RI SOP 1 Weekly Metrics Snapshot (CSV → PDF)

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

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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.

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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.

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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.)

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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)