SOW — Automated Weekly Scorecard Ops Rhythm + Daily Huddle

v1 · July 9, 2026 · EyeFly Digital · for Akash + Builder

Owner

Akash (definitions, cadence)

Builder

All automation

Est. build

~2 wks + 2 wks embed

Source of truth

Postgres brain

Objective. Stand up a fully-automated 7-department weekly company scorecard that populates itself from source systems, rolls a daily tracker into weekly numbers, and renders a daily-huddle agenda view — so the huddle runs off live data with zero manual data entry. The scorecard IS the huddle agenda.

✅Definition of Done

Each morning the huddle view auto-shows yesterday's number vs pace per department — no one types data in.
Friday's weekly scorecard assembles itself from the week's daily rows; the meeting is spent on RAG + recovery plans, not entry.
Every metric has {owner, target, data source, RAG band}. No metric ships without all four.
Two consecutive weeks run entirely on the system before it's considered "installed."

📊Scope — the metrics (rule of 3, split by clock speed)

From the KPI decision this session: 3 non-redundant metrics per department (volume / efficiency / outcome). Daily huddle surfaces the volume/leading slots; the weekly scorecard settles efficiency/outcome. Daily rows sum into weekly — nothing tracked twice.

Dept	🔵 Daily (auto)	🟢 Weekly (roll-up)	Owner	Primary source
North Star	—	MRR · Net New · Churned	Sean	Stripe / kpi_snapshot
Client Base	New deals today	Live · New · Churned	Jason	GHL / brain
Marketing	Creatives launched · QBCs today	CPQBC	Jean / JM	Meta MCP + GHL
Setter	Calls on calendar · Live calls · Show-ups	SUR · No-Show Recovery	Jason	GHL / Calendly
Sales	Closes · Cash collected today	Close Rate · LTGP/Call	Jason / Sean	Stripe / GHL
Client Delivery	New Convos · Booked Appts	% Clients on Guarantee Pace	Jean	GHL + Leads Transferred
Client Experience	At-risk flags · Errors	Satisfaction / response time	Regina	brain / manual

Meta-metric: Time-to-KPI per new hire (days to first hit their number).

🏗️Architecture (recommended: hybrid)

Brain is the source of truth. A composer job pulls each metric from its source into brain.scorecard_daily; a SQL view rolls daily→weekly with RAG bands; the huddle agenda renders as a live dashboard. The Google Sheet is retained only for manual-only cells (targets, RAG notes, satisfaction).

Option	Huddle agenda is…	Trade-off
A — Automate the Google Sheet	a filtered tab	Builder already knows it; lowest lift; but polling/entry-prone
B — Live Cloudflare dashboard	a bookmarkable URL	Real-time, matches your other dashboards; new build
Hybrid (recommended)	CF dashboard, brain-backed	Composer writes brain → dashboard + Sheet; single source of truth, owners still edit the Sheet

Reuse existing rails: brain.ad_metrics, the cf-dashboard-creator skill for the huddle view, GHL/Meta/Stripe integrations already in the stack.

🧱Phases, owners & acceptance

Phase 0 — Lock definitions & targets AKASH

Finalize the rule-of-3 per department (done); set every target; assign one accountable owner per metric; confirm the data source for each.
Resolve data-quality decisions: reconcile CPQBC band to master reference (≤$150, not <$50); confirm CL/CF/FR/CS niche split is required; confirm CPL = spend ÷ leads_transferred.

✔ Gate: build does NOT start until every metric has {owner, target, source}. This is the hard gate.

Phase 1 — Data plumbing BUILDER

Build the daily composer: pull each daily metric from its source into brain.scorecard_daily (idempotent, dedup-safe).
Fix the Close Rate %-vs-count bug at the source; enforce niche split.

✔ Accept: all daily metrics populate for one test week and reconcile against manual numbers within tolerance.

Phase 2 — Weekly roll-up BUILDER

SQL / materialized view rolls daily → weekly with the RAG bands baked in (🟢≥100% · 🟡 90–99% · 🔴<90%; zero-target rows use the 0/≤2/>2 rule).

✔ Accept: Friday scorecard matches hand-computed numbers for one full week.

Phase 3 — Huddle agenda view BUILDER

Live dashboard: per-department, yesterday's number vs pace (green/red), plus capture fields for each person's Big Three and a blockers / escalation parking lot.
Nightly (and intraday) composer refresh so the view is current at huddle time.

✔ Accept: a full huddle runs end-to-end off the view with zero manual data entry.

Phase 4 — Cadence install AKASH

Run the three loops: 15-min daily huddle (yesterday vs pace → Big Three → blockers → 1 escalation), Fri 30-min close (RAG + recovery plans), Mon set (3–6 vital activities/person).
Start tracking Time-to-KPI for any new hire.

✔ Accept: 2 consecutive weeks run on the system; Friday requires no data entry.

⚠️Risks & dependencies

Meta MCP connection (currently connecting) — required for creatives-launched + spend.
Stripe billing events not yet modeled → Cash Collected may stay manual short-term (flag, don't block).
Data-quality bugs from the current sheet must be fixed at source, not patched in the view.
Notion is not a dependency; St. Pierre's sp_launch_room_jobs table is a separate SP-side item.

Ops rules. Composer external writes (Sheet/dashboard) follow the Activity Ledger + rollback rules in AGENTS.md. Scorecard state lives in Postgres brain — no markdown memory, no one-off scripts as the source of truth.