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01 Procedure: Instant Query via GPT

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01 Procedure: Instant Query via GPT

DraftSOP · Procedure · KQ-SOP-1 — Instant Query & Generative Coach via GPT · 2025-05-15-r6§

Dual-mode bot for lightning-fast look-ups and creative assistance. Supersedes r5 – adds open-ended usage guidance, PII guard-rails, extended command set & full JSON.

Big-Picture Overview§

Block	Content
Purpose & Scope	Provide an always-on knowledge & creativity companion: 1️⃣ Structured commands (12) for deterministic look-ups, navigation, action prompts and check-lists. 2️⃣ Generative coaching — operators may ask any open-ended question (brain-storm, rewrite, translate, sanity-check, draft follow-up) so long as no PII or 00-ADMIN data is pasted. Think of the bot as a senior peer who knows every SOP and never sleeps.
Map / Flow	Open chat Solo-Team Coach → choose /command or plain-language prompt → read answer → if unclear run KQ-SOP-3 Self-Help Checklist → if still blocked tag `🔴Knowledge-Gap` in #systems-kitchen.
Roles / RACI	Freelancer Operator R · Systems-Ops Lead A · Ops Manager C · GPT Assistant I
KPIs	≥ 70 % questions self-resolved · Bot latency ≤ 2 s · “no-match” < 5 %
Tools	GPT-o3 chat · GitHub solo-team-sops (Markdown) · Google Drive mirror · Command-Index.md · (opt.) read-only Trello token
Risks (ISO 31000)	Stale repo ⇒ wrong answers · Accidental disclosure of confidential data · Command spam / rate-limit abuse
Controls	GitHub webhook re-trains GPT after every PR merge (< 10 min) · `/next` & `/whereami` throttled 60 s / user · Bot red-flags messages containing e-mails or legal keywords (“passport”, “SSN”, “bank”).

Two Ways to Use the Coach§

Mode	Best for	How to phrase	Guard-rails
Structured	Exact, repeatable look-ups	`/command argument`	Use `/help` for full list
Generative	Ideas, drafting, critique, translation, second-brain advice	Start with 👉 (optional cue) `👉 Draft a polite follow-up for an overdue invoice`	– No PII / contracts / client secrets – Break long inputs into ≤ 3-paragraph chunks

Pro-tip: Chain commands & creative prompts 👉 Draft an Instagram caption for this product (≤ 125 chars) then /checklist instagram-caption

Command Index v0.3 (bot replies with this on `/help`)§

Bucket	Command	Returns	Source / Logic
Look-up	`/explain <section>`	150-word summary	Exact heading match
	`/example <deliverable>`	Filled exemplar	`## WGLL` or `## Examples` block
	`/find <keyword>`	Top 5 SOP titles w/ links	Title + tag fuzzy search
Navigate	`/map`	ASCII System → Subsystem diagram	`docs/_architecture_map.md`
	`/drivepath <asset>`	Canonical Drive path	`drive_paths.yml`
Act	`/whereami <SOP>`	Current & next step, done-when	Regex on pasted headers (fallback: manual)
	`/next`	Next Q1 / Ready⏳ card	Trello API snapshot (read-only token)
	`/tip <domain>`	3 golden rules	Domain WGLL bullets
Audit	`/drill <section>`	Quiz until 100 %	Auto-generated Q\&A
	`/checklist <deliverable>`	WGLL table (❌/✅/⭐)	SOP WGLL block
Admin	`/reset`	Restart on-boarding flow	Static text + link

Commands that need external APIs degrade gracefully: if no token, bot tells user to paste context manually.

Detailed Loop (≤ 7 bullets)§

Open chat “Solo-Team Coach”.
Choose mode → /command or creative prompt.
Read & act. • Solved → continue work. • Not solved → run Self-Help Checklist (KQ-SOP-3).
Still blocked → post 🔴Knowledge-Gap in #systems-kitchen.
Systems-Ops Lead patches SOP → PR merge → webhook re-trains GPT (< 10 min).
Friday 5-min Doc↔Miro Sync (KQ-SOP-2) keeps diagrams aligned.

WGLL (What Great Looks Like)§

❌ Miss	✅ Meets (baseline)	⭐ Exceeds – knowledge multiplier
Fires ≤1 bot query then pings manager	Resolves need with ≤2 bot interactions	Saves useful Q\&A to Trello Knowledge Wins list for peers

ArchitectureSnapshot JSON (fully expanded)§

{
  "$schema": "http://json-schema.org/draft-07/schema#",
  "version_id": "2025-05-15-r6",
  "system_level": "Procedure",
  "lifecycle_state": "DraftSOP",
  "target_name": "KQ-SOP-1 – Instant Query & Generative Coach via GPT",
  "parent_name": "Knowledge Query & Self-Learning",
  "last_updated": "2025-05-15T00:30:00Z",

  "overview": {
    "purpose": "Serve deterministic look-ups AND free-form creative help directly from the Markdown SOP SSOT via GPT.",
    "flow": [
      "Operator issues /command OR generative prompt",
      "Bot searches Markdown / lookup tables OR performs creative generation",
      "Bot returns answer, draft, tip or checklist",
      "If unclear: operator runs Self-Help Checklist",
      "If still blocked: tag 🔴Knowledge-Gap in Systems Kitchen Telegram",
      "KQ-SOP-6 opens GitHub Issue & PR; when merged webhook retrains GPT (<10 min)"
    ],
    "roles": [
      "Freelancer Operator",
      "Systems-Ops Lead",
      "Ops Manager",
      "GPT Assistant"
    ],
    "raci": {
      "Responsible": ["Freelancer Operator"],
      "Accountable": ["Systems-Ops Lead"],
      "Consulted": ["Ops Manager"],
      "Informed": ["GPT Assistant"]
    },
    "kpis": [
      "≥70% questions self-resolved without manager",
      "GPT refresh <10 min after PR merge",
      "Command error rate <2%",
      "Average response latency ≤2 s"
    ],
    "tools": [
      "GPT-o3 chat",
      "GitHub repo solo-team-sops",
      "Google Drive Markdown mirror",
      "Command-Index.md",
      "Optional read-only Trello token",
      "Miro maps"
    ],
    "risks": [
      "Stale documents → wrong answer",
      "Sensitive data leak via generative mode",
      "Command spam or abuse",
      "Merge conflicts delay GPT refresh"
    ],
    "controls": [
      "GitHub webhook retrains GPT on every merge",
      "Rate-limit /next and /whereami to 60 s per user",
      "Bot highlights potential PII & refuses storage",
      "Friday Doc↔Miro sync ritual"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Knowledge/KQ-SOP-1_Instant_Query_v0.6.md"
  },

  "procedure_core": {
    "procedure_id": "KQ-SOP-1",
    "name": "Instant Query & Generative Coach via GPT",
    "purpose": "End-to-end loop to obtain answers, drafts or check-lists via chatbot commands or creative prompts.",
    "trigger": "Whenever the operator needs information or creative assistance.",
    "inputs": [
      "Operator question or work artefact",
      "Markdown SOP repository (GitHub main)",
      "Command-Index lookup tables",
      "Optional Trello board snapshot"
    ],
    "responsible_role": "Freelancer Operator",
    "steps": [
      "Open Solo-Team Coach chat",
      "Issue a structured /command OR a plain-language creative prompt (prefix 👉 optional)",
      "Evaluate the response and act on guidance",
      "If unclear, run KQ-SOP-3 Self-Help Checklist and retry",
      "If still unresolved, post 🔴Knowledge-Gap in Systems Kitchen Telegram",
      "Systems-Ops Lead patches SOP; PR merged; webhook retrains GPT",
      "Operator re-runs original query to confirm answer is now served"
    ],
    "outputs": [
      "Answer snippet, checklist, map, tip or creative draft",
      "If gap: GitHub Issue & PR link for audit trail"
    ],
    "sla": "Knowledge-Gap → PR merged & GPT updated within 24 h.",
    "controls": [
      "Command throttling for heavy API calls",
      "Webhook GPT retrain on merge",
      "PII keyword detector with user warning",
      "Friday Doc↔Miro sync sweep"
    ],
    "tools": [
      "GPT-o3 chat",
      "GitHub",
      "Google Drive",
      "Trello",
      "Miro"
    ],
    "kpis": [
      "Self-resolution rate ≥70%",
      "Bot latency ≤2 s",
      "PR merge → GPT refresh <10 min"
    ],
    "risks": [
      "Out-of-date knowledge base",
      "Operator bypass of checklist causing manager load",
      "Oversharing sensitive info in chat"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Knowledge/KQ-SOP-1_Instant_Query_v0.6.md"
  },

  "insights": [
    {
      "note": "Generative usage guidance added; operators encouraged to ask any open question within PII guard-rails.",
      "date": "2025-05-15"
    },
    {
      "note": "Extended command set now includes /map, /whereami, /next, /find, /drivepath, /tip, /checklist.",
      "date": "2025-05-14"
    }
  ],

  "children": []
}

— End of KQ-SOP-1 r6 (full spec)