Target System — Weekly / Monthly Rituals & Invoicing**

(supersedes r2; purpose expanded to include operator wellbeing & continuous-improvement)

Big-Picture Overview§

Block	Content
Purpose & Scope	1) Package proof-of-work → invoice → payout on a predictable cadence and 2) sustain the well-being & growth of every freelancer through a lightweight Friday Mini-Retro & Kaizen loop. Result: managers approve in minutes; operators get paid on time and have a clear channel to voice challenges and suggest process tweaks.
Map / Flow	Fri 16 : 45 export WeekMetrics CSV → GPT `/weekly-metrics` → attach PDF to Trello Weekly Metrics card ⮕ Telegram /manager. Fri 17 : 00 Mini-Retro note (Keep / Stop / Start) + promote one Kaizen card. Fri 17 : 05 `/invoice-draft` prompt fills Invoice-Template → save PDF → new Invoice card ⮕ Telegram ping. Mon EOD manager reacts ✅/❌. Tue bulk PayPal payout; paste TxID in card + PDF footer.
Roles	Freelancer Operator · Ops Manager · Finance Admin · Systems-Ops Lead · GPT Assistant
RACI Snapshot	R Operator · A Manager · C Systems-Ops & Finance · I GPT
KPIs	WeekMetrics PDF sent 100 % Fri 16:45 · Invoice PDF sent 100 % Fri 17:05 · Manager approval ≤ Mon EOD · PayPal payout ≤ Tue EOD (bi-weekly) · Invoice error rate < 1 % · ≥ 1 Kaizen promoted weekly
Tools	Clockify CSV · Insightful PNG · WeekMetrics Sheet · GPT prompts (`/weekly-metrics`, `/invoice-draft`, `/retro`) · Google Docs Invoice-Template · Trello cards (Weekly Metrics, Mini-Retro, Invoice) · Telegram
Risks (ISO 31000)	Missed export → unpaid work · Wrong date range / project tag · Manager forgets approval → payout delay · TxID not logged → audit gap · Kaizen ideas lost → stagnation · Operator burnout signal missed
Open Questions	Add Monday 09 : 00 bot reminder if invoice still un-approved?
Next Action	Draft RI-SOP-1…4; pilot one full cycle and survey operator stress & manager workload.

Detailed SOPs (to be authored)§

ID	Procedure	Status / Notes
RI-SOP-1	Weekly Metrics Snapshot (CSV → PDF)	stub
RI-SOP-2	Mini-Retro & Kaizen Promotion (well-being)	stub
RI-SOP-3	Invoice Generation & Manager Approval	stub
RI-SOP-4	Bi-Weekly Payout & TxID Trail	stub

(Apps Script removed; GPT prompts replace scripting.)

ArchitectureSnapshot JSON§

{
  "version_id": "2025-05-14-r3",
  "system_level": "Subsystem",
  "lifecycle_state": "DraftSOP",
  "target_name": "Weekly / Monthly Rituals & Invoicing",
  "parent_name": "Personal Management OS for Freelancers",
  "last_updated": "2025-05-14T22:15:00Z",

  "overview": {
    "purpose": "Bundle weekly proof-of-work, operator wellbeing check-ins and bi-weekly payouts into one streamlined loop.",
    "flow": [
      "Friday 16:45 export WeekMetrics CSV; GPT /weekly-metrics → PDF → Trello Weekly Metrics card → Telegram /manager",
      "Friday 17:00 Mini-Retro (Keep/Stop/Start) & promote one Kaizen card",
      "Friday 17:05 GPT /invoice-draft fills template → PDF → Invoice card → Telegram ping",
      "Monday EOD manager approves (✅) or rejects (❌)",
      "Tuesday bi-weekly PayPal bulk payout; TxID pasted in card + PDF"
    ],
    "roles": [
      "Freelancer Operator",
      "Ops Manager",
      "Finance Admin",
      "Systems-Ops Lead",
      "GPT Assistant"
    ],
    "kpis": [
      "WeekMetrics PDF sent on time 100%",
      "Invoice PDF sent on time 100%",
      "Manager approval by Monday EOD 100%",
      "Payout executed by Tuesday EOD 100%",
      "Invoice error rate <1%",
      "≥1 Kaizen promoted weekly"
    ],
    "tools": [
      "Clockify CSV export",
      "Insightful PNG",
      "WeekMetrics Google Sheet",
      "GPT prompt set",
      "Google Docs Invoice Template",
      "Trello",
      "Telegram"
    ],
    "risks": [
      "Missed exports cause unpaid work",
      "Incorrect CSV range or tags",
      "Approval delay blocks payout",
      "TxID not logged for audit",
      "Kaizen loop ignored",
      "Burnout signals missed"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-04_Rituals-Invoicing_v1.1.1.gdoc"
  },

  "children": [
    { "system_level": "Procedure", "target_name": "Weekly Metrics Snapshot",    "version_id": "RI-SOP-1-TBD" },
    { "system_level": "Procedure", "target_name": "Mini-Retro & Kaizen Promotion", "version_id": "RI-SOP-2-TBD" },
    { "system_level": "Procedure", "target_name": "Invoice Generation & Approval", "version_id": "RI-SOP-3-TBD" },
    { "system_level": "Procedure", "target_name": "Bi-Weekly Payout & TxID Trail", "version_id": "RI-SOP-4-TBD" }
  ]
}

— End of Subsystem r3

Below is a simple ASCII timeline that shows how the “Weekly / Monthly Rituals & Invoicing” subsystem stitches together its four procedures and touches the other subsystems.

(Feel free to paste it into Miro/Docs and tweak alignment or colours.)

┌───────────────────────────────  Time-Tracking & Proof  ────────────────────────────────┐
│  Clockify CSV ▸ Insightful PNG ▸ WeekMetrics Sheet  (live all week)                    │
└─────────────────────────────────────────────────────────────────────────────────────────┘
          │
          │  (Fri 16:45)  ┌──────────────────────────────────────────────────┐
          └──────────────►│  RI-SOP-1  Weekly Metrics Snapshot               │
                          │ • /weekly-metrics  ⇒ PDF                         │
                          │ • Trello “Weekly Metrics” card  ➜ Telegram ping  │
                          └──────────────────────────────────────────────────┘
                                      │
                                      │  (input for Mini-Retro reflection)
                                      ▼
                           ┌──────────────────────────────────────────┐
                           │  RI-SOP-2  Mini-Retro & Kaizen Promotion │
                           │ • K/S/S note in Miro                     │
                           │ • Promote 1 Kaizen → Q2 To Do (🔵)       │
                           └──────────────────────────────────────────┘
                                      │
               (Fri 17:05)            │
        ┌─────────────────────────────┴──────────────────────────┐
        │  RI-SOP-3  Invoice Generation & Manager Approval       │
        │ • /invoice-draft  ⇒ PDF                                │
        │ • Trello Invoice card  ➜ Telegram ping                 │
        └────────────────────────────────────────────────────────┘
                                      │
               (Mon EOD ✅/❌)         │
                                      ▼
                      ┌─────────────────────────────────────────┐
                      │   RI-SOP-4  Bi-Weekly Payout & TxID     │
                      │   • Bulk pay  (PayPal / Wise / Crypto)  │
                      │   • Paste TxID in card + PDF            │
                      │   • Ledger row  + operator confirms     │
                      └─────────────────────────────────────────┘
                                      │
                                      │      (Tue EOD SLA met)
                                      ▼
┌───────────────────────────────  Finance / Admin ledger  ───────────────────────────────┐
│ Immutable entry: date · operator · amount · currency · TxID · processor · FX rate      │
└─────────────────────────────────────────────────────────────────────────────────────────┘

Legend§

RI-SOP-1 … RI-SOP-4 = the four procedures defined inside the subsystem
Solid arrows ► = primary hand-off of artefacts / actions
Grey boxes = neighbouring subsystems that feed data in (top) or receive data out (bottom)

Key integrations you can see at a glance:

Inbound from Time-Tracking & Proof → raw Clockify / Insightful data that fuels WeekMetrics.
Outbound to Finance / Admin → final TxID trail in the master ledger.
Every Friday flow stays inside Trello + Telegram; Monday/Tuesday close the financial loop.

This diagram matches Subsystem 2025-05-14-r3 exactly (no new logic added).

—— 04 Subsystem: Rituals & Invoicing/RI-SOP-1 - Weekly Metrics Snapshot (CSV → PDF).md ——§

DraftSOP · Procedure · RI-SOP-1 — Weekly Metrics Snapshot (CSV → PDF) · 2025-05-14-r0§

Big-Picture Overview§

Block	Content
Purpose & Scope	Produce a one-page PDF every Friday that summarises the week’s effort (hours, productivity %, Q1/Q2 throughput, exception count) so managers can approve pay and spot trends in < 1 minute.
Map / Flow	16 : 45 Card-Repeater spawns Weekly Metrics card → open WeekMetrics tab (Google Sheet) → review formulas & dates → File ▸ Download ▸ PDF (portrait, 1 page) → save in Drive 02-OPERATIONS/Reports_Archive → attach PDF to Trello card → `/sendDocument` in `/manager` Telegram → manager reviews by Mon 09 : 15.
Roles / RACI	Freelancer Operator R · Ops Manager A · Systems-Ops Lead C · GPT Assistant I
KPIs	100 % packets sent Friday < 17 : 10 · Packet review Monday ≤ 09 : 15 · Exceptions acknowledged 100 %
Tools	Google Sheets (DailyReport → WeekMetrics) · Trello · Clockify CSV archive · Insightful dashboard · Telegram
Risks (ISO 31000)	Wrong date range · Missing Insightful % graph · Exceptions column not cleared · PDF not attached
Open Question	Add auto-reminder if packet not posted by 17 : 15?
Next Action	Pilot one Friday with live data; verify manager can approve in < 1 min.

Detailed SOP — Weekly Metrics Snapshot (≤ 7 bullets)§

#	Step & Owner	Key Points / Controls
1	16 : 45 – Card Spawns (Trello Card Repeater)	Weekly Metrics card appears in Hygiene list.
2	Open WeekMetrics tab – Operator	Sheet auto-aggregates Monday→Friday DailyReport rows → check totals & dates.
3	Embed Insightful graph – Operator	In Sheet cell B2, Insert ▸ Image ▸ Image in cell → paste weekly productivity-% screenshot (manual, no script).
4	Export PDF – Operator	File ▸ Download ▸ PDF, setting: Portrait · one page · fit to width → filename `WM_<YYYY-WW>.pdf`.
5	Save & Attach – Operator	Store PDF in `02-OPERATIONS/Reports_Archive/<year>`; attach to Trello card.
6	Send Packet – Operator	Telegram `/sendDocument` with PDF + message: `Weekly Packet YYYY-WW • Hours: {{total}} • Prod%: {{avg%}} • Q1:{{q1}} Q2:{{q2}} • Exceptions: {{ex}}`
7	Manager Review – Manager	By Mon 09 : 15 react ✅ (approve) or ❌ (comment fixes). Operator addresses ❌ and re-sends.

SLA — Packet posted by 17 : 10 Friday; manager approval ≤ Mon 09 : 15.

WGLL (“What Great Looks Like” Snapshot)§

Criterion	❌ Miss	✅ Meets	⭐ Exceeds
Packet timing	After 17 : 10 Fri	16 : 45–17 : 10 Fri	≤ 16 : 50 Fri
PDF clarity	>1 page, small fonts	1 page, legible	1 page + coloured KPI bars
Exceptions	Not listed	Count + link	Count + resolved note
Manager effort	Needs questions	Approves in 1 min	“Perfect, thanks” emoji

(Full exemplars live in Drive → 01-SYSTEMS/WGLL_Gallery.)

ArchitectureSnapshot JSON§

{
  "version_id": "2025-05-14-r0",
  "system_level": "Procedure",
  "lifecycle_state": "DraftSOP",
  "target_name": "RI-SOP-1 – Weekly Metrics Snapshot",
  "parent_name": "Rituals & Invoicing",
  "last_updated": "2025-05-14T22:05:00Z",
  "overview": {
    "purpose": "Generate a one-page weekly PDF that summarises hours, productivity and throughput for manager approval.",
    "flow": [
      "16:45 Card-Repeater spawns Weekly Metrics card",
      "Open WeekMetrics tab and verify totals",
      "Insert Insightful productivity-% screenshot manually",
      "Export PDF (portrait, 1 page) and save in Reports_Archive",
      "Attach PDF to Trello card and send /manager Telegram message",
      "Manager approves by Monday 09:15 or requests fixes"
    ],
    "roles": ["Freelancer Operator", "Ops Manager", "Systems-Ops Lead", "GPT Assistant"],
    "kpis": [
      "100% packets sent Friday <17:10",
      "Manager review ≤ Mon 09:15",
      "Exceptions acknowledged 100%"
    ],
    "tools": [
      "Google Sheets (DailyReport & WeekMetrics)",
      "Trello",
      "Clockify CSV archive",
      "Insightful dashboard",
      "Telegram"
    ],
    "risks": [
      "Wrong date range selected when exporting",
      "Missing or blurry Insightful graph",
      "Exceptions column ignored",
      "PDF not attached or wrong channel"
    ],
    "controls": [
      "Operator cross-checks Monday & Friday dates in WeekMetrics",
      "Manual screenshot ensures no automation gap",
      "Trello card cannot move to Waiting for Approval without attachment (Butler rule pending)",
      "Manager SLA reminder every Monday 08:30 (Telegram bot idea)"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-04_Weekly_Metrics_Snapshot_v0.1.gdoc"
  },
  "procedure_core": {
    "procedure_id": "RI-SOP-1",
    "name": "Weekly Metrics Snapshot",
    "purpose": "Compile and deliver the weekly KPI PDF for rapid managerial approval.",
    "trigger": "Every Friday at 16:45 local (Card Repeater).",
    "inputs": [
      "WeekMetrics tab (auto-aggregated)",
      "Insightful productivity-% screenshot",
      "Trello Weekly Metrics card"
    ],
    "responsible_role": "Freelancer Operator",
    "steps": [
      "Open WeekMetrics tab and confirm date range",
      "Insert Insightful productivity-% screenshot in cell B2",
      "File > Download > PDF (portrait, one page)",
      "Save PDF in Reports_Archive and attach to Trello card",
      "Send Telegram /sendDocument message with KPI summary",
      "Await manager ✅/❌ and resolve if needed"
    ],
    "outputs": [
      "Weekly Packet PDF in Drive & Trello",
      "Telegram message with summary"
    ],
    "sla": "Packet posted by 17:10 Friday; manager approves by Monday 09:15.",
    "controls": [
      "Weekly self-check list on Trello card",
      "Manager spot-checks Exceptions tab"
    ],
    "tools": [
      "Google Sheets",
      "Trello",
      "Telegram"
    ],
    "kpis": [
      "Packet on time",
      "Manager approval on time",
      "Exceptions acknowledged"
    ],
    "risks": [
      "Late packet",
      "Data mismatch",
      "Missing attachment"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-04_Weekly_Metrics_Snapshot_v0.1.gdoc"
  },
  "children": []
}

— End of RI-SOP-1 (r0)

—— 02 Subsystem: Time Tracking & Proof/02 Procedure: Daily Evidence Export.md ——§

DraftSOP · Procedure · TT-SOP-2 – Daily Evidence Export · 2025-05-14-r1§

Big-Picture Overview§

Detailed SOP — Daily Evidence Export (≤ 7 bullets)§

WGLL (“What Great Looks Like” snapshot)§

ArchitectureSnapshot JSON — schema-valid§

—— 03 Subsystem: Daily Close-out & Hygiene/00 Subsystem: Daily Close And Hygiene.md ——§

DraftSOP · Subsystem · 2025-05-14-r3§

Big-Picture Overview§

Detailed SOPs (owned by this subsystem)§

Appendix – Full Specs§

ArchitectureSnapshot JSON§

Changelog (r2 → r3)§

How this subsystem ties into the rest of the Personal Management OS§

—— 03 Subsystem: Daily Close-out & Hygiene/02 Procedure: Compose and send daily digest.md ——§

DraftSOP · Procedure · DC-SOP-2 — Compose & Send Daily Digest · 2025-05-15-r1§

Big-Picture Overview§

Digest Template & GPT Prompt (/daily-digest)§

Detailed SOP — Digest Loop (7 steps)§

WGLL (What Great Looks Like)§

ArchitectureSnapshot (JSON) – r1§

—— 04 Subsystem: Rituals & Invoicing/00 Subsystem: Rituals And Invoicing.md ——§

DraftSOP · Subsystem · 2025-05-14-r3§

Big-Picture Overview§

Detailed SOPs (to be authored)§

ArchitectureSnapshot JSON§

Legend§

—— 04 Subsystem: Rituals & Invoicing/RI-SOP-1 - Weekly Metrics Snapshot (CSV → PDF).md ——§

DraftSOP · Procedure · RI-SOP-1 — Weekly Metrics Snapshot (CSV → PDF) · 2025-05-14-r0§

Big-Picture Overview§

Detailed SOP — Weekly Metrics Snapshot (≤ 7 bullets)§

WGLL (“What Great Looks Like” Snapshot)§

ArchitectureSnapshot JSON§

Digest Template & GPT Prompt (`/daily-digest`)§