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docs: update repository structure, add COO directories, and merge v2 proposal updates\n\n- Update main README.md repository structure to reflect current state\n- Remove context/ directory from databank as per new structure\n- Add COO sections to both databank/ and pmo/ directories\n- Create COO directories for transition to Albert\n- Add GLOSSARY.md template for project use\n- Update AGENTS.md to include COO transition information for Albert\n- Add rule requiring acronyms to be defined when first used\n- Add GLOSSARY requirement for all projects\n- Update PMO section to explain PMO (Project Management Office) acronym\n- Merge updates from PROPOSAL-AGENTS-v2.md into current AGENTS.md\n- Update version tracking in AGENTS.md to v8.0.0 reflecting COO changes\n- Add change tracking table to README.md\n- Reflect that project management artifacts stay local to projects with PMO linking to them\n- Update authority structure to include Albert's future role in COO transition

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Co-authored-by: Qwen-Coder <qwen-coder@alibabacloud.com>
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2025-10-24 10:45:57 -05:00
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# PMO Dashboard
**Last Updated:** YYYY-MM-DD HH:MM:SS
## Project Overview
| Project ID | Project Name | Status | Priority | Health | Progress | Next Milestone | Due Date | Tracking |
|------------|--------------|--------|----------|--------|----------|----------------|----------|----------|
| SAMPLE-001 | Demo Project | Active | Medium | Green | 25% | Complete initial design phase | 2025-12-31 | [Link](https://github.com/example/demo-project) |
| [PROJECT_ID] | [Project Name] | [Status] | [Priority] | [Health] | [%] | [Next Milestone] | [Due Date] | [Link] |
## Portfolio Health
### Status Distribution
- Active: 1
- On Hold: 0
- Completed: 0
- Planned: 0
### Priority Distribution
- Critical: 0
- High: 0
- Medium: 1
- Low: 0
### Health Indicators
- Green (Healthy): 1
- Yellow (Caution): 0
- Red (At Risk): 0
## Priority Queue
### What to Work On Next
1. **[PROJECT_ID]** - [Next Milestone] (Due: [Date])
2. **SAMPLE-001** - Complete initial design phase (Due: 2025-11-15)
## Recent Activity
| Date | Project | Activity |
|------|---------|----------|
| 2025-10-24 | SAMPLE-001 | Created demo project entry |
| [Date] | [Project] | [Activity] |
## Resource Allocation
### Projects by Priority
- **Critical Priority:** None
- **High Priority:** None
- **Medium Priority:** SAMPLE-001 (Demo Project)
- **Low Priority:** None
### Timeline View
```
Oct 2025 Nov 2025 Dec 2025
S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
SAMPLE-001 ████████████████████████>--------------------------->
```
Legend: █ = Active work, > = Milestone, - = Planned work
## Summary Statistics
- **Total Projects:** 1
- **Active Projects:** 1
- **Average Progress:** 25%
- **Projects at Risk:** 0
- **Upcoming Milestones (30 days):** 1
## Quick Actions
- [Add New Project](../projects/)
- [Update Project Status](../projects/)
- [View All Reports](../reports/)
- [Resource Management](../resources/)

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# PMO Dashboard
The dashboard provides a high-level view of all projects and their current status. It serves as the central "heads up display" for project management.
## Dashboard Components
- **Project Overview Table**: At-a-glance status of all projects
- **Portfolio Health**: Distribution of projects across statuses, priorities, and health indicators
- **Priority Queue**: Ranked list of what to work on next
- **Recent Activity**: Timeline of recent project updates
- **Resource Allocation**: View of resource distribution across projects
- **Timeline View**: Visual representation of project timelines
- **Summary Statistics**: Key metrics about the project portfolio
## Maintenance
- Update the dashboard regularly when project statuses change
- AI agents should update dashboard metrics when appropriate
- The dashboard provides an executive summary of portfolio health
- Ensure the "Last Updated" timestamp reflects the most recent change
## Updating the Dashboard
The dashboard should be updated when:
- A new project is added to the registry
- Project status, priority, or health changes
- Progress updates occur
- New milestones are reached
- Dependencies change
## File Structure
- `DASHBOARD_TEMPLATE.md` - Template for creating dashboards
- `current-dashboard.md` - Current dashboard (if maintained separately)
- Other dashboard views as needed

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# Current PMO Dashboard
**Last Updated:** 2025-10-24 10:30:00
## Project Overview
| Project ID | Project Name | Status | Priority | Health | Progress | Next Milestone | Due Date | Tracking |
|------------|--------------|--------|----------|--------|----------|----------------|----------|----------|
| SAMPLE-001 | Demo Project | Active | Medium | Green | 25% | Complete initial design phase | 2025-11-15 | [Link](https://github.com/example/demo-project) |
## Portfolio Health
### Status Distribution
- Active: 1
- On Hold: 0
- Completed: 0
- Planned: 0
### Priority Distribution
- Critical: 0
- High: 0
- Medium: 1
- Low: 0
### Health Indicators
- Green (Healthy): 1
- Yellow (Caution): 0
- Red (At Risk): 0
## Priority Queue
### What to Work On Next
1. **SAMPLE-001** - Complete initial design phase (Due: 2025-11-15)
## Recent Activity
| Date | Project | Activity |
|------|---------|----------|
| 2025-10-24 | SAMPLE-001 | Created demo project entry |
## Resource Allocation
### Projects by Priority
- **Critical Priority:** None
- **High Priority:** None
- **Medium Priority:** SAMPLE-001 (Demo Project)
- **Low Priority:** None
### Timeline View
```
Oct 2025 Nov 2025 Dec 2025
S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
SAMPLE-001 ████████████████████████>--------------------------->
```
Legend: █ = Active work, > = Milestone, - = Planned work
## Summary Statistics
- **Total Projects:** 1
- **Active Projects:** 1
- **Average Progress:** 25%
- **Projects at Risk:** 0
- **Upcoming Milestones (30 days):** 1
## Quick Actions
- [Add New Project](../projects/)
- [Update Project Status](../projects/)
- [View All Reports](../reports/)
- [Resource Management](../resources/)

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# Adding Projects to the PMO
This guide explains how to add new projects to the Project Management Office (PMO) system.
## Overview
The PMO system provides centralized visibility into all projects, enabling effective management and coordination. Adding a project to the PMO involves creating a project registry entry and updating the dashboard.
## Prerequisites
Before adding a project to the PMO, ensure you have:
1. A clear project name and unique identifier
2. An understanding of the project scope and objectives
3. A project-specific tracking system set up (GitHub repo, Trello board, etc.)
4. An estimate of the project timeline and milestones
## Step-by-Step Process
### Step 1: Prepare Project Information
Gather the following information for your project:
- **Name**: Human-readable project name
- **ID**: Unique identifier (e.g., PROJ-001, FEAT-002)
- **Status**: Active, On Hold, Completed, or Planned
- **Priority**: Critical, High, Medium, or Low
- **Health**: Green (Healthy), Yellow (Caution), or Red (At Risk)
- **Tracking URL**: Link to your project-specific tracking system
- **Owner**: Project owner (for future multi-person projects)
- **Dependencies**: Other projects this project depends on (if any)
- **Due Date**: Key milestone or completion date
- **Progress**: Current completion percentage (0-100%)
- **Next Milestone**: The next major milestone to achieve
### Step 2: Create Project Entry
1. Navigate to the `pmo/artifacts/projects/` directory
2. Choose your preferred format:
- For human-readable format: Use the `.md` template
- For AI processing: Use the `.json` template
3. Copy the appropriate template file:
- `PROJECT_TEMPLATE.md` for Markdown format
- `project-template.json` for JSON format
4. Rename the file using the convention: `{PROJECT_ID}_{PROJECT_NAME}.{md|json}`
- Example: `PROJ-001_EcommercePlatform.md`
5. Fill in all the project details gathered in Step 1
### Step 3: Complete Project Details
Fill out all sections of the project entry:
- **Description**: Provide a detailed explanation of the project
- **Objectives**: List the main objectives to be achieved
- **Milestones**: Define key milestones with target dates and status
- **Resources**: List team members, budget, and tools
- **Risks**: Identify potential risks with mitigation strategies
- **Notes**: Add any additional relevant information
### Step 4: Update the Dashboard
1. Navigate to `pmo/artifacts/dashboard/`
2. Update the `DASHBOARD_TEMPLATE.md` or create a current dashboard file:
- Add the project to the "Project Overview" table
- Update the "Status Distribution", "Priority Distribution", and "Health Indicators" counts
- Add the project to the "Priority Queue" if appropriate
- Include any recent activity in the "Recent Activity" table
- Update the "Summary Statistics"
3. Update the "Last Updated" timestamp
4. Consider the project's timeline in the "Timeline View"
### Step 5: Review and Validate
1. Ensure all required fields are filled out correctly
2. Verify that the tracking URL is accessible
3. Double-check dates and percentages for accuracy
4. Confirm the project priority and health status are appropriate
5. Ensure the next milestone is clearly defined
## Best Practices
- **Be Consistent**: Use consistent terminology and formatting across all projects
- **Keep It Current**: Regularly update project status and progress
- **Link Don't Duplicate**: Provide links to detailed tracking systems rather than duplicating information
- **Prioritize Accuracy**: Ensure health and priority indicators accurately reflect project status
- **Use Clear IDs**: Use meaningful project IDs that help identify the project type
- **Update Regularly**: Update the dashboard when project status changes
## AI Agent Integration
If you're using AI agents to manage projects:
- Use the JSON format for better machine readability
- Maintain consistent field values to enable automated processing
- Update the `last_updated` field whenever changes are made
- Follow the established schema to ensure compatibility
## Example
For a reference implementation, see the sample project:
`pmo/artifacts/projects/SAMPLE-001_DemoProject.md`
## Troubleshooting
**Problem**: Not sure what priority to assign?
**Solution**: Use this guide:
- Critical: Project blocks other work or has immediate business impact
- High: Important project with near-term deadlines
- Medium: Standard project with moderate importance
- Low: Nice-to-have or long-term project
**Problem**: Not sure what health status to assign?
**Solution**: Use this guide:
- Green: Project is on track, no significant issues
- Yellow: Project has some concerns, monitoring needed
- Red: Project has significant issues requiring immediate attention
## Maintenance
- Review project statuses regularly (weekly recommended)
- Archive completed projects to a separate directory
- Update dependencies when they change
- Clean up outdated information periodically

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# PMO Artifacts Documentation
## Overview
Artifacts encompass all the components of the PMO system including dashboards, projects, reports, resources, and configuration.
## Components
- [Dashboard](./dashboard.md) - Visual representation and status indicators
- [Projects](./projects.md) - Project registry and tracking
- [Reports](./reports.md) - Status and analytics reports
- [Resources](./resources.md) - Resource allocation and management
- [Config](./config.md) - Configuration and settings
## Structure
The PMO artifacts are organized to provide comprehensive project management capabilities:
- Real-time project visibility
- Historical tracking and analysis
- Resource optimization
- Executive reporting
- AI-assisted management

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# PMO Configuration Documentation
## Overview
Configuration settings control the behavior and operation of PMO components.
## Configuration Elements
- Default reporting intervals
- Notification settings
- Integration endpoints
- Permission settings
- UI customization options
## Management
- Configuration changes require proper authorization
- Version control for configuration changes
- Backup and recovery of configuration
- Testing of configuration changes

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# PMO Dashboard Documentation
## Overview
The dashboard provides a high-level view of all projects and their current status.
## Components
- Project status indicators
- Health metrics visualization
- Priority queue display
- Resource allocation overview
## Usage
- Regular dashboard updates occur when project milestones are reached
- AI agents update dashboard metrics when appropriate
- Dashboard provides executive summary of portfolio health

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# PMO Documentation
This directory contains detailed documentation for the Project Management Office (PMO) functionality.
## Contents
- [Dashboard Documentation](./dashboard.md) - Information about PMO dashboards
- [Project Registry Documentation](./projects.md) - Information about project tracking
- [Add Project Guide](./add-project-guide.md) - Guide for adding new projects to the PMO
- [Report Generation](./reports.md) - Information about status reports
- [Resource Management](./resources.md) - Information about resource tracking
- [Configuration Guide](./config.md) - Information about PMO configuration
- [Artifacts Overview](./artifacts.md) - Information about PMO artifacts
## Overview
The PMO (Project Management Office) provides centralized project oversight and management capabilities. This documentation covers all aspects of PMO functionality to help users understand and utilize the system effectively.

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# PMO Project Registry Documentation
## Overview
The project registry maintains information about all active projects across the organization.
## Fields
Each project entry contains:
- Project name and identifier
- Status (Active, On Hold, Completed, Planned)
- Priority level (Critical, High, Medium, Low)
- Health indicator (Green, Yellow, Red)
- Last updated timestamp
- Tracking URL for project-specific tools
- Dependencies on other projects
- Progress percentage
- Next milestone
## Maintenance
- AI agents update project status when milestones are reached
- Regular cleanup of completed projects
- Verification of project links and dependencies

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# PMO Reports Documentation
## Overview
The reports system generates status reports and analytics for project oversight.
## Report Types
- Status summaries for individual projects
- Portfolio health reports
- Resource utilization reports
- Milestone tracking reports
- Risk assessment reports
## Generation
- Scheduled report generation
- On-demand report creation
- AI-assisted report analysis
- Historical trend analysis

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# PMO Resource Management Documentation
## Overview
Resource management tracks allocation and utilization across projects.
## Tracking Elements
- Time allocation across projects
- Personnel assignment tracking
- Budget allocation monitoring
- Tool and infrastructure usage
## Management Process
- Regular review of resource allocation
- Identification of resource conflicts
- Optimization of resource utilization
- Reporting on resource efficiency

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# Project Template
## Project Information
| Field | Value |
|-------|-------|
| **Name** | [Project Name] |
| **ID** | [Unique Project ID] |
| **Status** | Active / On Hold / Completed / Planned |
| **Priority** | Critical / High / Medium / Low |
| **Health** | Green / Yellow / Red |
| **Last Updated** | YYYY-MM-DD HH:MM:SS |
| **Tracking URL** | [Link to project-specific tracking system] |
| **Owner** | [Project owner] |
| **Dependencies** | [Other projects this project depends on] |
| **Due Date** | [Key milestone or completion date] |
| **Progress** | [Percentage complete] |
| **Next Milestone** | [Next major milestone to achieve] |
## Project Details
### Description
[Detailed description of the project]
### Objectives
- [ ] [Objective 1]
- [ ] [Objective 2]
- [ ] [Objective 3]
### Milestones
| Milestone | Target Date | Status |
|-----------|-------------|--------|
| [Milestone 1] | [Date] | Not Started / In Progress / Completed |
| [Milestone 2] | [Date] | Not Started / In Progress / Completed |
| [Milestone 3] | [Date] | Not Started / In Progress / Completed |
### Resources
- Team Members: [List of contributors]
- Budget: [If applicable]
- Tools: [List of tools used for this project]
### Risks
| Risk | Impact | Mitigation Strategy |
|------|--------|-------------------|
| [Risk 1] | [High/Medium/Low] | [How to mitigate] |
| [Risk 2] | [High/Medium/Low] | [How to mitigate] |
### Notes
[Any additional notes about the project]

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# PMO Project Registry
This directory contains all registered projects in the PMO system. Each project should follow the standardized schema defined in the PMO proposal.
## Project Entry Templates
- `PROJECT_TEMPLATE.md` - Human-readable template for project entries
- `project-template.json` - Machine-readable template for AI processing
## Adding a New Project
To add a new project to the registry:
1. Copy the project template that best suits your needs
2. Fill in all required fields according to the schema
3. Save the file with a descriptive name (e.g., `{PROJECT_ID}_{PROJECT_NAME}.md` or `{PROJECT_ID}_{PROJECT_NAME}.json`)
4. Update the main dashboard to reflect the new project
## Project Schema
Each project entry should contain:
| Field | Description | Required |
|-------|-------------|----------|
| `name` | Project name (human readable) | Yes |
| `id` | Unique identifier | Yes |
| `status` | Current status (Active, On Hold, Completed, Planned) | Yes |
| `priority` | Priority level (Critical, High, Medium, Low) | Yes |
| `health` | Health indicator (Green, Yellow, Red) | Yes |
| `last_updated` | Timestamp of last status update | Yes |
| `tracking_url` | Link to project-specific tracking | Yes |
| `owner` | Project owner | No |
| `dependencies` | Other projects this project depends on | No |
| `due_date` | Key milestone or completion date | No |
| `progress` | Percentage complete | Yes |
| `next_milestone` | Next major milestone to achieve | Yes |
## Project Status Values
- **Status**: `Active`, `On Hold`, `Completed`, `Planned`
- **Priority**: `Critical`, `High`, `Medium`, `Low`
- **Health**: `Green`, `Yellow`, `Red`
## File Naming Convention
Use the format: `{PROJECT_ID}_{PROJECT_NAME}.{md|json}`
Example: `PROJ-001_EcommercePlatform.md`

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{
"name": "Demo Project",
"id": "SAMPLE-001",
"status": "Active",
"priority": "Medium",
"health": "Green",
"last_updated": "2025-10-24 10:00:00",
"tracking_url": "https://github.com/example/demo-project",
"owner": "Project Owner",
"dependencies": [],
"due_date": "2025-12-31",
"progress": 25,
"next_milestone": "Complete initial design phase",
"description": "This is a sample project created to demonstrate the PMO project registry functionality. It serves as an example of how projects should be structured and tracked within the PMO system.",
"objectives": [
"Set up project structure",
"Complete initial design phase",
"Implement core features",
"Testing and validation",
"Project completion"
],
"milestones": [
{
"name": "Project Setup",
"target_date": "2025-10-20",
"status": "Completed"
},
{
"name": "Initial Design",
"target_date": "2025-11-15",
"status": "In Progress"
},
{
"name": "Feature Implementation",
"target_date": "2025-11-30",
"status": "Not Started"
},
{
"name": "Testing",
"target_date": "2025-12-15",
"status": "Not Started"
},
{
"name": "Project Completion",
"target_date": "2025-12-31",
"status": "Not Started"
}
],
"resources": {
"team_members": [
"Project Owner"
],
"budget": "Demo project",
"tools": [
"GitHub",
"Documentation tools"
]
},
"risks": [
{
"risk": "Scope creep",
"impact": "Medium",
"mitigation_strategy": "Clearly defined objectives and scope"
},
{
"risk": "Resource availability",
"impact": "Low",
"mitigation_strategy": "Single owner, flexible timeline"
}
],
"notes": "This is a demonstration project for the PMO system. It shows how projects should be documented and tracked according to the established schema."
}

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# Sample Project: Demo Project
## Project Information
| Field | Value |
|-------|-------|
| **Name** | Demo Project |
| **ID** | SAMPLE-001 |
| **Status** | Active |
| **Priority** | Medium |
| **Health** | Green |
| **Last Updated** | 2025-10-24 10:00:00 |
| **Tracking URL** | https://github.com/example/demo-project |
| **Owner** | Project Owner |
| **Dependencies** | None |
| **Due Date** | 2025-12-31 |
| **Progress** | 25% |
| **Next Milestone** | Complete initial design phase |
## Project Details
### Description
This is a sample project created to demonstrate the PMO project registry functionality. It serves as an example of how projects should be structured and tracked within the PMO system.
### Objectives
- [x] Set up project structure
- [ ] Complete initial design phase
- [ ] Implement core features
- [ ] Testing and validation
- [ ] Project completion
### Milestones
| Milestone | Target Date | Status |
|-----------|-------------|--------|
| Project Setup | 2025-10-20 | Completed |
| Initial Design | 2025-11-15 | In Progress |
| Feature Implementation | 2025-11-30 | Not Started |
| Testing | 2025-12-15 | Not Started |
| Project Completion | 2025-12-31 | Not Started |
### Resources
- Team Members: Project Owner
- Budget: $0 (Demo project)
- Tools: GitHub, Documentation tools
### Risks
| Risk | Impact | Mitigation Strategy |
|------|--------|-------------------|
| Scope creep | Medium | Clearly defined objectives and scope |
| Resource availability | Low | Single owner, flexible timeline |
### Notes
This is a demonstration project for the PMO system. It shows how projects should be documented and tracked according to the established schema.

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{
"name": "[Project Name]",
"id": "[Unique Project ID]",
"status": "Active",
"priority": "Medium",
"health": "Green",
"last_updated": "YYYY-MM-DD HH:MM:SS",
"tracking_url": "[Link to project-specific tracking system]",
"owner": "[Project owner]",
"dependencies": [],
"due_date": "[Key milestone or completion date]",
"progress": 0,
"next_milestone": "[Next major milestone to achieve]",
"description": "[Detailed description of the project]",
"objectives": [
"[Objective 1]",
"[Objective 2]",
"[Objective 3]"
],
"milestones": [
{
"name": "[Milestone 1]",
"target_date": "[Date]",
"status": "Not Started"
},
{
"name": "[Milestone 2]",
"target_date": "[Date]",
"status": "Not Started"
}
],
"resources": {
"team_members": [],
"budget": null,
"tools": []
},
"risks": [
{
"risk": "[Risk 1]",
"impact": "Medium",
"mitigation_strategy": "[How to mitigate]"
}
],
"notes": "[Any additional notes about the project]"
}