FS-DOC-01Operations
Launch Plan
New Initiative Scoping & Approval
[YourCompany.com] · Management Department · Prepared by FullSpec · [Today's Date]
This Launch Plan gives you a clear picture of what is being built, how the build unfolds week by week, what FullSpec needs from you to get started, and what your ongoing role looks like once the automation is live. FullSpec handles every technical step from connecting your tools to deploying and testing the three agents. Your role is to provide access to your existing tools, confirm one configuration decision before the build begins, and keep using the process as designed once it goes live.
01What you're launching
Right now, new initiative proposals reach your team through Slack messages, emails, and verbal conversations with no standard format and no agreed routing. Reviewers receive incomplete submissions, spend days asking clarifying questions, and leadership has no reliable way to compare competing proposals or track who approved what. This automation replaces that chaos with a single structured intake form, three agents that validate, route, and digest every submission, and a live tracker that gives leadership a clear view of the full pipeline at any time. Two human steps remain by design: the reviewer completing a structured assessment, and the founder or CEO recording the final go or no-go decision.
Process
New Initiative Scoping & Approval
Trigger
A team member submits a new initiative proposal via Google Forms
Final output
A logged Notion scoping record, an updated Google Sheets tracker, and a Slack notification to the proposer with the final leadership decision and any attached conditions
Agents being built
3 agents: Intake Validation Agent, Scoping and Routing Agent, Approval Digest Agent
Tools involved
Google Forms, Notion, Google Sheets, Slack, Gmail
Volume
8 to 15 initiative requests per month (approximately 210 runs this month)
Launch PlanPage 1 of 4
FS-DOC-01Operations
02How the build works
The build runs across five weeks and four stages. FullSpec manages everything on the technical side: configuring tool connections, building and testing each agent, and running a full end-to-end pilot with real initiatives before go-live. Your involvement at each stage is light and clearly defined below. Nothing requires technical knowledge on your part.
Complexity level: Moderate. Estimated delivery window: 5 weeks (25 business days). The delivery clock starts at the close of Connect, not payment.
1Connect
Business days 1 to 3
FullSpec
Reviews your existing initiative formats and any current scoping templates. Maps the reviewer routing rules by initiative category. Prepares the finalised Google Form and locked Notion scoping template for your review and sign-off.
You
Share examples of past initiative submissions and any existing templates. Confirm the list of initiative categories and the reviewer assigned to each. Provide tool access credentials (see Section 03).
2Build
Business days 4 to 16
FullSpec
Builds the Intake Validation Agent (completeness checks and targeted proposer follow-ups), the Scoping and Routing Agent (Notion record creation, Google Sheets logging, and Slack reviewer notification with deadline), and the Approval Digest Agent (daily Gmail digest to leadership with pending decisions and budget totals).
You
Available to answer questions about edge cases in your routing rules or initiative categories. No active tasks required during this stage.
3Test
Business days 17 to 21
FullSpec
Runs five full pilot initiatives through the complete automated flow with real reviewers. Confirms that status updates write correctly to Notion and Google Sheets, that Slack notifications reach the right reviewers, and that the Gmail digest formats correctly for leadership.
You
Nominate five real (or representative) initiative proposals to use as pilot submissions. Confirm that the digest and Slack notifications look correct when you receive them. Flag anything that does not match your expectations before go-live is confirmed.
FullSpec
Confirms all systems are live and routing correctly. Briefs your team on the new submission process. Hands over the SOP and Runbook. Monitors the first week of live runs and resolves any issues that arise.
You
Brief your team that all new initiative requests must now go through the Google Form. Communicate the change to department managers and reviewers. Confirm that the first live submission has been received and processed correctly.
Launch PlanPage 2 of 4
FS-DOC-01Operations
03What FullSpec needs from you
FullSpec needs only access to your existing tools to build and connect this automation. No technical knowledge is required on your part. The table below lists each tool, exactly what access is needed, and when you need to provide it. Everything on this list should be ready before the Connect stage closes so the build can start without delay.
Google Forms
Admin access to your Google Workspace account so FullSpec can create and configure the intake form
Before Connect closes
Notion
Admin or full-member access to the Notion workspace where scoping pages will be created and stored
Before Connect closes
Google Sheets
Editor access to the Google Sheets file used as the central initiative tracker, or permission to create a new one
Before Connect closes
Slack
A Slack app integration token with permission to send messages to the relevant channels and direct message reviewers
Before Connect closes
Gmail
OAuth access to the Gmail account that will send the daily leadership digest (typically the Operations Manager or founder inbox)
Before Connect closes
One configuration decision to confirm before Connect closes: the reviewer routing table. You must provide a confirmed list of initiative categories (for example, Product, Operations, Finance, People) and the name and Slack handle of the reviewer assigned to each category. Without this list, the Scoping and Routing Agent cannot be built and the build timeline will slip. This is the single biggest cause of delay for this process and it requires a decision from you, not from FullSpec.
04Your role once live
Once the automation is live, your day-to-day involvement in this process drops significantly. The table below sets out what each party is responsible for on an ongoing basis and what you no longer need to touch.
Role
Ongoing responsibilities
What you no longer touch
You (business owner)
Maintain the reviewer routing table when team changes occur. Record final go or no-go decisions in Notion when the daily digest arrives. Brief new team members on using the Google Form for all initiative submissions. Review the Google Sheets tracker monthly to confirm statuses are current.
Chasing reviewers for updates. Manually logging decisions or statuses. Formatting or distributing initiative summaries to leadership. Searching email threads or Slack to find the current state of a proposal.
FullSpec
Monitor the automation for errors or unexpected behaviour. Update agent logic if initiative categories or routing rules change. Apply any required updates to tool integrations when APIs change. Respond to support requests at support@gofullspec.com within one business day.
N/A
Launch PlanPage 3 of 4
FS-DOC-01Operations
05What success looks like
The outcomes below are based on the benchmark data mapped for this process and the volume of 8 to 15 initiative requests per month. Use these markers to confirm the automation is working as intended and to identify anything that needs adjustment early.
Timeframe
What to expect
Sign of success
Week 1
The first live initiative submissions arrive through Google Forms. The Intake Validation Agent catches any incomplete submissions and returns targeted follow-up messages to proposers. The Scoping and Routing Agent creates Notion records and routes to the correct reviewer. The Approval Digest Agent sends its first morning digest to leadership.
At least one full end-to-end initiative completes the automated flow without manual intervention from your team
Month 1
All incoming initiative submissions are arriving through the Google Form. The reviewer routing is working consistently across initiative categories. Leadership is receiving the daily digest and using it to make decisions rather than relying on follow-up from managers. The Google Sheets tracker reflects accurate, up-to-date statuses.
Average approval cycle time has dropped from 3 to 5 weeks to 5 to 8 business days. No proposals are being submitted outside the Google Form.
Month 3
The process is fully embedded. Proposers submit without prompting. Reviewers complete structured assessments on deadline. Leadership decisions are recorded in Notion and the tracker is the single source of truth for all initiative statuses. Time saved is tracking toward 7 hours per week and $18,200 per year in recovered staff cost.
100% of intake submissions are complete before reaching the review queue. Leadership review time is under 25 minutes per week. Payback on the $7,500 build investment is on track within 5 months.
Next step: FullSpec will send a Connect session invite within one business day of your confirmation. Before that session, gather your existing initiative templates, confirm your initiative categories, and identify the reviewer assigned to each. If you have any questions before the session, contact the FullSpec team at support@gofullspec.com.
Launch PlanPage 4 of 4