PPS Governance · Timeline of Actions

Every PPS project moves through six stages.
Each stage triggers specific actions.

Below is the lifecycle laid out as a sequence of concrete actions — not principles in the abstract, but exactly what to do, what to write, what group to create, and what to post, at each point in time.

Owner · Chuck (Xu Chaoyue) Last updated · 2026-05-19 16:52 (UTC+7)
Always-on rules
0
Idea
1–3 days
Driver: Anyone in PPS · Review: internal
Doc
Write the 1-page Lean Canvas
Problem · hypothesis · metric · pilot scope · kill switch. The kill switch is mandatory — name the condition under which we stop.
Doc
Stamp the impact level on the 1-pager
Explicitly mark: scope (single / multi / global), touches NSM?, touches HC?
Group
No group yet
Reviewed internally; do not create a working group at this stage.
Roadmap
Not on Weekly Roadmap yet
The idea is held internally until Pilot Design begins.
No meet
No meetings at this stage
Discuss the idea async with the originator's immediate peers. No kickoff meeting until the Pilot Plan exists.
1
Pilot Design
3–7 days
Driver: PPS Project Owner (named individual, not a team)
Owner
Name the PPS Project Owner
One specific person — not "PPS team", not a function. This name must from now on appear in the Weekly Roadmap, every group description, and the Active Projects doc.
Doc
Write the Pilot Plan
Scope · region · timeline · metric · kill switch · resource ask.
Ping
Async-ping the key peer once
Single async message — no meeting. 48h silence = consent; keep moving.
Group
Create the Working Group
Members: PPS Owner · Regional POC · Engineering / DS · PS (if BPO involved).
Name format: [Project Name] Pilot WG
Description must include:
  • Project: [name]
  • PPS Project Owner: [named person]
  • Stage: Pilot
  • Doc: [link to Pilot Plan]
  • Frontline action: [one sentence]
Post
First post in the group
Pin: Pilot Plan link + owner name + next milestone date. This is the group's "anchor message."
Roadmap
Add to Weekly Roadmap — first mention
Preview as "kicking off next week" with the owner's name beside it.
Meeting
Regional Frontline Kickoff — default ON
PPS works deeply with regional frontline teams, so kickoff is the default, not the exception. Run it as soon as the WG is created.
  • Attendees: PPS Owner · Regional POCs (one per pilot region) · regional frontline lead(s) · DS / PM as needed.
  • Length: 30–45 min, single occurrence.
  • Pre-read: Pilot Plan shared 24h before — required.
  • Agenda (decision-oriented, not status): confirm scope & kill switch · confirm per-region POC and their commit · surface objections now · agree on next milestone date · clarify exactly what frontline will do this week.
  • Output written into the doc before anyone leaves: POC names per region · confirmed start date · open risks · who owns each · frontline action.
  • Skip only if: single-region pilot AND that region's POC has explicitly acked the Pilot Plan async within 48h AND zero objections raised. Skipping is the exception — log the reason in the doc.
Meeting
First appearance at Weekly Roadmap Review
After kickoff, the project gets its first ~2-min slot in the recurring weekly sync. Owner walks Chuck + peers through the Pilot Plan headline and next milestone. This is the only standing meeting the project lives in from now on.
2
Pilot Execution
2–4 weeks
Driver: PPS Project Owner runs day-to-day · Chuck: syncs via Weekly Roadmap only
Post
Post a weekly written update inside the WG
Format: progress · current blocker · whether attention is needed. No standing meeting — written only.
Roadmap
Update Weekly Roadmap every week
Mirror the WG update onto the Roadmap line — progress, blocker, attention flag.
Frontline
Refresh the row in Active Projects for Frontline
Right after each Weekly Roadmap Review, update the row's "Frontline action this week" and status (🟢 / 🟡). Frontline reads one doc instead of N groups.
Meeting
Weekly Roadmap Review — recurring status slot
Every week the project gets ~2 min at Roadmap Review: progress · blocker · attention flag. This replaces any project-level standing meeting. Owner attends; Chuck syncs here, not in the WG.
Optional
Weekly WG meeting is not required
A recurring WG call is not the default — written updates carry the project. Set one up only if the team finds async genuinely insufficient; revisit and drop it once async catches up.
Watch
Watch the kill switch
If the kill-switch condition fires, stop the pilot immediately — don't wait for the validation gate.
3
Validation Gate
1 week
Driver: PPS Project Owner compiles · Chuck: confirms the call
Doc
Write the Decision doc
Pilot results · recommendation · ask. Circulate 24h before any meeting.
Roadmap
Flag on Weekly Roadmap
Mark as "Decision needed this week" beside the project line.
Meeting
One 30-min Decision Meeting — only if async fails
The only purpose-built decision meeting in the lifecycle.
  • Trigger: someone explicitly asks for it, or the decision doc surfaces real disagreement.
  • Attendees: Chuck · PPS Owner · regional POCs / frontline leads · DS / PM as needed.
  • Pre-read: decision doc shared 24h before — required.
  • Length: 30 min, hard stop.
  • Output: exactly one of GO · ITERATE · STOP, written into the doc before anyone leaves.
  • Skip it if: the doc lands and no one vetoes in 48h → default GO, no meeting needed.
Meeting
Weekly Roadmap Review — flag as "decision needed"
In the recurring weekly sync, the project's slot this week is "Decision needed". Confirms Chuck's expected call and surfaces any last vetoes before async deadline.
4
Rollout
2–6 weeks
Driver: PPS Project Owner per region · Chuck: optional region escalation
Doc
Write the Rollout Plan
Staggered timeline · monitoring metric · rollback trigger. Every region named with a date.
Group
Convert Working Group → Implementation Group
Rename / new group with all region POCs included.
Name format: [Project Name] Rollout
Description updated with: new stage, current owner, Rollout Plan link, this-week frontline action.
Post
Post the stage-transition announcement
Standard format inside the implementation group:
  • [Project Name] is moving from Pilot → Rollout
  • What changed: [one sentence]
  • What's next for frontline: [up to 3 bullets]
  • Owner: [name] · Timeline: [next milestone]
  • Where to ask questions: [group link or owner contact]
Ping
Ping the region's peer 1 week before that region's rollout
Repeats per region. PPS Project Owner (or Chuck) sends the heads-up async — this is the trigger for the per-region rollout kickoff below.
Meeting
Per-Region Rollout Kickoff — default ON for each region
Same logic as Stage 1 kickoff: deep frontline partnership means each region launches with a real conversation, not just a ping.
  • Trigger: 1 week before that region's rollout date (right after the heads-up ping above).
  • Attendees: PPS Owner · that region's POC + regional frontline lead · DS / PM as needed.
  • Length: 30 min.
  • Agenda: walk through Rollout Plan for this region · confirm monitoring metric & rollback trigger · confirm frontline action this week · agree on escalation path if metric breaches.
  • Output: region's launch checklist signed off in the doc.
  • Skip only if: region is a near-clone of an already-launched region AND POC explicitly acks async within 48h.
Roadmap
Update Weekly Roadmap weekly
Which regions launched · what's next · what's blocked.
Frontline
Keep the Active Projects row hot
"Frontline action this week" must be specific and actionable for each launched region.
Meeting
Weekly Roadmap Review — region rollout status
Owner reports each week: which regions launched · what's next · what's blocked. ~2 min slot.
Notify
Rollback / incident notification — sent the moment a region trips the rollback trigger
Async notification, not a call.
  • Sender: PPS Project Owner (or Chuck).
  • Audience: Implementation Group + direct ping to the region's POC / frontline lead.
  • Content: which region · which metric breached · the decision being taken (halt that region · rollback · proceed with mitigation) · effective time · next update time.
  • Follow-up: mirror onto the Weekly Roadmap line as an attention flag; update the Active Projects for Frontline row immediately.
  • Escalate to a call only if: the affected POC explicitly disagrees with the decision within 1h — otherwise async stands.
No meet
No standing implementation-group meeting
Implementation Group still runs on written updates. Per-region rollouts are signaled by the 1-week-ahead ping, not a kickoff call.
5
Live & Iteration
Ongoing
Driver: PPS Project Owner
Doc
Stand up the health metric dashboard
Replaces the Rollout Plan as the project's living artifact.
Beat
Run the health-check cadence
  • Month 1: weekly health check
  • Month 2+: monthly
  • Month 3: decide BAU vs sunset
Post
Post the stage-transition announcement (Rollout → Live)
Same standard format — what changed · what's next for frontline · owner · timeline · where to ask questions.
Group
Convert Implementation Group → BAU group, or close it
At month 3, decide. If BAU: keep the group, update the description to reflect BAU ownership. If sunset: archive with a final post.
Roadmap
Demote on Weekly Roadmap
Move from weekly to monthly mention.
Frontline
Remove from Active Projects for Frontline when BAU or sunset
Active Projects is for live initiatives only. BAU lives in process docs; sunset gets a one-line closure note.
Meeting
Weekly Roadmap Review — demoted to monthly mention
From month 2 onward the project only surfaces in Roadmap monthly. Owner reports headline health metric; skip if green.
Meeting
Month-3 BAU vs sunset decision — one short call (optional, async-first)
Same shape as Stage 3 decision meeting: doc 24h before · 30 min hard stop · output exactly one of BAU · sunset. Skip entirely if async lands with no veto in 48h.