00 System: Personal Management Architecture

DraftSOP · System · 2025-05-14-r7

Target System — Personal Management OS for Freelancers**

(supersedes r6; only deltas explained in the changelog at the end)

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Big-Picture Overview

Block	Content
Purpose & Scope	Deliver a self-service operating system that lets every freelancer: • plan & execute work (Q1 → Q2 → Q3 ⇄ Ops board/Sheet) without gates; • log auditable time & screen proof; • ship Daily/Weekly evidence & invoices on time — using Trello, Clockify, Insightful, Google Workspace, Telegram, and a compact GPT-prompt set.
Map / Flow	1️⃣ Work-Intake & Prioritisation (personal board Q1/Q2/Q3, Ops board, Ops Sheet) 2️⃣ Time-Tracking & Proof (Clockify + Insightful) 3️⃣ Daily Close-out & Hygiene Report (17 : 00 triage → Telegram Digest) 4️⃣ Weekly / Monthly Rituals & Invoicing 5️⃣ Meeting Sync & Action Capture 6️⃣ Knowledge Query & Self-Learning 7️⃣ Gap-Fix & Continuous Improvement \${DIAGRAM: System Context – seven subsystems and their data hand-offs}
Roles	Freelancer Operator · Ops Manager · Systems-Ops Lead · People-Ops Lead · Finance Admin · GPT Assistant
RACI Snapshot	R Operator · A Manager · C Sys-Ops & People-Ops Leads · I Finance Admin & GPT
KPIs	100 % worked minutes linked & approved ≤ 24 h · Q1 Doing ≤ 3 cards 100 % · ≥ 80 % Q1 closed same day · Daily Hygiene approved ≤ 12 h · Meeting action capture 100 % · ≥ 70 % self-resolved knowledge queries
Tools	Trello boards (personal & ops) · Clockify · Insightful · Google Drive / Meet / Sheets · Telegram · GPT prompt set
Risks (ISO 31000)	SLA miss · Tool outage · Data-privacy breach · Ops tasks left un-copied · Evening triage skipped → chaos · Invoice discrepancy · Burn-out undetected
Open Questions	Should missed Daily Hygiene auto-alert the manager bot?
Next Action	Finish external SOPs for the other six subsystems; raise maturity to 3 after peer review.

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Subsystem Index (rev-bumped where needed)

#	Subsystem	Doc / Status	Key change since r6
1	Work-Intake & Prioritisation	v1.0.1 (gDoc) – DraftSOP r13	AM execute Q1 ⇄ Ops, PM Inbox-Zero triage; “Row-based task” procedure removed (work rows in Sheet directly).
2	Time-Tracking & Proof	v1.0.0 – no change	—
3	Daily Close-out & Hygiene Report	v1.0.0 – no change	—
4	Weekly / Monthly Rituals & Invoicing	v1.0.0 – no change	—
5	Meeting Sync & Action Capture	v1.0.0 – no change	—
6	Knowledge Query & Self-Learning	v1.0.0 – no change	—
7	Gap-Fix & Continuous Improvement	v1.0.0 – no change	—

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ArchitectureSnapshot JSON

{
  "version_id": "2025-05-14-r7",
  "system_level": "System",
  "lifecycle_state": "In design",
  "target_name": "Personal Management OS for Freelancers",
  "parent_name": "ACME Global Operations",
  "owner_role": "Systems Operations Lead",
  "last_updated": "2025-05-14T18:45:00Z",
  "maturity_level": 2,
  "overview": {
    "purpose": "Enable freelancers to self-manage work execution, time logging, reporting and compliance across the Solo-Team stack.",
    "flow": [
      "Work Intake & Prioritisation (personal board Q1/Q2/Q3, Ops board/Sheet)",
      "Time Tracking & Proof",
      "Daily Close-out & Hygiene Report",
      "Weekly / Monthly Rituals & Invoicing",
      "Meeting Sync & Action Capture",
      "Knowledge Query & Self-Learning",
      "Gap Fix & Continuous Improvement"
    ],
    "roles": [
      "Freelancer Operator",
      "Ops Manager",
      "Systems-Ops Lead",
      "People-Ops Lead",
      "Finance Admin",
      "GPT Assistant"
    ],
    "kpis": [
      "100% worked minutes linked & approved within 24h",
      "Q1 Doing ≤3 cards at all times",
      "≥80% Q1 cards closed same day",
      "Daily Hygiene cards approved by 12:00 next day (100%)",
      "Meeting action item capture rate 100%",
      "Self-resolved knowledge queries ≥70%"
    ],
    "tools": [
      "Trello (personal & ops boards)",
      "Clockify",
      "Insightful",
      "Google Drive & Meet",
      "Google Sheets KPI dashboard",
      "Telegram channels",
      "GPT prompt set"
    ],
    "risks": [
      "Process deviation or missed SLA",
      "Tool outage or integration failure",
      "Data privacy / GDPR breach",
      "Ops tasks left un-copied to personal board",
      "Evening triage skipped causes morning chaos",
      "Invoice discrepancies",
      "Burnout & wellbeing decline",
      "Device-security non-compliance"
    ],
    "controls": [
      "Day-0 Device-Security Checklist",
      "Monthly access audit",
      "GPT digest prompt masks PII"
    ]
  },
  "children": [
    {
      "version_id": "2025-05-14-r13",
      "system_level": "Subsystem",
      "target_name": "Work Intake & Prioritisation",
      "parent_name": "Personal Management OS for Freelancers",
      "overview": {
        "purpose": "AM execute Q1 & Ops tasks; 17:00 Inbox-Zero triage and Daily Hygiene evidence."
      },
      "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-01_Work-Intake_v1.0.1.gdoc",
      "children": []
    },
    {
      "version_id": "2025-05-14-r6",
      "system_level": "Subsystem",
      "target_name": "Time Tracking & Proof",
      "parent_name": "Personal Management OS for Freelancers",
      "overview": { "purpose": "Capture auditable time logs and screen evidence for every task." },
      "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-02_Time-Tracking_v1.0.0.gdoc",
      "children": []
    },
    {
      "version_id": "2025-05-14-r6",
      "system_level": "Subsystem",
      "target_name": "Daily Close-out & Hygiene Report",
      "parent_name": "Personal Management OS for Freelancers",
      "overview": { "purpose": "Generate a daily digest managers can approve within 24 h." },
      "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-03_Daily-Hygiene_v1.0.0.gdoc",
      "children": []
    },
    {
      "version_id": "2025-05-14-r6",
      "system_level": "Subsystem",
      "target_name": "Weekly / Monthly Rituals & Invoicing",
      "parent_name": "Personal Management OS for Freelancers",
      "overview": { "purpose": "Surface performance trends and create invoice-ready evidence." },
      "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-04_Rituals-Invoicing_v1.0.0.gdoc",
      "children": []
    },
    {
      "version_id": "2025-05-14-r6",
      "system_level": "Subsystem",
      "target_name": "Meeting Sync & Action Capture",
      "parent_name": "Personal Management OS for Freelancers",
      "overview": { "purpose": "Record daily blockers and create actionable Trello cards from Meet notes." },
      "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-05_Meeting-Sync_v1.0.0.gdoc",
      "children": []
    },
    {
      "version_id": "2025-05-14-r6",
      "system_level": "Subsystem",
      "target_name": "Knowledge Query & Self-Learning",
      "parent_name": "Personal Management OS for Freelancers",
      "overview": { "purpose": "Let operators resolve information gaps quickly and keep SOPs current." },
      "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-06_Knowledge-Query_v1.0.0.gdoc",
      "children": []
    },
    {
      "version_id": "2025-05-14-r6",
      "system_level": "Subsystem",
      "target_name": "Gap Fix & Continuous Improvement",
      "parent_name": "Personal Management OS for Freelancers",
      "overview": { "purpose": "Embed a loop where operators patch SOP gaps and log fixes for review." },
      "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-07_Gap-Fix_v1.0.0.gdoc",
      "children": []
    }
  ]
}

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Changelog (r6 → r7)

Area	Change	Reason
Work-Intake & Prioritisation	Purpose & flow updated; “Row-based task” procedure removed; doc rev bumped to v1.0.1.	Align with new AM-execute / PM-triage model and Sheet-in-place rule.
KPIs	Replaced “Inbox-Zero by 09:30” with “Inbox-Zero before clock-out”; added live Q1 WIP cap.	Matches revised daily cadence.
Risks	Added “Ops tasks left un-copied”, “Evening triage skipped”.	Reflect updated failure modes.
System diagram placeholder left intact	No structural change to 7-subsystem map.	—

✅ Result: the top-level architecture remains coherent; only the Work-Intake subsystem required realignment.