00 Subsystem: Gap Fix and Continuous improvement

DraftSOP · Subsystem · Gap-Fix & Continuous Improvement · 2025-05-15-r1

Target System — Gap-Fix & Continuous Improvement (new subsystem derived from the Master Blueprint v 3.2)

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Big-Picture Overview

Block	Content
Purpose & Scope	Bake a never-stale feedback loop into the Solo-Team OS so that: 1️⃣ Any operator can flag a knowledge gap, bug or bottleneck the moment it hurts. 2️⃣ A lightweight PR pipeline promotes the fix into the Markdown SSOT, Trello cards and Miro maps within ≤ 24 h. 3️⃣ Weekly mini-retro & Kaizen review curates improvement ideas. 4️⃣ Quarterly System Retro safeguards security, retention and access hygiene. Outcome → The OS evolves as fast as the work does, without central bottlenecks.
Map / Flow	Gap spotted → GF-SOP-1 Gap Flag & Patch Workflow (Telegram tag 🔴Knowledge-Gap → GitHub Issue & PR → SOP merge) → auto-retrain GPT → GF-SOP-2 Weekly Kaizen Review picks one high-leverage idea → card moves to Q2 backlog → implemented fix passes through PR again → GF-SOP-3 Quarterly System Retro audits versions, access lists & Drive retention → posts summary in 📢 System Updates.
Roles	Freelancer Operator · Systems-Ops Lead · Ops Manager · GPT Assistant
RACI Snapshot	R Operator (flags gaps & submits PRs) · A Systems-Ops Lead (reviews & merges) · C Ops Manager (approves high-impact Kaizen) · I GPT (suggests fixes)
KPIs	Gap → PR merged < 24 h (95 %) · ≥ 1 Kaizen promoted weekly · No SOP > 90 d without version bump · Quarterly Retro completed 100 %
Tools	GitHub solo-team-sops · Google Drive (Markdown) · Trello SOP Pipeline board · Miro System Map frames · Telegram #systems-kitchen & 📢 System Updates
Risks (ISO 31000)	Merge conflicts stall updates · Operators bypass process and “cowboy patch” in Drive · PR backlog grows > 5 · Quarterly retro skipped → stale access lists
Open Questions	Auto-label “doc-needs-diagram” issues for Miro team?
Next Action	Finish GF-SOP-2 & GF-SOP-3 drafts; enable GitHub → Telegram webhook for merged PRs.

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Detailed SOPs (owned by this subsystem)

ID	Procedure	Status / Notes
GF-SOP-1	Gap Flag & Patch Workflow (was KQ-SOP-6)	v0.3 ✓ – Telegram tag, GitHub Issue/PR, 24 h SLA
GF-SOP-2	Weekly Kaizen Review & Promotion	TBD – run every Friday 17 : 05 (after Mini-Retro)
GF-SOP-3	Quarterly System Retro Checklist	TBD – 10-min audit, post summary in 📢 System Updates

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ArchitectureSnapshot JSON

{
  "version_id": "2025-05-15-r1",
  "system_level": "Subsystem",
  "lifecycle_state": "DraftSOP",
  "target_name": "Gap-Fix & Continuous Improvement",
  "parent_name": "Personal Management OS for Freelancers",
  "last_updated": "2025-05-15T01:20:00Z",

  "overview": {
    "purpose": "Keep the Solo-Team OS evergreen by turning every gap into a documented, merged improvement within 24 h.",
    "flow": [
      "Operator flags gap with 🔴Knowledge-Gap tag in Systems Kitchen",
      "GF-SOP-1 creates GitHub Issue & PR; Systems-Ops Lead reviews",
      "PR merged → Markdown updated → GPT retrains; Miro node refreshed",
      "Weekly: GF-SOP-2 reviews Kaizen backlog, promotes 1 idea",
      "Quarterly: GF-SOP-3 runs System Retro audit & posts summary"
    ],
    "roles": ["Freelancer Operator","Systems-Ops Lead","Ops Manager","GPT Assistant"],
    "kpis": [
      "Gap to PR merge <24h 95%",
      "≥1 Kaizen promoted per week",
      "No SOP older than 90d without version bump",
      "Quarterly retro completion 100%"
    ],
    "tools": [
      "GitHub solo-team-sops repo",
      "Google Drive Markdown SSOT",
      "Trello SOP Pipeline board",
      "Miro System Map",
      "Telegram channels #systems-kitchen & 📢 System Updates"
    ],
    "risks": [
      "Merge conflicts delay fixes",
      "Unreviewed changes in Drive",
      "PR backlog >5 open items",
      "Quarterly retro skipped"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Continuous-Improvement/GF_Subsystem_v1.0.0.md"
  },

  "children": [
    { "system_level": "Procedure", "target_name": "GF-SOP-1 – Gap Flag & Patch Workflow",          "version_id": "GF-SOP-1-v0.3" },
    { "system_level": "Procedure", "target_name": "GF-SOP-2 – Weekly Kaizen Review & Promotion",  "version_id": "GF-SOP-2-TBD" },
    { "system_level": "Procedure", "target_name": "GF-SOP-3 – Quarterly System Retro Checklist",  "version_id": "GF-SOP-3-TBD" }
  ]
}

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ASCII Swim-lane (gap spotted → PR merged)

Operator               Systems-Ops Lead           GitHub Repo                 GPT Bot / Docs
    |                         |                         |                            |
    | 🔴 Tag gap in           |                         |                            |
    |   #systems-kitchen      |                         |                            |
    |------------------------>|                         |                            |
    |                         |   Open Issue + PR       |                            |
    |                         |------------------------>|                            |
    |                         |  Review / request fix   |                            |
    |                         |<------------------------|                            |
    |                         |  Merge PR ≤24 h         |                            |
    |                         |------------------------>|                            |
    |                         |                         |  Webhook triggers retrain  |
    |                         |                         |--------------------------->|
    |                         |                         |                            | ✅ “Knowledge updated!”
    |                         |  Post merge note        |                            |
    |<------------------------|                         |                            |
    | Celebrate & continue    |                         |                            |

— End of Gap-Fix & Continuous Improvement Subsystem r1