# Regulatory Deadline Tracker

> Regulatory Deadline Tracker

- Skill: `45black/regulatory-deadline-tracker` (Agent Skill)
- Install (CLI): `npx skillmds@latest add 45black/regulatory-deadline-tracker`
- Raw SKILL.md: https://api.skillmd.com/api/skills/45black/regulatory-deadline-tracker/raw
- Safety review: pending
- Works with: Claude Code, Claude.ai, OpenAI Codex
- Category: Coding & Dev Tools
- Author: 45black (https://skillmd.com/u/45black)
- Updated: 2026-09-17
- Page: https://skillmd.com/skills/45black/regulatory-deadline-tracker

---


# Regulatory Deadline Tracker

## Purpose

Track regulatory compliance deadlines, trustee obligations, reporting requirements, and coordinate with Archon task management to ensure nothing is missed. Specializes in UK pensions regulatory requirements.

## When to Use

- Starting new compliance cycle
- After regulatory changes/amendments
- Monthly/quarterly deadline reviews
- Setting up new pension scheme tracking
- Coordinating trustee meeting schedules
- Managing TPR reporting requirements

## Deadline Sources

### Neo4j Apex Database
Regulatory obligations with:
- Requirement descriptions
- Deadline types (annual, quarterly, event-driven)
- Penalty information
- Source regulations

### Common Deadlines

**Annual**:
- Annual Benefit Statements: 5 months after scheme year end
- Scheme Return: 7 months after scheme year end
- Annual Report & Accounts: 7 months after scheme year end
- Actuarial Valuation: Every 3 years
- Investment Strategy Statement Review: Annually
- Risk Register Review: Annually

**Quarterly**:
- Trustee meetings (typically quarterly)
- Investment performance review
- Cash flow monitoring

**Event-Driven**:
- Material changes notification: 30 days
- Reportable breaches: "As soon as reasonably practicable"
- Scheme amendments: Submit to TPR
- Member notifications: Within reasonable time

## Deadline Tracking Workflow

### Phase 1: Initialize Tracking

**Step 1: Identify scheme and year**

```
Scheme: [Scheme name]
Scheme Year End: [Date, typically 31 March]
Tracking Period: [YYYY-MM-DD] to [YYYY-MM-DD]
```

**Step 2: Query regulatory obligations**

```
# Get all obligations from Apex database
mcp__neo4j-apex__read_neo4j_cypher(
  query="
    MATCH (o:Obligation)
    WHERE o.applies_to = 'pension scheme' OR o.applies_to = 'trustees'
    RETURN o.title, o.description, o.deadline_type, o.deadline_calculation,
           o.penalty, o.source_regulation
    ORDER BY o.priority DESC
  "
)
```

**Step 3: Check existing Archon tasks**

```
# Find pension project in Archon
mcp__archon__find_projects(query="[scheme name]")

# Get existing compliance tasks
mcp__archon__find_tasks(
  project_id="[project-id]",
  query="deadline OR compliance OR reporting",
  filter_by="status",
  filter_value="todo"
)
```

### Phase 2: Calculate Deadlines

**Annual deadlines based on scheme year end**:

```python
# Example: Scheme year end 31 March 2024

scheme_year_end = "2024-03-31"

# Annual Benefit Statements: 5 months after year end
abs_deadline = "2024-08-31"

# Scheme Return: 7 months after year end
scheme_return_deadline = "2024-10-31"

# Annual Report: 7 months after year end
annual_report_deadline = "2024-10-31"
```

**Lead time for preparation**:

```markdown
## Timeline with Lead Times

### Annual Benefit Statements
- **Deadline**: 31 August 2024
- **Start prep**: 1 June 2024 (3 months before)
- **Data extract**: 15 June 2024
- **Draft review**: 31 July 2024
- **Issue to members**: 25 August 2024 (buffer)

### Scheme Return
- **Deadline**: 31 October 2024
- **Start prep**: 1 August 2024 (3 months before)
- **Data collection**: 31 August 2024
- **Draft to trustees**: 30 September 2024
- **Submit to TPR**: 25 October 2024 (buffer)

### Annual Report & Accounts
- **Deadline**: 31 October 2024
- **Start prep**: 1 July 2024 (4 months before)
- **Draft accounts**: 31 August 2024
- **Audit**: September 2024
- **Trustee approval**: 15 October 2024
- **Issue to members**: 25 October 2024 (buffer)
```

### Phase 3: Create Archon Tasks

**For each major deadline, create task chain**:

```
# Example: Annual Benefit Statements

# Task 1: Data preparation
mcp__archon__manage_task(
  action="create",
  project_id="[project-id]",
  title="ABS: Extract member data",
  description="Extract member data for Annual Benefit Statements. Include all active, deferred, and pensioner members as at 31 March 2024.

Data required:
- Member details (name, address, NI number)
- Service history
- Contributions paid
- Benefit entitlements
- Transfer values (if applicable)

Deadline: 15 June 2024",
  status="todo",
  assignee="[Administrator]",
  task_order=90,
  feature="Annual Benefit Statements 2024"
)

# Task 2: Draft statements
mcp__archon__manage_task(
  action="create",
  project_id="[project-id]",
  title="ABS: Draft statements for review",
  description="Prepare draft Annual Benefit Statements using extracted data. Review sample statements for accuracy.

Checks:
- Calculation accuracy
- Template updated with current rates
- Explanatory text clear
- Contact details correct

Deadline: 31 July 2024",
  status="todo",
  assignee="[Administrator]",
  task_order=85,
  feature="Annual Benefit Statements 2024"
)

# Task 3: Trustee review
mcp__archon__manage_task(
  action="create",
  project_id="[project-id]",
  title="ABS: Trustee review and approval",
  description="Present sample Annual Benefit Statements to trustees for review and approval.

Review points:
- Content accuracy
- Clarity of explanations
- Compliance with regulations

Deadline: 10 August 2024",
  status="todo",
  assignee="[Trustees]",
  task_order=80,
  feature="Annual Benefit Statements 2024"
)

# Task 4: Issue to members
mcp__archon__manage_task(
  action="create",
  project_id="[project-id]",
  title="ABS: Issue statements to members",
  description="Issue approved Annual Benefit Statements to all members.

Issue method:
- Email (if consent given)
- Post (all others)
- Member portal (if available)

DEADLINE: 31 August 2024 (regulatory)
Issue by: 25 August 2024 (5-day buffer)

Deadline: 25 August 2024",
  status="todo",
  assignee="[Administrator]",
  task_order=75,
  feature="Annual Benefit Statements 2024"
)
```

### Phase 4: Generate Calendar/Timeline

**Create visual timeline**:

```markdown
## Compliance Calendar 2024-2025

### June 2024
- 01 Jun: Start ABS preparation
- 15 Jun: ABS data extract deadline

### July 2024
- 01 Jul: Start Annual Report prep
- 31 Jul: ABS draft review deadline
- 31 Jul: Q1 trustee meeting

### August 2024
- 01 Aug: Start Scheme Return prep
- 10 Aug: ABS trustee approval
- 25 Aug: Issue ABS to members
- 31 Aug: **ABS REGULATORY DEADLINE**
- 31 Aug: Annual Report draft accounts

### September 2024
- Throughout: Annual Report audit
- 30 Sep: Scheme Return draft to trustees

### October 2024
- 15 Oct: Annual Report trustee approval
- 25 Oct: Submit Scheme Return (buffer)
- 25 Oct: Issue Annual Report (buffer)
- 31 Oct: **SCHEME RETURN DEADLINE**
- 31 Oct: **ANNUAL REPORT DEADLINE**
- 31 Oct: Q2 trustee meeting

### November 2024
- Review compliance for H1

### December 2024
- Plan next year's schedule

### January 2025
- 31 Jan: Q3 trustee meeting
- Start planning for 31 March 2025 year end

### March 2025
- 31 Mar: Scheme year end 2024/25
- Start next cycle
```

**Mermaid Gantt chart**:

```mermaid
gantt
    title Compliance Deadlines 2024-2025
    dateFormat YYYY-MM-DD
    section Annual Benefit Statements
    Data extraction          :2024-06-01, 14d
    Draft statements         :2024-06-15, 46d
    Trustee review          :2024-07-31, 10d
    Issue to members        :2024-08-10, 15d
    REGULATORY DEADLINE     :milestone, 2024-08-31, 0d

    section Scheme Return
    Data collection         :2024-08-01, 30d
    Draft return           :2024-09-01, 29d
    Trustee approval       :2024-09-30, 15d
    Submit to TPR          :2024-10-15, 10d
    REGULATORY DEADLINE     :milestone, 2024-10-31, 0d

    section Annual Report
    Draft accounts         :2024-07-01, 61d
    Audit                  :2024-09-01, 30d
    Trustee approval       :2024-10-01, 14d
    Issue to members       :2024-10-15, 10d
    REGULATORY DEADLINE     :milestone, 2024-10-31, 0d

    section Trustee Meetings
    Q1 Meeting            :2024-07-31, 1d
    Q2 Meeting            :2024-10-31, 1d
    Q3 Meeting            :2025-01-31, 1d
```

### Phase 5: Alert System

**Alert thresholds**:

```markdown
## Alert Configuration

### Critical Alerts (Red 🔴)
- **7 days before deadline**: Final warning
- **Missed deadline**: Immediate escalation

### Warning Alerts (Amber 🟡)
- **30 days before deadline**: Start preparation alert
- **14 days before deadline**: Urgency warning

### Information Alerts (Green 🟢)
- **60 days before deadline**: Advance notice
- **Task completed**: Confirmation
```

**Alert format**:

```markdown
🔴 **CRITICAL: Deadline in 7 Days**

**Obligation**: Annual Benefit Statements
**Deadline**: 31 August 2024
**Days Remaining**: 7
**Status**: ⚠️ Draft statements not yet approved

**Required Actions**:
1. Trustee approval URGENT
2. Printing/mailing arrangements
3. Email distribution setup

**Consequences of Missing**:
- Regulatory breach reportable to TPR
- Potential fine
- Member complaints

**Owner**: [Administrator name]
**Escalate to**: [Trustee chair]

**Related Archon Tasks**:
- Task #123: "ABS: Trustee review" (Status: doing)
- Task #124: "ABS: Issue to members" (Status: todo)
```

### Phase 6: Progress Tracking

**Weekly status report**:

```markdown
## Compliance Status Report
**Week Ending**: [Date]
**Reporting Period**: [Start] to [End]

### Upcoming Deadlines (Next 30 Days)

| Deadline | Date | Days Left | Status | Owner | RAG |
|----------|------|-----------|--------|-------|-----|
| Annual Benefit Statements | 31 Aug | 28 | On track | Admin | 🟢 |
| Trustee Meeting Q2 | 31 Oct | 52 | Scheduled | Secretary | 🟢 |

### Overdue Items

| Deadline | Date | Days Overdue | Status | Owner | Action Required |
|----------|------|--------------|--------|-------|-----------------|
| [None] | - | - | - | - | - |

### Recently Completed

| Obligation | Completion Date | Notes |
|------------|-----------------|-------|
| Q1 Trustee Meeting | 31 Jul | All agenda items completed |

### At Risk

| Deadline | Risk | Mitigation |
|----------|------|------------|
| [None currently at risk] | - | - |

### Actions Required This Week

1. [Action 1] - [Owner] - [Due date]
2. [Action 2] - [Owner] - [Due date]

### Notes

[Any relevant notes or context]
```

## Event-Driven Deadline Handling

**Trigger-based deadlines**:

### Material Changes
```
**Event**: Material change to scheme
**Trigger**: Decision made / change implemented
**Deadline**: 30 days from trigger
**Action**: Notify TPR

**Process**:
1. Identify change is "material" (check definition)
2. Create Archon task immediately
3. Prepare notification
4. Submit to TPR within 30 days
```

### Reportable Breaches
```
**Event**: Breach of pension law identified
**Trigger**: Breach identified
**Deadline**: As soon as reasonably practicable
**Action**: Report to TPR (if material significance)

**Process**:
1. Assess materiality (legal advice if uncertain)
2. If reportable, create Archon task
3. Prepare breach report
4. Submit to TPR ASAP
5. Implement remediation
```

### Member Notifications
```
**Event**: Change affecting member benefits
**Trigger**: Scheme amendment approved
**Deadline**: Within reasonable time (typically 30-90 days)
**Action**: Notify affected members

**Process**:
1. Identify affected members
2. Draft notification
3. Trustee approval
4. Issue within deadline
```

## Deadline Management Best Practices

### 1. Build in Buffer Time
```
❌ Bad: Target the regulatory deadline
✓ Good: Target 5-7 days before regulatory deadline

Example:
Regulatory deadline: 31 August
Internal deadline: 25 August
Buffer: 6 days for delays/issues
```

### 2. Break Down Large Deliverables
```
Don't create one task "Prepare Annual Benefit Statements"

Do create task chain:
1. Extract data
2. Review data quality
3. Generate statements
4. Sample checking
5. Trustee review
6. Corrections
7. Final approval
8. Printing/distribution
```

### 3. Assign Clear Ownership
```
❌ Bad: "Team to complete"
✓ Good: Specific person assigned with backup identified

Owner: [Name]
Backup: [Name]
Escalation: [Name]
```

### 4. Link to Source Regulations
```
Every deadline should reference:
- Source regulation
- Specific clause
- Interpretation guidance
- Penalty for non-compliance
```

### 5. Review Regularly
```
Weekly: Review deadlines for next 30 days
Monthly: Review full quarterly pipeline
Quarterly: Review annual calendar
Annually: Update for regulatory changes
```

## Integration with Archon

**Sync workflow**:

```bash
# Daily sync check
# Run this script daily to check upcoming deadlines

#!/bin/bash
# Check deadlines in next 7 days
# Create/update Archon tasks if needed
# Send alerts if critical deadlines approaching

# Example:
# 1. Query Apex for deadlines
# 2. Check Archon for corresponding tasks
# 3. Create tasks if missing
# 4. Update task priorities based on days remaining
# 5. Send alerts via email/Teams
```

## Integration with Other Skills

- **lgps-scheme-amendment-analyzer**: Creates deadline tasks for amendments
- **pension-calculation-validator**: Ensures ABS calculations complete on time
- **cost-report-generator**: Include compliance cost tracking
- **github-workflow**: Version control deadline templates/schedules

## Quick Commands

```bash
# Find upcoming deadlines in documents
grep -iE "deadline|due date|by [0-9]{1,2} [A-Z][a-z]+|within [0-9]+ days" *.txt

# Extract dates
grep -Eo "[0-9]{1,2}[/ -](January|February|March|April|May|June|July|August|September|October|November|December|Jan|Feb|Mar|Apr|May|Jun|Jul|Aug|Sep|Oct|Nov|Dec)[/ -][0-9]{2,4}" *.txt

# Search regulations for deadline keywords
grep -i "shall.*within\|must.*by\|deadline\|time limit" regulations.txt
```

## Summary

This skill provides comprehensive regulatory deadline tracking by:
- Extracting obligations from Neo4j Apex database
- Calculating deadlines based on scheme year end
- Creating task chains in Archon for complex deliverables
- Generating visual timelines and calendars
- Providing alert system at 60/30/14/7 day thresholds
- Tracking progress with weekly status reports
- Handling event-driven deadlines
- Integrating with Archon task management

**Use Sonnet model** - deadline tracking doesn't require Opus complexity.

Ensures nothing falls through the cracks and compliance obligations are met consistently.