Lobbi-Docs Delivery Tracker
Generate a milestone tracking structure and weekly status report template for a fixed-scope Lobbi engagement. Establishes delivery cadence, client visibility, and escalation triggers from day one.
Standard Lobbi Engagement Phases
Every fixed-scope engagement follows these phases. Adjust durations based on project complexity.
| Phase | # | Name | Standard Duration | Key Output |
|---|---|---|---|---|
| 1 | Kickoff | 1 week | Kickoff meeting, system access confirmed, project plan finalized | |
| 2 | Discovery and Design | 1–2 weeks | Workflow design document, integration specs, client approval | |
| 3 | Build Sprint 1 | 2–3 weeks | Core automation built, internal testing complete | |
| 4 | Build Sprint 2 | 1–2 weeks (if needed) | Integrations complete, exception handling, end-to-end testing | |
| 5 | User Acceptance Testing | 1–2 weeks | UAT environment delivered, client tests and approves | |
| 6 | Go-Live | 1 week | Production deployment, smoke testing, go-live confirmation | |
| 7 | Hypercare | 1–2 weeks | Monitoring, issue resolution, transition to steady state |
Milestone Tracker Template
For each milestone in the engagement, document:
| # | Milestone | Phase | Deliverables | Acceptance Criteria | Client Dependencies | Target Date | Status | Health |
|---|---|---|---|---|---|---|---|---|
| 1 | Kickoff complete | Kickoff | Kickoff meeting held; project plan shared; system access received | PM confirms all access credentials received and tested; project plan distributed | Client provides system credentials within 3 business days of contract signing | [Date] | Not Started | |
| 2 | Design approved | Discovery/Design | Workflow design document; integration spec; data mapping | Client signs off on design document | Client subject matter expert available for 2 design sessions | [Date] | Not Started | |
| 3 | Build Sprint 1 complete | Build | Core automation functional in dev environment; Lobbi internal QA passed | Lobbi QA checklist complete; PM demo to client (informational, not sign-off) | None | [Date] | Not Started | |
| 4 | Build Sprint 2 complete | Build | All integrations functional; exception handling complete; end-to-end test passed | End-to-end test log reviewed and approved by Lobbi PM | None | [Date] | Not Started | |
| 5 | UAT complete | UAT | UAT environment available to client; UAT test script provided | Client executes test script; all critical test cases pass; client signs UAT sign-off sheet | Client designates UAT testers; client commits [N] business days to UAT | [Date] | Not Started | |
| 6 | Go-live | Go-Live | Production deployment complete; smoke test passed; client operations team confirmed ready | Smoke test passed; client confirms production transactions processing correctly | Client confirms go-live date; client business team available on go-live day | [Date] | Not Started | |
| 7 | Hypercare complete | Hypercare | Hypercare period ended; known issues resolved or documented; runbook delivered | Zero critical open issues; client confirms readiness to operate independently | Client reports issues within 4 business hours during hypercare | [Date] | Not Started |
Status values: Not Started | In Progress | Complete | Blocked | At Risk
Health RAG:
- Green: On track; no issues
- Amber: Minor risk or delay; recoverable without timeline change
- Red: Significant risk; timeline impact likely or already occurring
Client Dependency Register
Track all items Lobbi needs from the client to proceed. Delays in these items extend the project timeline day-for-day.
| # | Dependency | Needed By | Needed For | Requested Date | Received Date | Status | Days Delayed |
|---|---|---|---|---|---|---|---|
| 1 | System credentials: [System] | [Date] | Build Sprint 1 start | [Date] | Pending | ||
| 2 | Subject matter expert: design sessions | [Date] | Design phase | [Date] | Pending | ||
| 3 | UAT testers designated | [Date] | UAT phase | [Date] | Pending | ||
| 4 | Go-live date confirmation | [Date] | Go-live planning | [Date] | Pending |
Weekly Status Report Template
Send every Friday by 3:00 PM to the client point of contact and copy the Lobbi account lead.
[Project Name] — Weekly Status Report Week of: [Monday date] – [Friday date] Report #: [N] Prepared by: [PM Name]
Project Health
| Overall | [Green / Amber / Red] |
| Schedule | [Green / Amber / Red] |
| Scope | [Green / Amber / Red] |
| Client Dependencies | [Green / Amber / Red] |
This Week — Completed
- [Specific accomplishment with outcome, not just activity]
- [e.g., "Completed integration between Applied EPIC and email platform — tested with 50 sample policy records, all passing"]
- [e.g., "Resolved exception handling for out-of-state policies — routing to manual review queue as designed"]
Next Week — Planned
- [What Lobbi will do next week]
- [Be specific enough that the client knows what to expect]
Milestone Status
| Milestone | Target Date | Status | Health | Notes |
|---|---|---|---|---|
| [Milestone] | [Date] | [Status] | [RAG] | [If Amber/Red: brief explanation] |
Open Decisions Needed
Items the client must decide this week for work to proceed:
| # | Decision Required | Context | Decision Needed By | Owner |
|---|---|---|---|---|
| 1 | [Decision] | [Why it's needed] | [Date] | [Client contact] |
If no decisions are currently needed, write: No client decisions required this week.
Risks and Blockers
| # | Risk / Blocker | Impact | Mitigation | Owner | Status |
|---|---|---|---|---|---|
| 1 | [Risk description] | [Timeline / scope / budget] | [What Lobbi is doing about it] | [Owner] | Active / Resolved |
If no risks or blockers, write: No open risks or blockers.
Pending Client Dependencies
| Dependency | Needed By | Status |
|---|---|---|
| [Item] | [Date] | Received / Pending — [N] days outstanding |
Next report: [following Friday date] Questions or concerns? Reply to this email or schedule time: [calendar link]
Escalation Trigger Conditions
The following conditions require escalation beyond the standard weekly status report cadence. Escalate within 24 hours by phone (not email only).
| Trigger | Escalation Action |
|---|---|
| Client dependency overdue by 3+ business days | Direct call to client sponsor + written notification of timeline impact |
| Critical blocker with no clear resolution path | Immediate call to client; engage account lead |
| Any milestone slipping by 5+ business days | Client call + revised project plan within 3 business days |
| Scope change request received | Follow change order process (see change-order-guard skill) |
| Client satisfaction concern raised by any team member | Account lead involved within 24 hours |
| Any security or data incident | Immediate notification per incident response protocol |
Kickoff Checklist
Use at project kickoff to ensure tracking infrastructure is in place before build begins.
- Milestone tracker shared with client and internal team
- Weekly status report cadence confirmed with client POC
- Client dependency register populated with all known items
- Client escalation contact (name + direct phone) confirmed
- Lobbi PM added to client communication channels (Slack, Teams, email)
- Project folder structure created (shared with client)
- First weekly status report scheduled for end of Week 1