00 Subsystem: Daily Close And Hygiene

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.