510 lines
14 KiB
Markdown
510 lines
14 KiB
Markdown
# RE Workflow Management System - Executive Summary for Kickoff
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**Non-Templatized Approval Workflows**
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**Date:** October 17, 2025
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**Meeting Purpose:** Finalize Technical Approach & Resolve Conflicts Before Development
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---
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## 📊 Document Comparison Overview
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We have reviewed two key documents for this project:
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| Document | Focus | Date | Status |
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|----------|-------|------|--------|
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| **Streamlined Approvals SRS** | Detailed requirements for non-templatized workflows | Oct 13, 2025 | ✅ Complete |
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| **BPM Platform Proposal** | Technical approach for multiple RE projects | Earlier | ⚠️ Partial conflict |
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---
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## 🚨 CRITICAL: 3 Major Conflicts Requiring Immediate Decision
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### **Conflict #1: Frontend Technology**
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| Source | Technology | Pros | Cons |
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|--------|-----------|------|------|
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| **SRS** | React.js | Flexible, large community | Need to build routing, SSR manually |
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| **Proposal** | Next.js | Built-in SSR, routing, SEO, faster | Slightly steeper learning curve |
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**✅ RECOMMENDATION: Next.js**
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- Better performance out of the box
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- Modern enterprise standard
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- Built-in features save development time
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**👉 DECISION REQUIRED:** [ ] React.js [ ] Next.js
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---
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### **Conflict #2: Database**
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| Source | Technology | Best For | Concern |
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|--------|-----------|----------|---------|
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| **SRS** | PostgreSQL | Structured data, ACID transactions | Need proper schema design |
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| **Proposal** | MongoDB | Flexible schema, rapid changes | Eventual consistency, complex queries harder |
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**✅ RECOMMENDATION: PostgreSQL**
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- Approval workflows need ACID compliance
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- Multi-level hierarchy requires relational structure
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- TAT tracking and audit trails need data integrity
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- User roles are structured data
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**👉 DECISION REQUIRED:** [ ] PostgreSQL [ ] MongoDB
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---
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### **Conflict #3: BPM Platform vs Custom Development**
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| Approach | Description | Pros | Cons |
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|----------|-------------|------|------|
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| **BPM Platform** (Camunda/Newgen) | Use existing workflow engine | Pre-built features, visual designer | Licensing cost, learning curve, less UI flexibility |
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| **Custom Development** | Build from scratch | Full control, exact Figma match, no licensing | More dev time, need to build workflow engine |
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**✅ RECOMMENDATION: Custom Development**
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- SRS requires "non-templatized" workflows (BPM is better for templates)
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- Highly customized UI requirements (Figma designs)
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- Dynamic approval levels (1-10) easier to build custom
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- No licensing costs
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**👉 DECISION REQUIRED:** [ ] BPM Platform [ ] Custom
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---
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## ✅ What's CONFIRMED & Aligned
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Both documents agree on:
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| Component | Technology | Status |
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|-----------|-----------|--------|
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| **Backend** | Node.js | ✅ Confirmed |
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| **Authentication** | SSO with Active Directory | ✅ Confirmed |
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| **File Storage** | Cloud storage (GCS) | ✅ Confirmed |
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| **Security** | JWT, SSL, HTTPS | ✅ Confirmed |
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| **Infrastructure** | 1 VM, 4-Core, 16GB, Ubuntu 24.04 | ✅ Confirmed |
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| **Approval Pattern** | Multi-level, sequential | ✅ Confirmed |
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| **TAT Tracking** | Per-level with reminders | ✅ Confirmed |
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---
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## 📋 RECOMMENDED Technology Stack (Final)
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### **✅ Frontend**
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```
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Framework: Next.js 14+ (App Router)
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UI Library: React 18+
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State Management: Redux Toolkit
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Styling: Tailwind CSS + Shadcn UI
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Forms: React Hook Form + Zod
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Rich Text Editor: Tiptap
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File Upload: React Dropzone
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HTTP Client: Axios
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```
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### **✅ Backend**
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```
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Runtime: Node.js 20 LTS
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Framework: Express.js
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Language: TypeScript
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API Style: RESTful
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Authentication: JWT (JSON Web Tokens)
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ORM: Prisma (for PostgreSQL)
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Email: Nodemailer + SMTP
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Job Scheduler: Node-cron (for TAT reminders)
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Logging: Winston
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```
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### **✅ Database**
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```
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Primary: PostgreSQL 15+
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Caching: Redis (optional)
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```
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### **✅ Infrastructure**
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```
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Cloud: Google Cloud Platform (GCP)
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Compute: 1 VM - Ubuntu 24.04 LTS
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4-Core, 16GB RAM, 500GB SSD
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Storage: Google Cloud Storage (GCS)
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Web Server: Nginx (reverse proxy)
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Process Manager: PM2
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SSL: Let's Encrypt or GCP Managed
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```
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### **✅ AI Integration**
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```
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Service: OpenAI GPT-4 (or Azure OpenAI)
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Purpose: Generate conclusion remarks
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```
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### **✅ DevOps**
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```
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Repository: GitHub / GitLab
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CI/CD: GitHub Actions
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Monitoring: Google Cloud Monitoring + Sentry
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Testing: Jest + React Testing Library + Playwright
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```
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---
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## 🔐 Critical Dependencies (BLOCKERS)
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These MUST be provided before development can begin:
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### **1. SSO Integration (CRITICAL)**
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- [ ] SSO endpoint URL
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- [ ] Integration documentation
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- [ ] Client ID and Client Secret
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- [ ] Test environment access
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- [ ] 10-15 test user accounts
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- [ ] Sample JWT token structure
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**Without this:** ❌ Cannot implement login
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---
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### **2. Active Directory Access (CRITICAL)**
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- [ ] AD integration method (LDAP / Graph API / Custom API)
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- [ ] Service account credentials
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- [ ] AD schema documentation (available fields)
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- [ ] Sample AD query response
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**Without this:** ❌ Cannot implement @tagging feature
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---
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### **3. Database (CRITICAL)**
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- [ ] Database server hostname and port
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- [ ] Database name, username, password
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- [ ] PostgreSQL version
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- [ ] Connection string
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**Without this:** ❌ Cannot persist any data
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---
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### **4. GCP Infrastructure (CRITICAL)**
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- [ ] GCP project access (IAM permissions)
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- [ ] VM IP address / hostname
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- [ ] SSH access credentials
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- [ ] GCS bucket name and credentials
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**Without this:** ❌ Cannot deploy application
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---
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### **5. Email Service (HIGH PRIORITY)**
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**⚠️ CLARIFICATION NEEDED:**
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- SRS says: "Optional email integration"
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- Proposal assumes: Email is required
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**👉 DECISION REQUIRED:** Is email mandatory or optional?
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If **mandatory**, need:
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- [ ] SMTP host, port, credentials
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- [ ] Sender email address (e.g., `workflow-noreply@royalenfield.com`)
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- [ ] Daily sending limits
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- [ ] Email template designs (HTML)
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**Without this:** ⚠️ Cannot send notifications
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---
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### **6. AI Service (MEDIUM PRIORITY)**
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- [ ] AI service selection (OpenAI / Azure / Gemini)
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- [ ] API credentials
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- [ ] Data privacy clearance
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**Without this:** ⚠️ Cannot generate conclusion remarks (can build later)
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---
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### **7. Domain & SSL (HIGH PRIORITY)**
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- [ ] Domain name (e.g., `workflow.royalenfield.com`)
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- [ ] DNS configuration
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- [ ] SSL certificate
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**Without this:** ⚠️ Cannot access via proper URL
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---
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### **8. Figma Access (HIGH PRIORITY)**
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- [ ] Figma developer handoff access
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- [ ] Brand assets (logos, colors, fonts)
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- [ ] Icon library
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**Without this:** ⚠️ UI won't match designs
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---
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## 🎯 Development Timeline (Estimated)
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Assuming all dependencies are resolved:
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| Phase | Duration | Activities |
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|-------|----------|-----------|
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| **Setup & Design** | 2 weeks | Environment setup, database schema, API design |
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| **Sprint 1-2** | 4 weeks | SSO, User management, Basic workflow creation |
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| **Sprint 3-4** | 4 weeks | Approval hierarchy, TAT tracking, Notifications |
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| **Sprint 5-6** | 4 weeks | Work Notes, Documents, Activity logs |
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| **Sprint 7** | 2 weeks | AI integration, Closure remarks |
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| **Sprint 8** | 2 weeks | Dashboard, Reports, Polish |
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| **Testing & UAT** | 3 weeks | QA testing, UAT, bug fixes |
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| **Deployment** | 1 week | Production deployment, monitoring setup |
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**Total:** ~22 weeks (5.5 months)
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**⚠️ This assumes:**
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- All dependencies provided in Week 1
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- No scope changes
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- Timely feedback from RE (within 3 days)
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- No major blockers
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---
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## 📅 Immediate Action Items
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### **This Week (Week 0 - Pre-Development):**
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**🔴 CRITICAL DECISIONS:**
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- [ ] **Decision:** React.js or Next.js?
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- [ ] **Decision:** PostgreSQL or MongoDB?
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- [ ] **Decision:** BPM Platform or Custom?
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- [ ] **Decision:** Is email mandatory?
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- [ ] **Decision:** Which AI service?
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**🔴 CRITICAL ACCESS:**
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- [ ] SSO integration documentation
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- [ ] AD integration method
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- [ ] 10-15 test user accounts
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- [ ] Database credentials
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- [ ] GCP project access
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**📋 SETUP:**
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- [ ] Create Git repository
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- [ ] Set up project management tool (Jira/Zoho)
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- [ ] Create communication channel (Teams/Slack)
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- [ ] Identify project coordinator from RE side
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---
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### **Week 1 (Kickstart):**
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- [ ] Finalize architecture document
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- [ ] Create database schema design
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- [ ] Design API endpoint specification
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- [ ] Set up development environment
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- [ ] Configure CI/CD pipeline
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- [ ] Begin Sprint 1 planning
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---
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## 📞 Required Stakeholders for Kickoff Meeting
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**Must Attend:**
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- ✅ Product Owner (RE)
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- ✅ Project Sponsor (RE)
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- ✅ Tech Lead / CTO (RE)
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- ✅ IT Infrastructure Team (for SSO/AD)
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- ✅ Database Admin (for DB access)
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- ✅ Security/InfoSec representative
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- ✅ Development Team Lead (Softude)
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- ✅ Project Manager (Softude)
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**Should Attend:**
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- ⚠️ UX/UI Designer
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- ⚠️ QA Lead
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- ⚠️ DevOps Lead
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- ⚠️ Business Analyst
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---
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## 🎯 Meeting Agenda (Proposed)
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**Duration:** 90 minutes
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### **Part 1: Technology Decisions (30 mins)**
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1. Present conflicts (React vs Next.js, PostgreSQL vs MongoDB, BPM vs Custom)
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2. Discuss pros/cons
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3. **Make decisions** and document
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### **Part 2: Critical Dependencies (30 mins)**
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1. Review list of required access/credentials
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2. Assign owners for each dependency
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3. Set deadlines for each deliverable
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### **Part 3: Project Setup (20 mins)**
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1. Communication cadence (daily standups, weekly reviews)
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2. Project management tool
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3. Git repository setup
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4. UAT planning
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### **Part 4: Q&A & Next Steps (10 mins)**
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- Address any concerns
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- Confirm next meeting date
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- Assign action items
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---
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## 📊 Success Criteria
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**Development can begin when:**
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- ✅ All 3 technology conflicts resolved
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- ✅ SSO documentation received
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- ✅ Test user accounts provided
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- ✅ Database credentials received
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- ✅ Git repository created
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- ✅ Project coordinator assigned
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**Project is successful when:**
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- ✅ All SRS requirements implemented
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- ✅ UAT sign-off received
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- ✅ Performance: <3 seconds response time
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- ✅ Security: All security measures implemented
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- ✅ 99% uptime achieved
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- ✅ Zero critical bugs in production (first 2 weeks)
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---
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## 🚨 Risk Mitigation
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| Risk | Impact | Mitigation |
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|------|--------|-----------|
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| Dependencies not provided on time | 🔴 HIGH | Start with mock data, build in parallel |
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| SSO integration issues | 🔴 HIGH | Request early access, test thoroughly |
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| Scope creep | 🟡 MEDIUM | Strict change control process |
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| Resource unavailability | 🟡 MEDIUM | Cross-train team members |
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| Email service delays | 🟢 LOW | Make it optional for initial phase |
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| AI service issues | 🟢 LOW | Build with fallback to manual entry |
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---
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## 💰 Cost Considerations
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**Infrastructure (GCP):**
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- VM: ~$100-150/month
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- GCS storage: ~$20-50/month
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- Database: ~$50-100/month (managed)
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- Total: ~$170-300/month
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**AI Service (OpenAI GPT-4):**
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- Estimated: ~$50-200/month (depending on usage)
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- Alternative: Azure OpenAI (enterprise pricing)
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**Email Service:**
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- If internal SMTP: $0
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- If SendGrid/SES: ~$10-50/month
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**Licenses:**
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- Figma (if needed): Included in RE subscription
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- GitHub/GitLab: Standard plan sufficient
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- Monitoring tools: GCP free tier should cover initial needs
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**Total Estimated Monthly Cost:** $230-550
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---
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## 📋 Checklist for Kickoff Meeting
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**Before Meeting:**
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- [ ] Send this document to all stakeholders (48 hours before)
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- [ ] Request everyone to review and come prepared with decisions
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- [ ] Create shared decision log document
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- [ ] Prepare presentation slides (if needed)
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**During Meeting:**
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- [ ] Record all decisions
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- [ ] Assign owners for each action item
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- [ ] Set deadlines for each deliverable
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- [ ] Get commitment from all parties
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**After Meeting:**
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- [ ] Send meeting minutes within 24 hours
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- [ ] Update tracking sheet with action items
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- [ ] Follow up on overdue items weekly
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- [ ] Schedule next checkpoint meeting
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---
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## 📎 Appendix: Reference Documents
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1. **streamlined_approvals.md** - System Requirements Specification (776 lines)
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2. **Royal Enfield Proposal 1.06.txt** - BPM Platform Proposal (650 lines)
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3. **Figma Hi-Fi Wireframe** - https://sway-dense-03017508.figma.site
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4. **RE_FULLSCOPE_AND PROJECT_STRUCTURE.md** - Full project scope
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5. **RE_Workflow_Complete_Project_Setup.md** - Complete setup guide
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6. **RE_Project_Kickoff_Requirements.md** - Detailed pre-development checklist
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7. **RE_Tech_Stack_Conflicts_And_Clarifications.md** - Technical deep-dive
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---
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## ✅ Sign-Off Required
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**By signing below, all parties agree to:**
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- Technology stack decisions made
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- Dependencies will be provided as per timeline
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- Communication cadence will be followed
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- Change control process will be respected
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| Name | Role | Signature | Date |
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|------|------|-----------|------|
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| | Product Owner (RE) | | |
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| | Tech Lead (RE) | | |
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| | Project Manager (Softude) | | |
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| | Development Lead (Softude) | | |
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---
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**Document Status:** ✅ READY FOR REVIEW
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**Priority:** 🔴 CRITICAL
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**Action Required:** Schedule kickoff meeting ASAP
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**Prepared By:** Development Team
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**Date:** October 17, 2025
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---
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## 📧 Proposed Email to Send
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```
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Subject: URGENT: RE Workflow Management System - Kickoff Meeting Required
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Hi Team,
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We're ready to start development on the RE Workflow Management System
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(Non-Templatized Approval Workflows) but need to resolve 3 critical
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technology conflicts and obtain essential access credentials.
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I've prepared a comprehensive Executive Summary document that covers:
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✅ Technology stack conflicts requiring decisions
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✅ Critical dependencies blocking development
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✅ Recommended approach
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✅ Timeline estimate (5.5 months)
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✅ Meeting agenda
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Please review the attached document: RE_EXECUTIVE_SUMMARY_KICKOFF.md
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Can we schedule a 90-minute kickoff meeting this week?
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Proposed dates:
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- [Date 1]
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- [Date 2]
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- [Date 3]
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Required Attendees:
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- Product Owner
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- Tech Lead/CTO
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- IT Infrastructure Team (SSO/AD)
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- Database Admin
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- Security/InfoSec
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- Development Team
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Looking forward to getting this project started!
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Best regards,
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[Your Name]
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Development Team Lead
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```
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---
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**END OF EXECUTIVE SUMMARY**
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