FS-DOC-01Operations
Launch Plan
Team Performance Dashboard
[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 across four stages, what FullSpec needs from you to get started, and what your role looks like once the automation is live. FullSpec handles every technical step from connection through to deployment. Your responsibility is to grant access to your existing tools and confirm one configuration decision before the build begins. Nothing in this document requires technical knowledge.
01What you're launching
Right now, one person spends up to four hours every Monday morning manually exporting data from HubSpot and Jira, chasing team leads for missing submissions via Slack, copying figures into a Google Sheets master spreadsheet, checking for errors, updating the Looker Studio dashboard, writing a weekly summary in Notion, and distributing the final report. The automation replaces the collection, validation, and distribution steps entirely. A scheduled trigger fires at 7:00 AM each Monday, two agents handle data gathering, anomaly checking, and AI-drafted commentary, and the report reaches your Slack channel automatically once you approve the summary. The manager's role shifts from data wrangler to final reviewer, spending around 20 minutes per week instead of three and a half hours.
Process
Team Performance Dashboard: weekly data collection, validation, commentary, and distribution
Trigger
Automated schedule: every Monday at 7:00 AM
Final output
Looker Studio dashboard refreshed, AI-drafted commentary approved by manager, and report link posted to Slack
Agents being built
2 agents: Data Collection Agent and Validation and Commentary Agent
Tools involved
HubSpot, Jira, Google Sheets, Google Looker Studio, Notion, Slack
Volume
Approximately 4 reports per month, covering 6 to 12 metrics across 3 to 6 data sources
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02How the build works
The build follows four sequential stages: Connect, Build, Test, and Launch. FullSpec leads every stage. You will be asked for tool access at the start and for a single configuration decision before the build begins. Each stage has a defined set of actions, split clearly between what FullSpec does and what your team does. The four stages run across approximately four weeks of business days, assuming access is granted promptly and metric definitions are confirmed upfront.
Complexity level: Moderate. Estimated delivery: 18 to 20 business days end to end. The delivery clock starts at the close of Connect, not payment. Delays in API access provisioning or late changes to metric definitions are the most common reasons timelines stretch, so confirming both early is the single biggest thing you can do to keep the build on schedule.
1Connect
Business days 1 to 3
FullSpec
Sends you a structured access request listing every credential needed, schedules a short kick-off call to confirm metric definitions and anomaly thresholds, and documents the exact field locations for HubSpot and Jira data.
You
Grant API read access for HubSpot and Jira, share the Google Sheets and Notion workspace links, confirm which metrics are in scope and which team leads submit manually, and approve the anomaly threshold rule (for example, flag any metric that moves more than 25% week on week).
2Build
Business days 4 to 14
FullSpec
Builds the Monday 7:00 AM scheduled trigger, configures HubSpot and Jira API calls, writes the Google Sheets staging logic, and sets up the Slack reminder flow for missing manual submissions. Then builds the Validation and Commentary Agent: validation rules, anomaly detection, AI commentary draft to Notion, manager approval gate, Looker Studio refresh trigger, and the final Slack distribution step.
You
Remain available to answer any questions about specific metric definitions or Slack channel routing. No technical input is needed during this stage.
3Test
Business days 15 to 18
FullSpec
Runs the automation in parallel alongside your existing manual process for two full reporting cycles. Validates API data accuracy against your manual exports, tests the Slack reminder delivery, checks the anomaly detection logic, and confirms the approval gate behaviour before any live distribution.
You
Review the AI-drafted commentary for the two test runs and confirm it matches the tone and level of detail you expect. Flag anything that needs adjusting. Continue running the manual process as normal during this window so no report is missed.
4Launch
Business days 19 to 20
FullSpec
Switches the automation to live production mode, deactivates any test flags, confirms the Looker Studio dashboard is refreshing correctly from live data, and monitors the first two live Monday runs to catch any edge cases.
You
Stop the manual reporting process. On the first live Monday, review and approve the AI-drafted commentary in Notion as usual. Confirm with your team that the Slack distribution arrived correctly and the dashboard link is accessible.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from you or your team. The table below lists every credential or access item needed, what form it takes, and when it must be ready. Having all access confirmed before Connect closes is the single most important thing you can do to keep the build on schedule.
HubSpot
A Private App API key with read scopes for Deals, Contacts, and Pipeline. Your HubSpot admin can generate this in Settings under Integrations.
Before Connect closes
Jira
An API token for a Jira account with read access to the relevant project boards. Generated in Atlassian account settings under Security.
Before Connect closes
Google Sheets
Editor access granted to the FullSpec service account (shared by FullSpec during Connect) for the master reporting spreadsheet.
Before Connect closes
Google Looker Studio
Viewer or Editor access to the existing Looker Studio report so FullSpec can configure the data source refresh connection.
Before Connect closes
Notion
An internal integration token with read and write access to the weekly performance page and its parent workspace section.
Before Connect closes
Slack
A Slack app token or OAuth bot token with permissions to post messages in the management channel and send direct messages to team leads.
Before Connect closes
One decision you must confirm before Connect closes: the anomaly threshold rule. The Validation and Commentary Agent flags any metric that moves more than 25% week on week by default. If your business has a different sensitivity, for example 15% for pipeline metrics or 40% for fast-moving sprint counts, confirm the threshold for each metric category during your kick-off call. This setting shapes how the AI commentary prioritises what to highlight and cannot be changed mid-build without adding time.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner)
Review the AI-drafted commentary in Notion each Monday and click approve before distribution. Update metric definitions or anomaly thresholds by messaging support@gofullspec.com if your reporting scope changes. Ensure team leads are aware they still need to enter manual inputs into their assigned Google Sheets cells when prompted by Slack.
Exporting data from HubSpot or Jira, chasing team leads manually, compiling the master spreadsheet, checking for copy-paste errors, updating the Looker Studio dashboard, writing the weekly commentary from scratch, and manually distributing the report.
FullSpec
Monitors the automation for failed runs, API errors, or missed triggers. Applies fixes without downtime where possible. Notifies you proactively if a Monday run encounters an issue that requires your attention. Adjusts anomaly thresholds, Slack routing, or commentary format on request via support@gofullspec.com.
Not applicable. FullSpec handles all technical maintenance, error recovery, and platform-level updates.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The automation runs its first two live Monday cycles. The Data Collection Agent pulls from HubSpot and Jira before 7:30 AM. Slack reminders go to team leads with outstanding inputs. The AI-drafted commentary appears in Notion for your review. You approve and the Slack post fires automatically.
The report reaches the management Slack channel before your Monday stand-up, without you having opened a single tool to build it.
Month 1
Approximately 4 reports have run automatically. You will have completed 4 approval reviews averaging around 20 minutes each. The anomaly threshold tuning will have surfaced any metric movements worth adjusting. FullSpec will have resolved any early edge cases from the first live runs.
Your total Monday reporting time has dropped from roughly 3.5 hours to under 30 minutes, including the approval step. No copy-paste errors have reached the distribution stage.
Month 3
Around 12 to 13 automated reports have been delivered. The commentary quality has settled as the agent has learned which movements your team considers significant. The Looker Studio dashboard has been live and current every Monday without manual intervention. You have reclaimed approximately 44 hours of operations manager time since go-live.
The process runs without you thinking about it. Stakeholders receive a consistent, well-formatted report every Monday. The manager's attention has shifted from building the report to acting on what it says.
Next step: FullSpec will send you a short access request form within one business day of you confirming your start date. Complete it and return it to support@gofullspec.com and the Connect stage will open immediately. If you have questions before then, contact the FullSpec team at support@gofullspec.com and we will guide you through any step.
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