Delivery Handoff

Delivery Handoff

Workflow purpose

Turn a Procore construction project at TCO/CO into an operating, leasable asset with auditable handoff completion across AppFolio (operating), Intacct (financial closeout), master data crosswalks (data platform), the vendor master (construction subs out, operating service vendors in), and the warranty + as-built documentation registry. The workflow does not execute setup steps in vendor systems; it composes the handoff checklist, validates each item's completion against the source-of-truth matrix, and routes gated items through workflows/owner_approval_routing. Handoff is not complete until every item is within the tolerance band on reconciliation_tolerance_band.yaml and development_lead has signed off. On completion, workflows/lease_up_first_period is triggered to pick up the first operating period for the newly-active property.

Trigger conditions

• Explicit: "delivery handoff for {project}", "open delivery handoff package for {property}", "close the delivery handoff for {dev_project}", "handoff status for {project}".
• Implicit: Procore schedule_milestone fires temp_co_received or final_co_received AND units_ready_for_lease >= 1 (Handoff 8 in reference/connectors/_core/stack_wave4/lifecycle_handoffs.md). Alternatively, AppFolio records a C/O for a property currently at lifecycle_stage=pre_takeover or construction. Either trigger activates the same workflow instance.
• Recurring: none. Strictly event-driven.

Inputs (required / optional)

Outputs

Required context

asset_class, segment, form_factor, lifecycle_stage (development or construction at trigger, transitioning to lease_up), management_mode, market, property_id, construction_project_id, dev_project_id, org_id. jurisdiction required for C/O recording and any permitting signoffs.

Process

1. Receive delivery trigger. Consume the Procore TCO/CO milestone (temp_co_received or final_co_received with units_ready_for_lease >= 1) per Handoff 8 in lifecycle_handoffs.md. Alternatively consume the AppFolio C/O record for the property. If both arrive, reconcile via stack_reconciliation_matrix.md::recon_pc_to_af_at_delivery. If neither trigger is valid, refuse.
2. Load baseline. Pull canonical development_project, construction_project, capex_project, placeholder property, and the unit roster drafted from construction drawings. Per source_of_truth_matrix.md, Procore is primary for construction_project and schedule_milestone; AppFolio is primary for property once operating.
3. TCO/CO recording. Verify the certificate of occupancy has been received and recorded in AppFolio. If only temp CO is in hand, classify the handoff as partial_delivery and run in partial_mode_behavior until final CO recorded.
4. Punchlist state review. Read the Procore punchlist; compute punchlist_closeout_rate (existing; see _core/metrics.md). Outstanding p1/p2 punchlist items block operating handoff for units with those items; cite punchlist_sla__middle_market.csv for SLA band.
5. Retainage release schedule. Confirm the retainage release plan per trade, target release date, and trigger condition. Compute retainage_release_lag_days (proposed). Outside-band items flagged for reporting_finance_ops_lead.
6. Rent-roll transition. Move the AppFolio unit roster from the lease-up plan (hypothetical units per development) to active (real units available for lease). Unit count must match construction drawings exactly per appfolio_pms.dq_rules.yaml::ap_lease_up_setup_complete. Mismatch is a blocker.
7. Vendor rationalization (construction subs vs operating service vendors). For each construction sub: confirm archived / flagged as non-operating in vendor_master_crosswalk.yaml. For each new operating vendor: run identity resolution per master_data/identity_resolution_framework.md; emit proposed additions or merges. Count goes to vendor_rationalization_count (proposed, shared with acquisition_handoff).
8. Warranty package handoff. Read the warranty package; confirm GC warranty start date + manufacturer warranties + effective windows are all captured. Track warranty_package_completeness (proposed). Missing warranty items escalate via row 17.
9. System as-built documentation. Confirm drawings, specifications, systems manuals, commissioning reports are in the docs registry. Track as_built_doc_completeness (proposed). Incomplete packages escalate via reporting_finance_ops_lead.
10. Capex project closeout in Intacct. Verify final cost ledger, change-order summary, retainage status, and contingency closeout are posted in Intacct per source_of_truth_matrix.md row capex_project: procore for scope/commitments; intacct for posted spend. Track capex_closeout_lag_days (proposed). Row 11 approval required for major capex closeout.
11. dev_project_crosswalk closure. Close the dev_project_crosswalk.yaml row by linking procore_project_id -> property_id; per survivorship_rules.md::dev_project_default. Track dev_project_crosswalk_closure_lag_days (proposed).
12. property_master_crosswalk transition. Propose the lifecycle_stage transition (pre_takeover or construction -> lease_up) in property_master_crosswalk.yaml. Proposed rows are staged and only merged after approval; see survivorship_rules.md.
13. Lease-up pricing policy seeded. Confirm the opening lease-up pricing policy has been seeded via workflows/market_rent_refresh or equivalent. Required approval gate before lease_up_first_period can run.
14. Handoff-lag screen. Compute tco_to_first_unit_ready_days (proposed), cco_to_first_lease_days (proposed), and per-workstream lag against handoff_lag_threshold_days from reconciliation_tolerance_band.yaml. Any breach routes to workflows/owner_approval_routing row 7.
15. Completeness score. Compose delivery_handoff_completeness_score (proposed) as weighted completion of the checklist (weights per overlay).
16. Sign-off packet. Assemble the development_lead sign-off packet with the checklist, scorecard, blocker memo, and crosswalk drafts. Route via workflows/owner_approval_routing row 7.
17. Trigger lease_up_first_period. On final sign-off, emit the event payload for workflows/lease_up_first_period to pick up the first operating period for the now-active property.
18. Confidence banner. Surface as_of_date and status tags for every reference file and crosswalk referenced; cite the lifecycle_handoffs.md handoff id for Handoff 8.

Metrics used

• cco_to_first_lease_days (proposed: true) — days from final CO recording to first executed lease on the property; grain=property, unit=days, time_basis=event_stamped.
• tco_to_first_unit_ready_days (proposed: true) — days from temp CO to first unit marked ready-to-lease in AppFolio; grain=property, unit=days.
• delivery_handoff_completeness_score (proposed: true) — weighted completion of the delivery handoff checklist; grain=property, time_basis=as_of_date.
• punchlist_closeout_rate (existing; see _core/metrics.md) — percent of punchlist items closed at handoff; grain=project.
• retainage_release_lag_days (proposed: true) — days between release trigger met and actual release; grain=project, unit=days.
• warranty_package_completeness (proposed: true) — percent of required warranty docs on file; grain=property, unit=percent.
• as_built_doc_completeness (proposed: true) — percent of required as-built docs on file; grain=property, unit=percent.
• vendor_rationalization_count (proposed: true) — count of vendor master rows rationalized at delivery handoff (construction subs archived + operating vendors onboarded); grain=property.
• capex_closeout_lag_days (proposed: true) — days between final sign-off target and capex closeout posted in Intacct; grain=project, unit=days.
• dev_project_crosswalk_closure_lag_days (proposed: true) — days between delivery trigger and dev_project_crosswalk.yaml row closure; grain=project, unit=days.
• lease_up_pace_post_delivery (existing; see _core/metrics.md) — units leased per week after TCO; surfaced as the downstream handoff metric into lease_up_first_period.

Proposed metrics will be lifted into _core/metrics.md in a dedicated change-log entry before the workflow is promoted beyond draft.

Reference files used

• reference/connectors/_core/stack_wave4/lifecycle_handoffs.md — handoff definitions (Handoff 8).
• reference/connectors/_core/stack_wave4/source_of_truth_matrix.md — primacy rules for development_project, construction_project, capex_project, property, schedule_milestone.
• reference/connectors/_core/stack_wave4/stack_reconciliation_matrix.md — recon_pc_to_af_at_delivery blocker-severity check.
• reference/connectors/adapters/procore_construction/manifest.yaml, dq_rules.yaml, reconciliation_checks.yaml — source shape; pc_to_af_handoff check cited.
• reference/connectors/adapters/appfolio_pms/manifest.yaml, dq_rules.yaml — ap_lease_up_setup_complete rule cited.
• reference/connectors/adapters/sage_intacct_gl/manifest.yaml — GL primary for capex posted spend and closeout.
• reference/connectors/adapters/dealpath_deal_pipeline/manifest.yaml — Dealpath governance signoffs for development project.
• reference/connectors/master_data/property_master_crosswalk.yaml, dev_project_crosswalk.yaml, capex_project_crosswalk.yaml, vendor_master_crosswalk.yaml — crosswalks the workflow proposes rows for / closes.
• reference/connectors/master_data/identity_resolution_framework.md, survivorship_rules.md — identity and survivorship policy (specifically dev_project_default and capex_project_default).
• reference/normalized/schemas/reconciliation_tolerance_band.yaml — handoff-lag bands.
• reference/normalized/approval_threshold_defaults.csv — approval thresholds (rows 4, 7, 11, 17, 19).
• reference/normalized/punchlist_sla__middle_market.csv — punchlist SLA band for p1/p2 items at delivery.

Escalation points

• Handoff lag. Any workstream exceeding handoff_lag_threshold_days escalates to development_lead -> asset_mgmt_director and opens approval_request row 7.
• Missing required approver. If the development_lead sign-off cannot be routed (role vacant per approver roster), escalates per row 17.
• Vendor master conflict. Unresolved duplicate or survivorship conflict goes to master_data/unresolved_exceptions_queue.md and routes to row 19.
• Warranty package incomplete. Missing warranty documentation escalates to development_lead + legal counsel per row 17.
• TCO before punchlist complete. Temp CO received while p1/p2 punchlist items are open on units proposed for lease. Escalates to development_lead + construction_manager per row 4 (safety-critical maintenance decision). Workflow runs in partial_mode_behavior.
• Capex closeout drift. Major capex closeout posting lag in Intacct beyond band routes to reporting_finance_ops_lead per row 11 (change-order threshold class).
• Doc package incomplete. As-built package below completeness threshold routes to reporting_finance_ops_lead.

Required approvals

• development_lead_handoff_signoff — terminal approval that marks delivery handoff complete. Required for every delivery. Row 7 policy.
• capex_project_closeout_in_intacct — row 11 (major CO / capex closeout) for the final capex posting in Intacct.
• warranty_package_acceptance — row 17 (policy-marked, legal review of warranty terms prior to acceptance).
• lease_up_pricing_policy_seeded — row 13 (pricing policy above / at policy) for the opening lease-up pricing structure.
• Crosswalk row transitions and closures (property_master, dev_project, capex_project, vendor_master): routed via workflows/owner_approval_routing per survivorship_rules.md.

Failure modes

1. Silent lifecycle_stage advance. Property flipped to lease_up in AppFolio without Procore TCO/CO primacy confirmation. Fix: recon_pc_to_af_at_delivery is a blocker-severity check; workflow halts on mismatch.
2. Unit roster mismatch. AppFolio unit roster differs from construction drawings. Fix: ap_lease_up_setup_complete dq rule gates; refuse until reconciled.
3. Punchlist ignored. Operating handoff marked complete while p1/p2 items open on proposed-lease units. Fix: workflow refuses unit-by-unit handoff for affected units; escalates via row 4.
4. Warranty package incomplete. Delivery marked complete without warranty coverage in docs registry. Fix: conditional required input; warranty_package_acceptance approval gate.
5. Capex closeout drift. Capex project closed in Procore but not posted in Intacct. Fix: capex_closeout_lag_days tracked; row 11 approval required.
6. dev_project_crosswalk left open. Row never closes; procore_project_id and property_id never linked in canonical crosswalk. Fix: closure is a mandatory checklist item.
7. Construction subs not archived. Construction subs remain active in operating vendor master. Fix: vendor rationalization step is required; vendor_master_conflict escalation.
8. Operating vendors not onboarded. Handoff complete but no operating service vendors on file. Fix: operating vendor list is a required input; gap surfaces in handoff checklist.
9. Stale confidence banner. as_of_date references older than the TCO/CO date without acknowledgement. Fix: banner required per overlay staleness rule.
10. lease_up_first_period triggered prematurely. Downstream workflow fires before sign-off completes. Fix: trigger is gated on terminal sign-off.

Edge cases

• Late deal close. Not applicable (delivery is a development event, not an acquisition event). For acquisition path late close see workflows/acquisition_handoff.
• Multi-asset deal split. For development, one deal spawns one or more properties. The workflow opens one delivery-handoff instance per property delivered; parent development_project carries union status across siblings.
• Dev TCO before punch list complete. The workflow runs in partial_mode_behavior. TCO-proven units with no open p1/p2 items may be marked ready-to-lease; other units remain pre-lease until punchlist closed. tco_to_first_unit_ready_days computed on first-ready unit.
• Partial delivery. Phase-1 delivery ahead of phase-2: one delivery handoff per phase; property_master_crosswalk row updates lifecycle_stage only for the unit set delivered. dev_project_crosswalk closure deferred until final phase delivery unless survivorship_rules.md::dev_project_phase_closure allows per-phase close.
• Vendor master not rationalized. Delivery proceeds for operating rent-roll activation while vendor rationalization remains in_progress; vendor_rationalization_count tracks. Sign-off allowed only if rationalization deferred via row 19 waiver.
• Crosswalk row not created on time. dev_project_crosswalk_closure_lag_days breach triggers data-platform escalation; the workflow refuses final sign-off.
• Lender notification missed. Lender construction-to-permanent conversion is a distinct workflow; delivery handoff only emits the operating-property readiness signal. A missing lender conversion flag on the dev_project_crosswalk row routes to reporting_finance_ops_lead.
• Insurance gap during transition. Builder's risk policy ending vs. operating property policy effective date. Mid-handoff gap triggers immediate row 17 escalation; rent-roll activation halts for any insurance-dependent checklist item.
• PMA execution lag. Not applicable to delivery (PMA, if TPM, executed at acquisition or dev-deal activation).
• property_master_crosswalk row not merged. If a proposed transition row conflicts with an existing canonical_id or the review is stalled, the item lands in master_data/unresolved_exceptions_queue.md with reviewer: regional_ops_director.
• Final CO delayed past temp CO by >band. The workflow escalates via row 4; partial operating handoff may continue for already-TCO'd units.
• Warranty start-date ambiguity. If GC warranty and manufacturer warranties have different start-date triggers (e.g., substantial completion vs. individual-unit completion), escalate to legal per row 17.
• Capex overrun at closeout. Final posted spend > approved budget + contingency. Row 11 approval gate required before closeout can be marked complete.

Example invocations

1. "Run the delivery handoff for dev_project dev_chs_010_gu_2024 (Greystone Commons). Temp CO received 2026-04-02."
2. "Status of the Greystone delivery handoff — flag any items outside the lag band."
3. "Open the handoff sign-off packet for the development_lead for project dev_chs_010_gu_2024."

Example outputs

Output — Delivery handoff checklist (abridged, Greystone Commons dev_chs_010_gu_2024)

Handoff id. Handoff 8 per lifecycle_handoffs.md.

TCO/CO recording. complete. Temp CO recorded 2026-04-02; final CO targeted 2026-04-30. Partial mode while final CO pending.

Punchlist state. in_progress. punchlist_closeout_rate=87%. All p1/p2 items closed on the first 24 units proposed for lease; other units carry minor cosmetic items.

Retainage release schedule. complete. Per-trade schedule on file; retainage_release_lag_days=2 (within band).

Rent-roll transition. complete. AppFolio unit roster activated for the 24 TCO'd units; remaining 48 units staged. ap_lease_up_setup_complete check passed for the TCO'd set.

Vendor rationalization. in_progress. 9 construction subs archived; 7 of 11 operating vendors onboarded. vendor_rationalization_count=16 (9 archived + 7 onboarded).

Warranty package. complete. GC warranty + 12 manufacturer warranties on file; all start dates captured. warranty_package_completeness=100%.

As-built documentation. complete. Drawings, specs, systems manuals, commissioning reports in registry. as_built_doc_completeness=98% (one minor spec pending).

Capex closeout in Intacct. in_progress. Final cost ledger posted; contingency closeout pending row 11 approval. capex_closeout_lag_days=5.

dev_project_crosswalk closure. in_progress. procore_project_id -> property_id linkage drafted; pending reviewer approval. dev_project_crosswalk_closure_lag_days=3.

property_master_crosswalk transition. in_progress. Draft row transitioning lifecycle_stage from pre_takeover to lease_up for the TCO'd unit set; pending approval.

Lease-up pricing policy seeded. complete. Seeded via workflows/market_rent_refresh; row 13 approval on file.

Handoff completeness score. delivery_handoff_completeness_score=0.86.

Lag days. tco_to_first_unit_ready_days=3; cco_to_first_lease_days=n/a (final CO pending).

Open blockers. Operating vendor identity resolution for 4 rows; property_master_crosswalk + dev_project_crosswalk reviewer approval; capex contingency closeout row 11.

ApprovalRequest. Terminal sign-off packet assembled; routed to development_lead via workflows/owner_approval_routing row 7.

lease_up_first_period trigger. Gated on terminal sign-off; payload staged.

Confidence banner. dev_project_crosswalk@2026-03-31 (sample); capex_project_crosswalk@2026-03-31 (sample); property_master_crosswalk@2026-03-31 (sample); vendor_master_crosswalk@2026-03-31 (sample); source_of_truth_matrix@wave_4_authoritative; stack_reconciliation_matrix@wave_4_authoritative; reconciliation_tolerance_band@2026-03-31 (starter); procore_construction@wave_4 (stub); appfolio_pms@wave_4 (stub); punchlist_sla__middle_market@2026-03-31 (starter). Blocking rules cited: recon_pc_to_af_at_delivery, ap_lease_up_setup_complete, pc_to_af_handoff (none fired as blocker; one confidence-reduced in partial-mode on final CO pending).