02 Procedure: Daily Evidence Export

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

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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.

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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.

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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)

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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