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Launch Plan
Risk Register Management
[YourCompany.com] · Management Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your end-to-end guide to getting the Risk Register Management automation live. It covers what is being built, how FullSpec runs the build, what your team needs to provide, how responsibilities split once the system is running, and how to recognise that the automation is working as intended. FullSpec handles everything on the build and configuration side. Your role is limited to providing tool access, confirming one key decision before build starts, and reviewing the output during testing.
01What you're launching
Right now your risk register lives in a Google Sheet that drifts out of date between review cycles. New risks surface in emails and hallway conversations and never get logged. The risk manager spends hours each week chasing owners for updated scores and then manually assembles the leadership report before every board meeting. This automation replaces that entire cycle with three agents that handle intake and scoring, owner nudges and escalation, and monthly report generation, leaving the risk manager with one retained step: approving any item the scoring agent flags as critical before it is promoted.
Process
Risk Register Management
Trigger
A new risk is submitted via Google Forms, or a scheduled review date is reached for an existing register item
Final output
An up-to-date Google Sheets risk register, automated owner nudges and escalations via Slack and Gmail, and a formatted monthly leadership report published to Notion and distributed by email and Slack
Agents being built
3 agents: Risk Intake and Scoring Agent, Review Chase and Escalation Agent, Risk Reporting Agent
Tools involved
Google Forms, Google Sheets, Slack, Gmail, Notion
Volume
Approximately 40 risk items reviewed or updated per month, with ad-hoc new risk submissions throughout the week
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02How the build works
FullSpec runs the build across four structured stages: Connect, Build, Test, and Launch. Each stage has a defined scope and a clear split between what the FullSpec team handles and what your team needs to contribute. The overall delivery target for this Standard build is four weeks. The build is rated Moderate in complexity, driven by the three-agent architecture, the risk scoring logic that must be trained against your specific matrix, and the multi-tool integrations across Google Sheets, Slack, Gmail, and Notion.
Complexity: Moderate. Estimated delivery window: 15 to 20 business days. The delivery clock starts at the close of Connect, not payment. Connect must be fully completed, including tool access and the confirmed risk matrix, before build time begins.
1Connect
Business days 1 to 3
FullSpec
Send the credential and access checklist. Walk you through the Connect session to confirm the risk matrix, escalation thresholds, owner routing rules, and Notion report format. Document all configuration inputs needed before build starts.
You
Provide admin access to Google Sheets, Google Forms, Slack, Notion, and Gmail. Confirm the likelihood and impact scale your business uses. Identify risk owners and preferred notification channels. Approve the agreed configuration summary before Connect closes.
2Build
Business days 4 to 14
FullSpec
Build and configure all three agents in sequence: Risk Intake and Scoring Agent (Google Forms to Google Sheets with scoring logic), Review Chase and Escalation Agent (review-date monitoring, Slack nudges, Gmail escalation), and Risk Reporting Agent (monthly Notion report generation and distribution). Set up the critical-risk human review hold step.
You
Remain available to answer any clarifying questions about owner assignments, edge-case risk categories, or report formatting preferences. No technical input is required during this stage.
3Test
Business days 15 to 18
FullSpec
Run end-to-end tests using sample risk submissions. Verify scoring logic against the agreed matrix, confirm Slack and Gmail notifications fire correctly, test the 48-hour escalation window, and generate a sample Notion report for review. Resolve any issues before handoff.
You
Review the sample Notion report and confirm it matches the expected format for leadership. Submit one or two real-world test risks through Google Forms and confirm the register is updated and notifications received correctly. Flag any output that does not match expectations.
4Launch
Business days 19 to 20
FullSpec
Switch the automation to live on the agreed go-live date. Migrate any existing open risk items from the current register into the new automated register. Confirm all triggers are active and monitoring is in place. Deliver the SOP and hand over the operating guide.
You
Notify risk owners that the new intake form and Slack notifications are now active. Direct any new risks to Google Forms from this point forward. Confirm receipt of the SOP and log the support contact (support@gofullspec.com) for any post-launch queries.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from your team at any stage. The table below lists exactly what is needed per tool and when it must be provided. All access should be ready before Connect closes so the delivery clock can start without delay.
Google Forms
Admin access to the existing risk intake form, or permission to create a new one in your Google Workspace
Before Connect closes
Google Sheets
Editor access to the existing risk register sheet, or a blank sheet in the shared drive where the register will be created
Before Connect closes
Slack
Workspace admin to install the automation bot and configure message routing to the relevant channels and direct message users
Before Connect closes
Notion
Admin access to the workspace where the monthly leadership report page will be created and published
Before Connect closes
Gmail
A shared or role-based email address (e.g. risk@[YourCompany.com]) to send escalation emails and report distributions, with SMTP or OAuth access enabled
Before Connect closes
The one decision you must confirm before Connect closes: the risk scoring matrix. The Risk Intake and Scoring Agent cannot be built until the likelihood scale (e.g. 1 to 5), the impact scale (e.g. 1 to 5), the thresholds that define low, medium, high, and critical, and the rules for who is assigned as owner by risk category are all documented and agreed. If this is not yet written down, the FullSpec team will guide you through defining it during the Connect session. Nothing moves to Build until this is signed off.
04Your role once live
Once the automation is live, the split of ongoing responsibilities is straightforward. The table below shows what your team continues to own and what the automation handles on your behalf, with FullSpec monitoring the system and standing by for any changes or issues.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / risk manager)
Review and approve any risk the scoring agent flags as critical before it is escalated. Update the risk matrix or owner list when the business changes. Read the monthly Notion report and act on escalated items. Contact support@gofullspec.com for any change requests.
Manual data entry into the register. Weekly reminder emails to risk owners. Chasing overdue responses. Copying data into the monthly leadership report. Archiving previous register versions.
FullSpec
Monitor automation runs for errors or missed triggers. Apply configuration changes when the risk matrix or owner routing rules are updated. Maintain integrations if any connected tool changes its API or authentication method. Respond to support queries at support@gofullspec.com.
Not applicable. FullSpec does not own any business decision within the risk register. All approvals and escalation responses remain with your team.
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05What success looks like
The table below sets out realistic expectations for the first three months after go-live. These milestones are based on the confirmed volume of approximately 40 risk items per month and the process benchmarks established during mapping.
Timeframe
What to expect
Sign of success
Week 1
New risks submitted via Google Forms are logged to the register within minutes. Risk owners begin receiving Slack notifications instead of manual emails. The risk manager handles one or two critical-flag reviews but sends no reminder emails manually.
Zero manual register entries made by the risk manager. At least one Slack nudge received and acted on by a risk owner.
Month 1
The full review cycle completes without manual chasing. Overdue items drop from an average of 6 to 12 down to under 2. The first automated Notion leadership report is generated and distributed on the last business day of the month, replacing the 60-minute manual preparation.
Monthly report delivered on time with no manual input. Risk manager confirms the register reflects current reality without any manual updates.
Month 3
The automation is running fully in the background. Approximately 55 hours of manual work have been saved since go-live. The risk manager's weekly time on this process has dropped from 5.5 hours to around 1.1 hours. The register is audit-ready with a complete timestamp trail.
Risk manager reports confidence in the register accuracy. Leadership team receives the report without a preparation request. Overdue items remain consistently below 2 at any point in the month.
If anything is not working as expected at any point after go-live, contact the FullSpec team at support@gofullspec.com. Include a brief description of what you expected to happen and what actually occurred, and the team will investigate and resolve it promptly.
Next step: the FullSpec team will send you the Connect session invitation and the tool access checklist within one business day of this document being confirmed. Please have your Google Workspace admin and Slack workspace admin available for the Connect session, and bring any existing documentation of your risk scoring matrix. Once Connect closes and all access is confirmed, the build begins immediately.
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