06 Procedure: Gap Flag & Patch Workflow

Below is everything that’s already defined (or implicitly agreed) about KQ-SOP-6 — “Gap Flag & Patch Workflow”. I’ve grouped the facts under the headings the rest of our SOPs use, so you can see every moving part at a glance and spot-check for anything still missing.

1 · Purpose & Scope§

Why it exists – make sure every knowledge gap raised by an operator becomes a documented fix, not a Slack‐thread fossil:
✓ Capture the gap (Telegram tag 🔴Knowledge-Gap in #systems-kitchen).
✓ Turn the gap into a GitHub Issue + PR against the Markdown SOP repo.
✓ Merge, bump version header, and let the webhook re-train the “Solo-Team Coach” bot (< 10 min).
✓ Reflect the change visually during the Friday Doc ↔ Miro Sync mini-ritual.

2 · Trigger & Owner§

Trigger	Owner (RACI)
Operator has run Self-Help Checklist (KQ-SOP-3) and is still blocked → posts gap in Telegram with `🔴Knowledge-Gap`.	R Freelancer Operator
Telegram bot or channel mention pings Systems-Ops Lead.	A Systems-Ops Lead
PR review / approval (if needed)	C Ops Manager or nominated reviewer
Webhook-driven GPT refresh; Doc title bump	I GPT Assistant

3 · End-to-End Flow (high-level)§

Operator   →  Telegram 🔴Knowledge-Gap
                │
                ▼    (≤2 h SLA)
Systems-Ops   creates GitHub Issue  ─┐
Lead            &   feature branch   │
                │                    │
                ▼                    │
          Commit / fix Markdown      │
                │                    │
                ▼ PR → Review → Merge┘  (≤24 h)
                │
                ▼
GitHub webhook:  • retrain GPT-o3 on new HEAD  
                • post “Patch merged” in #system-updates
                • label Trello SOP Pipeline card “LIVE”
Friday < 5 min: Doc ↔ Miro Sync sweep updates any diagrams

4 · Detailed Steps (operational view)§

#	Actor	Action / Control
1	Operator	After failing KQ-SOP-3, post message in #systems-kitchen starting with `🔴Knowledge-Gap — <one-line problem>` and include link / screenshot.
2	Bot (optional)	Immediately replies with a checklist link: “Have you tried `/find` and `/explain`?” – purely a reminder.
3	Systems-Ops Lead	a) Acknowledge in ≤2 h. b) Open GitHub Issue using `gap/<short-slug>` template (fields: Context, Desired, Proposed fix). c) Create branch `fix/<short-slug>` and draft changes.
4	Reviewer (Ops-Mgr or peer)	Review PR (approve / request change).
5	Systems-Ops Lead	Merge PR; add semantic version bump at top of file; close Issue.
6	Webhook	• Triggers GPT model refresh. • Posts auto-message in #system-updates: “Gap patch merged – vX.Y.Z”.
7	Operator	Re-run the original GPT command – confirm answer now works; react ✅ on the Telegram gap thread.
8	Miro Sync (Fri)	If file renamed or a new SOP added, update the Miro architecture map box title / link (KQ-SOP-2).

5 · KPIs§

KPI	Target
Issue opened ≤ 2 h after Telegram post	100 %
PR merged ≤ 24 h after issue	100 %
GPT knowledge refresh < 10 min post-merge	95 %
Doc ↔ Miro sync sweep (Friday)	100 % weeks

6 · Tools & Artefacts§

Telegram – channel #systems-kitchen (gap intake) + #system-updates (merge notice).
GitHub – repo solo-team-sops; Issue & PR templates: ISSUE_TEMPLATE/gap_report.yml & PULL_REQUEST_TEMPLATE/fix_gap.md
Markdown SOP files – SSOT, version header ## Version vX.Y.Z — YYYY-MM-DD.
Trello – board SOP Pipeline → card auto-transition Draft → LIVE when PR merges.
Webhook stack – GitHub → (Zapier or GHA) → GPT retrain endpoint; webhook also posts merge digest.
Miro – Architecture Map frame for manual label update.

7 · Risks & Controls§

Risk	Mitigation / Control
Gap never logged (operator forgets)	Self-Help Checklist ends with big “If still stuck → post 🔴Knowledge-Gap”.
Issue created but PR stalls	Trello card moves to “Blocked – needs review” after 24 h with Butler ping.
Merge conflicts corrupt docs	“Squash & Merge” only; CODEOWNERS require one reviewer.
Sensitive info leaked in Telegram thread	Operator reminder: no client PII in gap post; bot auto-redacts emails.
GPT not refreshed (webhook fails)	GitHub Action alerts #systems-kitchen if status ≠ success.

8 · Current status§

Version: KQ-SOP-6-v0.1 (framework only; needs templates & webhook YAML).
Hooks in place: Yes – basic webhook posts to #system-updates; GPT retrain lambda stubbed.
Next small task: finish ISSUE & PR templates, add CODEOWNERS, document branch-naming in README.

That’s the complete knowledge surface for Gap Flag & Patch Workflow right now. If anything is missing, shout and we’ll fold it into v0.2.