FS-DOC-01Operations
Launch Plan
Business KPI Dashboard
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This Launch Plan gives you a clear picture of what FullSpec is building, how the build is structured, and what you need to provide to keep things moving. FullSpec handles every technical step from API connections through to go-live testing. Your role is to supply tool access, confirm one configuration decision before build begins, and review the live output once the automation is running. Everything else is handled end to end by the FullSpec team.
01What you're launching
Right now, your ops manager spends roughly six hours every week logging into Xero and HubSpot separately, copying figures into a master Google Sheet, writing a commentary by hand, and distributing the report via Slack. Numbers are often stale before the report reaches the team, and one missed data source can quietly distort every KPI downstream. This automation replaces the data-gathering and commentary steps with three connected agents that run on a fixed weekly schedule, write results directly into your existing Google Sheet, draft an AI commentary, and deliver the finished report to your Slack channel automatically. The ops manager retains oversight of anomalies and a brief review step, reducing weekly reporting effort from around six hours to under 45 minutes.
Process
Business KPI Dashboard
Trigger
Weekly schedule fires automatically (e.g. Monday 7am) or on manual request by the ops manager
Final output
A Slack message containing headline KPIs, AI-written commentary, and a live Looker Studio dashboard link delivered to the team channel
Agents being built
3 agents: Data Collection Agent, KPI Commentary Agent, Distribution Agent
Tools involved
Xero, HubSpot, Google Sheets, Google Looker Studio, Notion, Slack
Volume
Approximately 4 full reporting cycles per month across 6 to 12 data sources
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02How the build works
The build is split into four sequential stages: Connect, Build, Test, and Launch. FullSpec owns every technical task across all four stages. Your involvement is limited to a short access-setup step at the start and a sign-off review at the end. The stages run in order and each one must be complete before the next begins, so having credentials and your confirmed KPI structure ready before Connect closes is the single biggest factor in keeping the timeline on track.
Complexity level: Moderate. Estimated delivery window: 15 to 20 business days. The delivery clock starts at the close of Connect, not payment. Connect cannot close until all tool credentials have been provided and the configuration decision in Section 03 has been confirmed.
1Connect
Business days 1 to 3
FullSpec
Reviews your existing Google Sheets structure and KPI definitions. Confirms API access scopes for Xero and HubSpot. Sets up the automation platform environment and documents the data field mapping from each source tool to its target cell in the sheet.
You
Provide read-only API credentials for Xero and HubSpot (see Section 03). Confirm the reporting schedule (day and time) and the KPI list that the dashboard must cover. Confirm the Slack channel name and the Notion workspace the commentary should publish to.
2Build
Business days 4 to 12
FullSpec
Builds and unit-tests the Data Collection Agent (Xero and HubSpot API pulls writing to Google Sheets). Builds the KPI Commentary Agent (reads sheet values, drafts plain-English summary, publishes to Notion). Builds the Distribution Agent (posts formatted Slack message with dashboard link and commentary). Wires the anomaly-detection decision step that routes out-of-range metrics to the ops manager for review before commentary is drafted.
You
Remain available to answer questions about specific KPI definitions or expected value ranges. No technical input is required at this stage. Response within one business day keeps the build on schedule.
3Test
Business days 13 to 17
FullSpec
Runs two full end-to-end reporting cycles using live data in a staging environment. Validates that all Xero and HubSpot fields map correctly to the right sheet cells. Confirms the anomaly-detection threshold triggers correctly and routes to the ops manager as designed. Checks Looker Studio refreshes after each write and that the Slack message renders with the correct format and link.
You
Review the two test reports and confirm the figures, commentary tone, and Slack message layout match your expectations. Flag any KPI that looks incorrect or any formatting change you need before go-live. This is the only review checkpoint before the automation runs live.
4Launch
Business days 18 to 20
FullSpec
Moves the automation to the live environment and sets the production schedule. Delivers the full SOP and Developer Handover Pack. Runs a walkthrough session with the ops manager covering how to adjust the reporting schedule, update KPI mappings, and handle any flagged anomalies. Monitors the first live run and confirms output is delivered correctly to Slack.
You
Attend the walkthrough session (approximately 45 minutes). Confirm the first live report looks correct and approve go-live. No further technical action is required. Ongoing responsibilities are covered in Section 04.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from your side. The table below lists exactly what to provide and when. All credentials are handled securely by the FullSpec team and used solely to build and test this automation.
Xero
A read-only API key or OAuth connection authorised at the organisation level, covering the Accounts, Invoices, and Reports endpoints.
Before Connect closes
HubSpot
A private app token with read access to Deals, Pipelines, and Contacts. No write permissions are needed.
Before Connect closes
Google Sheets
Editor access to the master KPI spreadsheet shared with the FullSpec build account (support@gofullspec.com).
Before Connect closes
Google Looker Studio
Viewer access to the existing dashboard, or confirmation that FullSpec should create a new one connected to your Sheet.
Before Connect closes
Notion
An integration token for the workspace, with access to the reporting archive page where commentary will be published.
Before Connect closes
Slack
The exact name of the Slack channel that should receive the weekly report, plus confirmation that a bot can be added to that channel.
Before Connect closes
One decision to confirm before Connect closes: you must confirm the anomaly-detection thresholds for your key KPIs. These are the percentage or absolute-value boundaries that trigger a manual ops manager review before the AI commentary is drafted. For example, a revenue figure more than 20% below the prior-week value pauses the automation and sends you a review notification. FullSpec will suggest sensible defaults based on your historical figures, but only you can confirm what counts as genuinely out of range for your business. This cannot be set after build begins without adding time to the timeline.
04Your role once live
Once the automation is live, day-to-day reporting runs without manual involvement. The table below sets out what you remain responsible for and what you no longer need to touch.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / ops manager)
Review any anomaly notifications the automation flags and decide whether the figure is correct before the commentary is released. Adjust KPI thresholds or reporting schedules as the business changes (covered in the SOP). Confirm the Looker Studio dashboard looks correct after any manual changes to the Google Sheet structure.
Logging into Xero or HubSpot to pull data. Copying figures into the spreadsheet. Writing the weekly KPI commentary. Posting the report link to Slack. Archiving reports in Notion.
FullSpec
Monitor the automation for failures or API errors and fix any issues within the agreed support window. Update API connections if a tool changes its authentication method or endpoint structure. Apply any mapping changes you request (for example, adding a new KPI source or changing the Slack channel). Respond to support queries at support@gofullspec.com.
N/A
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05What success looks like
The milestones below set realistic expectations for the first three months after go-live. The first two reporting cycles will produce less detailed AI commentary because the agents need a baseline of prior-period data before week-on-week comparisons become meaningful. From the third cycle onwards, the commentary and anomaly detection operate at full accuracy.
Timeframe
What to expect
Sign of success
Week 1
The automation runs its first two live reporting cycles. Data from Xero and HubSpot is pulled automatically, figures appear in Google Sheets without manual entry, and the Slack message is delivered on schedule. The ops manager reviews both reports and confirms the figures match expectations.
Report delivered to Slack within 10 minutes of the scheduled trigger time. Zero manual data entry required. Ops manager spends under 45 minutes total on reporting across the full week.
Month 1
The automation has run approximately four full cycles. The AI commentary is producing accurate week-on-week observations. Anomaly detection has been tested against at least one flagged metric. The ops manager is comfortable reviewing notifications and confirming or dismissing flags independently.
All four monthly reports delivered on time with no manual intervention. At least one anomaly correctly flagged and routed for review. Ops manager confirms the commentary is accurate and useful to the team.
Month 3
The automation is fully embedded in the weekly rhythm. Approximately 60 to 70 hours of manual reporting effort have been returned to the ops manager since go-live. The team treats the Monday Slack report as the single source of truth for weekly KPIs. Any threshold or schedule adjustments have been made using the SOP without requiring FullSpec involvement.
Weekly reporting time is consistently under 45 minutes. No report has been late or missing. The ops manager has used the SOP to make at least one self-serve configuration change. The business is on track for the four-month payback period on the $3,200 build cost.
Next step: share this Launch Plan with your ops manager and confirm the six credential items listed in Section 03 are ready to provide. Once credentials are in hand, contact the FullSpec team at support@gofullspec.com to open the Connect stage and start the delivery clock. The sooner Connect closes, the sooner your team stops spending Monday mornings hunting down numbers.
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