Pto Plan

PTO Plan

Build a PTO Coverage Plan Google Doc: key priorities with lead delegates, meeting coverage (optional or delegate), and a delegate roster with directory emails.

Reference example: Veronica's PTO Coverage Plan

Prerequisites

1. gws CLI authenticated (gws auth status). Scopes: tasks, calendar, gmail.modify, documents, drive.
2. Read ME.md at the project root (if present) for name, title, and contact context.
3. Read TEAM.md at the project root (if present) for workstream context.
4. Dataverse MCP (user-Dataverse) — delegate email addresses from RoverPeople directory.

Workflow

PTO Plan:
- [ ] Step 1: Confirm PTO dates
- [ ] Step 2: Gather context
- [ ] Step 3: Score and assign delegates
- [ ] Step 4: Dataverse email lookup
- [ ] Step 5: Compose coverage document
- [ ] Step 6: Create Google Doc
- [ ] Step 7: Confirm with user

Step 1 — Confirm PTO dates

Require start and end dates (inclusive). If the user did not provide them, ask before proceeding.

Optional inputs: --days email lookback (default 30), --timezone (default America/New_York).

Step 2 — Gather context

python3 ~/.cursor/skills/pto-plan/scripts/gather_pto_context.py \
  --start-date "2026-07-14" \
  --end-date "2026-07-18" \
  --format json

Output includes:

• priorities — Group 1 (Urgent and Important) tasks with delegateCandidates
• meetings — calendar events during PTO with delegateCandidates and suggestedCoverage
• allDelegateEmails — emails needing Dataverse lookup
• warnings — auth or data gaps

If the script fails, follow the manual fallback in reference.md.

Step 3 — Score and assign delegates

For each priority and meeting:

1. Lead delegate = highest-scoring delegateCandidates entry (email + meeting traffic on the workstream topic).
2. Prefer Red Hat (@redhat.com) teammates who appear in both email threads and meeting invites for that topic.
3. Do not assign the requester, Lauren Gray (lwgray526@gmail.com), calendar bots, or noreply addresses.
4. If no strong candidate exists, mark [needs delegate — confirm with manager]; do not guess names.

Meeting coverage (every PTO meeting gets exactly one):

Override suggestedCoverage from the gather script when context clearly supports a different choice.

Step 4 — Dataverse email lookup

For every delegate in allDelegateEmails, use dataverse-people-lookup to resolve name, title, and email (MAIL field). Save results to /tmp/pto-delegates.json:

{
  "jane.doe@redhat.com": {
    "name": "Jane Doe",
    "title": "Director, ...",
    "email": "jane.doe@redhat.com"
  }
}

Re-run gather with delegate map if needed:

python3 ~/.cursor/skills/pto-plan/scripts/gather_pto_context.py \
  --start-date "2026-07-14" \
  --end-date "2026-07-18" \
  --delegates-json /tmp/pto-delegates.json \
  --format json

Step 5 — Compose coverage document

Write the plan body to /tmp/pto-plan-body.txt using the document template. Use ME.md for the requester name/title. Synthesize priority notes from task notes, linked emails, and TEAM.md (if present). Mark unknowns [needs input]; do not invent status.

Step 6 — Create Google Doc

python3 ~/.cursor/skills/pto-plan/scripts/create_pto_doc.py \
  --title "PTO Coverage Plan — Chris Gray — July 14–18, 2026" \
  --body-file /tmp/pto-plan-body.txt

If Docs scope is missing, save the body as a markdown file in the project notes/ folder and share the path with the user.

Step 7 — Confirm with user

Report:

• PTO date range and priority count
• Meeting count (optional vs delegated)
• Delegate roster summary
• Link to the new Google Doc
• Any [needs delegate] or [needs input] items to resolve before PTO

Document template

Match the Veronica example structure:

PTO Coverage Plan
{Name} — {Start Date} through {End Date}

Prepared: {today's date}
Title: {title from ME.md}

---

OVERVIEW

I will be out of office from {start} through {end}. This document outlines coverage for key workstreams and meetings during my absence.

---

KEY PRIORITIES & LEAD DELEGATES

| Priority / Workstream | Context / Next Steps | Lead Delegate | Email |
| --- | --- | --- | --- |
| {Group 1 task title} | {brief status from notes/email} | {Name} | {email@redhat.com} |
...

---

MEETING COVERAGE

| Date | Time | Meeting | Coverage |
| --- | --- | --- | --- |
| {date} | {time} | {title} | Chris optional |
| {date} | {time} | {title} | Delegate: {Name} ({email}) |
...

---

DELEGATE ROSTER

| Name | Email | Title | Covering |
| --- | --- | --- | --- |
| {Name} | {email} | {title from Dataverse} | {priorities and meetings} |
...

---

NOTES

- {Any handoff notes, escalation paths, or open decisions}

Quality rules

• Group 1 only for key priorities unless the user asks to include Group 2.
• Every delegate must have an email from Dataverse; do not use display names alone.
• Facts trace to gathered tasks, calendar, email, or TEAM.md; do not fabricate project status.
• Deduplicate delegates in the roster; one row per person with combined coverage areas.

Example prompts

• "PTO plan for July 14–18"
• "Create my out-of-office coverage plan"
• "Who should cover my priorities while I'm on PTO next week?"

Additional resources

• reference.md — gws commands, scoring rules, manual fallback
• TEAM.md at project root — workstream context (if present)
• Veronica example doc