Owner: Project Manager (PM)
Contributors: AIe Specialist (delivery + weekly log) · Account Lead (health
monitoring + escalation) · Head of Delivery (HoD — technical support + escalation)
Department: D4 — Delivery
Entity: PrivateAI
Status: v0.9 · In Progress
Version: 0.9 | Last updated: 2026-07-18
What this workflow does: Governs the recurring weekly and monthly operating
rhythm of an active AIe engagement — from stand-up logging and client reporting
through reachback coordination, board monitoring, and health signal escalation.
Runs continuously from kickoff completion (DEL-02 Step 2) through to engagement
close.
What triggers it: Kickoff call completed and engagement parameters locked
(DEL-02 Step 2 complete). Runs every week until the engagement ends.
What it produces: Weekly stand-up logs, weekly client reports, a maintained
Jira board, a live health scorecard update (CS-05-DOC-01), and escalation flags
routed to Account Lead or HoD when signals emerge.
Why it matters: The gap between kickoff and close is where client relationships
are either built or quietly damaged. A consistent weekly cadence — stand-up logged,
report sent, board current, health assessed — is what keeps REMAP informed, the
client confident, and problems caught before they escalate.
| Role | Department | Responsibility | CEO? |
|---|---|---|---|
| PM | D4 | Coordinates reachback requests · monitors Jira board · reviews stand-up log · tracks hours against contracted band | No |
| AIe Specialist | D4 | Completes weekly stand-up log · delivers work items · raises reachback requests · produces client-facing weekly report | No |
| Account Lead | D4 | Reviews weekly report before send · monitors client health signals · escalates Amber/Red flags · leads monthly review | No |
| HoD | D4 | Technical support and guidance · receives Major escalation flags · review authority | No |
Step 1 — Daily internal stand-up (async or live)
Step 2 — Complete weekly stand-up log (DEL-02-DOC-02)
Step 3 — Generate and send client weekly report
Step 4 — Update Jira board
Step 5 — Monitor hours against contracted band
Step 6 — Update client health scorecard (CS-05-DOC-01)
Step 7 — Coordinate reachback panel requests (as needed)
Step 8 — Monthly check-in review
Step 9 — Knowledge capture contribution
| Tool | How it's used | Agent-ready |
|---|---|---|
| Jira | Work items, worklogs, board monitoring, hours tracking | Yes — confirmed |
| Google Workspace | DEL-02-DOC-02 stand-up log · weekly client report · meeting notes | Yes — API + MCP |
| Discord | Daily async stand-ups · internal escalation flags | Yes — API |
| Google Meet | Monthly client review · live stand-ups (when needed) | Yes |
| CS-05-DOC-01 | Client Health Scorecard — updated after every client interaction | Yes — API + MCP |
| CS-05-DOC-02 | Client Escalation Plan — opened on Amber or Red | Yes — API + MCP |
| DEL-02-DOC-03 | Reachback Panel Request & Log | Yes — API + MCP |
| Wiki.js | DEL-07-DOC-01 Knowledge Base contributions | Yes — native |
| n8n | Hours-band alert · stand-up log reminder · reachback tracking | Yes — native |
Hours band monitoring (Step 5)
| Signal | Action | Owner |
|---|---|---|
| Within contracted band | Continue | PM |
| Approaching ±10% limit | Flag to Account Lead → proactive client notification | PM → Account Lead |
| Overage confirmed | Resize conversation or SOF amendment | Account Lead → HoD |
Health signal assessment (Step 6)
| Signal | Action | Owner |
|---|---|---|
| Green | Continue weekly cycle | Account Lead |
| Amber | Flag to HoD same business day · log CS-05-DOC-02 | Account Lead → HoD |
| Red | Notify Andrew immediately · log CS-05-DOC-02 | Account Lead → HoD → Andrew |
Reachback panel hours (Step 7)
| Signal | Action | Owner |
|---|---|---|
| Within 8h allowance | No billing impact | PM logs |
| Approaching 8h limit | Proactive client notification | Account Lead |
| Overage requested | Client approval → bill at Ad-Hoc Hourly Rate | Account Lead + HoD |
| Scenario | How to handle | Escalation |
|---|---|---|
| Stand-up log not completed by Friday | PM follows up with AIe same day. Account Lead if not resolved by end of day. | Account Lead |
| Client does not respond to weekly report | Log as Amber health signal. Note in CS-05-DOC-01. | Account Lead → HoD if no response for 2+ reports |
| Jira board inaccurate or stale | PM conducts same-day correction. Root cause reviewed in next stand-up. | HoD if recurring |
| Hours overage without prior notification | Account Lead flags to HoD immediately. Review process with AIe. Client informed retroactively. | Account Lead → HoD |
| Monthly review missed or declined by client | Reschedule within 5 business days. Note in health scorecard. Treat as Amber if client declines repeatedly. | Account Lead |
| CEO unavailable for Add-On monthly review | Reschedule within 5 business days. | Account Lead coordinates |
| Metric | Type | Target |
|---|---|---|
| Weekly stand-up log filed on time (%) | Process | 100% by Friday each week |
| Client weekly report sent on time (%) | Process | 100% by Monday morning |
| Jira board accuracy — all active tasks logged (%) | Process | 100% — weekly PM audit |
| Hours logged within contracted band ±10% (%) | Leading | 100% |
| Reachback hours ≤ 8h/month (%) | Leading | 100% fair-use |
| Health scorecard updated after every interaction (%) | Process | 100% |
| Amber signals flagged to HoD within same business day (%) | Process | 100% |
| Knowledge base contribution per month | Leading | ≥ 1 per active engagement |
| Step | Current state | Suggested automation | Tool | Effort |
|---|---|---|---|---|
| Step 2 — Stand-up log reminder | Manual | n8n sends Thursday reminder to AIe if log not yet filed | n8n + Jira | Low |
| Step 3 — Weekly report generation | Manual | n8n compiles Jira worklog data → auto-draft report → Account Lead reviews and sends | n8n + Jira + Google Docs | Medium |
| Step 5 — Hours band monitoring | Manual | n8n weekly Jira pull → alert PM/Account Lead if within ±10% of contracted band | n8n + Jira | Low |
| Step 7 — Reachback hours tracking | Manual | n8n tracks running reachback total → alert when approaching 8h allowance | n8n + Jira | Low |
| Step 6 — Health scorecard update reminder | Manual | n8n triggers reminder to Account Lead after every logged client interaction | n8n + Google Drive | Medium |
Upstream:
Downstream:
| Version | Date | Description | Author |
|---|---|---|---|
| 0.9 | 2026-07-18 | Initial draft — weekly and monthly operating rhythm, stand-up log process, client reporting, hours monitoring, health scorecard integration, reachback coordination. | Hamza Tasneem (HoD) |