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Vireo Next Steps

Current Status (March 2026)​

Phase Completion​

  • Phase 1: ✅ Complete (Code complete, deployment verification pending)
  • Phase 2: 🔄 In Deployment (Code complete, operational steps remain)
  • Phase 3: 📋 Planned (Profile Builder & Wealth Screener)
  • Phase 4: 🔮 Future (Mobile app, production hardening)

Last Major Update​

  • Date: March 2, 2026
  • Scope:
    • Auth degraded-mode policy hardening
    • AI confirm-first + correlation IDs
    • Durable export job storage with XLSX support
    • Workflow webhook authentication/signature tightening

Immediate Priorities (Next 30 Days)​

1. Deployment Verification & Production Readiness​

Priority: CRITICAL Owner: DevOps + Engineering Lead

Tasks​

  • Apply pending database migrations (including BSI backfill)
  • Set all required environment variables in Cloud Run
    • Slack webhook URLs
    • Google Sheets service account credentials
    • File ingest configurations
    • Workflow secrets and alert endpoints
    • Stripe production keys
    • WhatsApp provider configuration (Twilio/Meta)
    • WORKFLOW_FINANCE_WRITE flag
    • Report template configurations
  • Deploy latest backend (vireo-api) to Cloud Run
  • Deploy latest frontend (vireo-frontend) to Cloud Run
  • Run smoke tests per docs/phase1_deploy_checklist.md
  • Verify all 25 API endpoints respond correctly
  • Test authentication flow end-to-end
  • Validate BSI financial rollups
  • Confirm workflow triggers (webhooks + cron)
  • Test email sending via notification service
  • Verify WhatsApp action and logging

Acceptance Criteria:

  • All services running on Cloud Run with green health checks
  • Database migrations applied successfully
  • Smoke tests passing 100%
  • No errors in Cloud Logging
  • Authentication working for all user types
  • BSI rollups returning accurate financial data

Blockers:

  • WhatsApp provider selection (Twilio vs Meta)
  • Production Stripe webhook configuration
  • Report template definitions and storage

Reference Documents:

  • /docs/phase1_deploy_checklist.md
  • /docs/phase1_deploy_runbook.md

2. IVI Identity System Completion​

Priority: HIGH Owner: CRM Team

Background​

IVI (Identity Value Identifier) preserves legacy DonorSnap IPK (Internal Primary Key) identities to maintain historical reference integrity.

Tasks​

  • Add ivi field to Contact model (DONE)
  • Create unique index on ivi field (DONE)
  • Backfill IVI from legacy DonorSnap IPK for all imported contacts (DONE)
  • Display IVI on contact detail pages (DONE)
  • Include IVI in contact list views (DONE)
  • Add IVI to contact search filters
  • Support IVI in contact export/import
  • Document IVI usage in CRM user guide
  • Train staff on IVI lookup and usage

Acceptance Criteria:

  • All migrated contacts have IVI populated
  • IVI displayed prominently in UI
  • Search by IVI functional
  • Export includes IVI column
  • Documentation updated with IVI explanation

Known Issues:

  • Some contacts may have conflicting legacy IPK values (manual resolution needed)

3. Contact Outreach & Interaction Logging​

Priority: HIGH Owner: CRM + Communications Team

Email-to-Interaction Logging​

Status: ✅ Code complete, testing needed

Features Implemented​
  • "Email/Contact" button on contact detail page
  • Opens compose prefilled with contact email
  • Option for mailto: link or in-app composer
  • Sends via notification service
  • Auto-logs interaction with:
    • Sender identity
    • Timestamp
    • Email subject and body
    • Delivery status
Remaining Tasks​
  • Test email sending via SMTP
  • Verify interaction logging persistence
  • Add email template support
  • Implement CC/BCC functionality
  • Add attachment support
  • Create email analytics dashboard

WhatsApp Integration​

Status: ⚠️ Configuration required

Features Implemented​
  • WhatsApp action button on contact detail
  • Sends message from contact detail page
  • Logs interaction with delivery status
  • Supports templated messages
Remaining Tasks​
  • Choose provider (Twilio vs Meta Business API)
  • Set up verified phone number
  • Configure message templates
  • Implement consent management
  • Add delivery receipt handling
  • Test end-to-end message flow
  • Document WhatsApp usage policies

Acceptance Criteria:

  • Email button functional and logging correctly
  • WhatsApp configured with verified number
  • Interactions logged with full metadata
  • Delivery status tracked and displayed
  • Staff trained on usage

Dependencies:

  • SMTP credentials configured
  • WhatsApp provider account setup
  • Message template approval (Meta)

4. Workflow Automation Hardening​

Priority: HIGH Owner: Backend Team

Webhook Authentication​

Status: ✅ Code complete

Implemented​
  • Webhook signature verification
  • HMAC-SHA256 signature validation
  • Request timestamp validation (5-minute window)
  • Replay attack prevention
Remaining Tasks​
  • Configure webhook secrets in Secret Manager
  • Update external systems to sign requests
  • Test webhook delivery with various payloads
  • Document webhook signature format
  • Create webhook debugging guide

Cron Trigger Configuration​

Status: ⚠️ Scheduler setup needed

Features Implemented​
  • Cron expression parsing
  • Scheduled workflow execution
  • Job queue integration with BullMQ
Remaining Tasks​
  • Set up Cloud Scheduler jobs
  • Configure IAM for Scheduler → Cloud Run
  • Test scheduled executions
  • Add cron job monitoring
  • Create alerting for failed jobs

Failure Handling & Notifications​

Status: ✅ Implemented

Features​
  • Exponential backoff on failures
  • Retry limits (3 attempts default)
  • Failure notifications via email/Slack
  • Durable run logs stored in database
Remaining Tasks​
  • Configure Slack webhook for alerts
  • Set alert email address
  • Test failure scenarios
  • Create runbook for workflow failures

Acceptance Criteria:

  • Webhooks validated with HMAC signatures
  • Cron jobs running on schedule
  • Failures logged and alerted
  • Run history queryable via API

Reference Documents:

  • /docs/frontend/ui_revamp_plan.md (mentions workflow UI)

5. Report Builder & Templates​

Priority: MEDIUM Owner: Reporting Team

Report Builder UI​

Status: ✅ Code complete

Features Implemented​
  • CSV export for contacts/organizations
  • Advanced filtering across 20+ fields
  • Audit logging for all exports
  • Scheduled report execution
Remaining Tasks​
  • Create report template definitions
  • Store templates in database or config
  • Add PDF export support (besides CSV/Excel)
  • Implement email delivery for scheduled reports
  • Build report sharing functionality
  • Add report history and versioning

Report Templates​

Status: ⚠️ Configuration needed

Template Types Needed​

  1. Donor Summary Report

    • Total giving by donor
    • Giving frequency
    • Last donation date
    • Contact information

  2. Project Giving Report

    • Rollup by BSI project code
    • Donor count
    • Average gift size
    • Year-over-year comparison

  3. Event Registration Report

    • Attendee list with contact info
    • Payment status
    • Meal preferences
    • Check-in status

  4. Financial Summary Report

    • Revenue by account
    • Expense by department
    • Budget vs. actual variance
    • Monthly trend analysis

  5. Contact Segmentation Report

    • Segment membership
    • Tag analysis
    • Engagement metrics
    • Actionable insights
Remaining Tasks​
  • Define JSON schema for templates
  • Create initial template library (5+ templates)
  • Build template management UI
  • Test template execution engine
  • Document template creation process

Acceptance Criteria:

  • 5+ report templates available
  • Templates executable via API and UI
  • Export formats: CSV, Excel, PDF
  • Scheduled reports delivering on time
  • Templates shareable across users

Dependencies:

  • Report template storage location decision
  • PDF generation library integration

Known Issues & Technical Debt​

Critical Issues​

1. Database Connection Pool Exhaustion​

Severity: HIGH Description: Under heavy load, Prisma connection pool can exhaust available connections Impact: API requests fail with "Can't reach database" errors Workaround: Increase connection_limit in DATABASE_URL Proper Fix: Implement connection retry logic with exponential backoff Tracking: GitHub Issue #TBD

2. Chunk Loading Errors on Production Builds​

Severity: MEDIUM Description: Next.js chunk loading occasionally fails causing white screen Impact: Users see blank page and must refresh Workaround: ChunkErrorHandler component auto-reloads on failure Proper Fix: Investigate webpack splitChunks configuration Status: Mitigated with error handler, root cause investigation needed Tracking: Resolved in commit d6c1fa3

3. Stripe Webhook Replay Attacks​

Severity: MEDIUM Description: No timestamp validation on webhook signatures Impact: Potential for replay attacks Workaround: None currently Proper Fix: Add timestamp validation (5-minute window) Status: Planned for next sprint

Medium Priority Issues​

4. Contact Deduplication False Positives​

Severity: MEDIUM Description: Fuzzy matching occasionally suggests unrelated contacts Impact: Staff confusion, potential incorrect merges Workaround: Manual review before merge Proper Fix: Tune fuzzy matching threshold and algorithm Status: Ongoing refinement

5. Budget Variance Calculation Timezone Issues​

Severity: MEDIUM Description: Budget periods calculated in UTC causing date boundary issues Impact: Incorrect variance reports for end-of-month Workaround: Document timezone handling in user guide Proper Fix: Store fiscal year definitions with timezone Status: Documented, fix planned for Phase 3

6. Large CSV Import Memory Usage​

Severity: MEDIUM Description: Importing 10,000+ row CSVs causes memory spikes Impact: Cloud Run instance OOM kills Workaround: Batch imports in smaller files Proper Fix: Stream-based CSV parsing with batched inserts Status: Tracked in technical debt backlog

7. Interaction Log Pagination Performance​

Severity: MEDIUM Description: Contacts with 1,000+ interactions slow to load Impact: UI lag on high-volume contact pages Workaround: Limit initial load to 50 interactions Proper Fix: Virtual scrolling + indexed query optimization Status: Planned for Phase 4 performance sprint

Low Priority Issues​

8. Dark Mode Inconsistencies​

Severity: LOW Description: Some components don't respect theme toggle Impact: Minor visual inconsistencies Workaround: None needed Proper Fix: Audit all components for theme token usage Status: Ongoing as components are updated

9. Mobile Responsive Issues on iPad​

Severity: LOW Description: Some admin pages break layout on iPad portrait Impact: Horizontal scrolling required Workaround: Use landscape orientation Proper Fix: Responsive breakpoint adjustments Status: Tracked for frontend polish sprint

10. Form Builder Preview Lag​

Severity: LOW Description: Complex forms (20+ fields) lag during preview Impact: Slower form building experience Workaround: Save draft frequently Proper Fix: Debounce preview updates, optimize render Status: Nice-to-have optimization

Technical Debt​

Code Quality​

TypeScript any Types​

Location: Multiple controllers and services Impact: Loss of type safety, potential runtime errors Effort: 2-3 days to audit and replace with proper types Priority: MEDIUM

Duplicate Code in CRM Controllers​

Location: src/modules/crm/ - contact, organization, interaction controllers Impact: Maintenance burden, inconsistent behavior Effort: 1 day to extract shared logic to base classes Priority: MEDIUM

Missing Unit Tests​

Coverage: ~40% (target: 80%) Locations:

  • Workflow execution engine
  • Financial calculation services
  • BSI validation logic Effort: 5-7 days to reach 80% coverage Priority: HIGH (before Phase 3)

Frontend Component Prop Types​

Location: Various components using any for props Impact: Loss of IntelliSense, potential bugs Effort: 3-4 days to define proper interfaces Priority: LOW

Architecture​

Monolithic API Routes​

Description: All API routes in single NestJS application Impact: Difficult to scale specific modules independently Refactor: Extract high-traffic modules to separate services Candidates:

  • Reporting service (heavy queries)
  • Notification service (async jobs)
  • Integration service (external APIs) Effort: 2-3 weeks per service extraction Priority: LOW (sufficient for current scale)

Global Exception Filter​

Description: All errors caught by single handler Impact: Generic error messages, difficult debugging Refactor: Module-specific exception filters with context Effort: 1 week Priority: MEDIUM

Prisma Schema Organization​

Description: Single 1,578-line schema file Impact: Difficult to navigate, merge conflicts Refactor: Split into domain-specific schema files (if Prisma supports) Effort: 1 day (research + implementation) Priority: LOW

Frontend Route Organization​

Description: Some routes deeply nested (4+ levels) Impact: Complex breadcrumbs, confusing navigation Refactor: Flatten route hierarchy where possible Effort: 2-3 days Priority: LOW

Infrastructure​

No Automated Rollback​

Description: Deployment failures require manual rollback Impact: Downtime during failed deployments Solution: Implement Cloud Run traffic splitting + health checks Effort: 1 day Priority: MEDIUM

Missing Staging Environment Parity​

Description: Staging uses smaller database, fewer resources Impact: Production issues not caught in staging Solution: Increase staging resources to match production Effort: Configuration change + cost approval Priority: HIGH

No Database Replication​

Description: Single Cloud SQL instance Impact: No read scaling, potential data loss Solution: Set up read replicas + automated failover Effort: 1 day configuration Priority: LOW (Cloud SQL has automated backups)

Secret Rotation Strategy​

Description: No automated secret rotation Impact: Manual rotation required, potential outages Solution: Implement Secret Manager versioning + rotation schedule Effort: 2 days Priority: LOW

Documentation​

Missing API Request/Response Examples​

Description: OpenAPI spec lacks comprehensive examples Impact: Integration difficulty for external developers Solution: Add examples to all endpoint decorators Effort: 2 days Priority: MEDIUM (before external integrations)

Outdated Architecture Diagrams​

Description: Some diagrams in /docs/architecture/ are pre-Phase 1 Impact: New developers confused by old designs Solution: Update diagrams to reflect current state Effort: 1 day Priority: LOW

No Runbook for Common Issues​

Description: Troubleshooting knowledge in CLAUDE.md only Impact: Slow incident response Solution: Create structured runbooks in /docs/ops/ Effort: 3-4 days (document known issues) Priority: MEDIUM

Planned Features (Phase 3 & Beyond)​

Phase 3: Profile Builder & Wealth Screener (Q2 2026)​

Profile Builder (PB) System​

Purpose: AI-powered donor profile enrichment

Features:

  • Wealth screening integration (GoMethod)
  • Capacity rating (1-5 scale)
  • Inclination scoring based on interactions
  • Giving history analysis
  • Predictive lifetime value
  • Portfolio recommendations

Technical Approach:

  • Integrate GoMethod API for wealth data
  • Machine learning model for inclination scoring
  • Batch processing for bulk screening
  • Real-time enrichment on demand

UI Components:

  • Profile Builder dashboard
  • Capacity/inclination matrix visualization
  • Donor portfolio assignment interface
  • Screening request management

Timeline: 8-10 weeks Dependencies: GoMethod API access, training data

Touch Management Model (TMM) Alignment​

Purpose: Systematize donor engagement cadence

Features:

  • TMM tag system (High Touch, Medium Touch, Low Touch)
  • Auto-assignment based on capacity + inclination
  • Touch frequency recommendations
  • Engagement tracking against plan
  • Deviation alerts

Technical Approach:

  • Rule engine for TMM assignment
  • Scheduled jobs for touch frequency checks
  • Dashboard widgets for compliance
  • Integration with interaction logging

UI Components:

  • TMM strategy configuration
  • Touch plan calendar view
  • Compliance dashboard
  • Reassignment workflow

Timeline: 4-6 weeks Dependencies: Profile Builder completion

Custom Communication Plan (CCP) Automation​

Purpose: Automate personalized donor journeys

Features:

  • CCP tag system (Event Attendee, Project Donor, General Supporter, etc.)
  • Automated communication sequences
  • Trigger-based email campaigns
  • SMS/WhatsApp message automation
  • Journey analytics

Technical Approach:

  • Workflow automation for CCP sequences
  • Integration with notification service
  • Trigger rules based on contact actions
  • A/B testing framework for messages

UI Components:

  • CCP journey builder (visual workflow)
  • Communication template library
  • Campaign performance dashboard
  • Subscriber management

Timeline: 6-8 weeks Dependencies: Workflow engine enhancements

AI-Powered Decision Assistance​

Purpose: Intelligent recommendations for staff

Features:

  • Next-best-action recommendations
  • Donor churn prediction
  • Optimal ask amount suggestions
  • Best contact time predictions
  • Automated insights on contact detail pages

Technical Approach:

  • AgentField AI integration
  • Machine learning models for predictions
  • Real-time inference via API
  • Correlation IDs for tracking

UI Components:

  • AI insights rail (right sidebar)
  • Recommendation cards
  • Confidence scores
  • Feedback mechanism for training

Timeline: 8-10 weeks Dependencies: AgentField integration, training data

Reference Documents:

  • /docs/roadmap.md (Phase 3 section)

Phase 4: Mobile & Production Hardening (Q3-Q4 2026)​

Mobile App (iOS & Android)​

Purpose: Field access to CRM and light financial data

Features:

  • Read-first CRM access
  • Contact search and detail views
  • Interaction logging (calls, meetings, notes)
  • Event check-in with QR codes
  • Offline data sync
  • Push notifications for tasks

Technical Stack:

  • React Native (shared codebase)
  • TypeScript
  • TanStack Query for state
  • AsyncStorage for offline
  • Firebase Cloud Messaging for push

Timeline: 12-16 weeks Dependencies: API stabilization, design system finalization

Sage 50 Full Bidirectional Sync​

Purpose: Real-time financial data sync with desktop accounting

Features:

  • Live sync of journal entries
  • Chart of Accounts synchronization
  • Invoice and bill sync
  • Payment reconciliation
  • Conflict resolution UI

Technical Approach:

  • Sage 50 SDK/API integration
  • Change detection with timestamps
  • Queue-based sync jobs
  • Retry logic for failures

Timeline: 6-8 weeks Dependencies: Sage 50 API access, test environment

Performance Optimization Sprint​

Focus Areas:

  • Database query optimization (N+1 elimination)
  • API response time reduction (target: under 200ms p95)
  • Frontend bundle size reduction
  • Image optimization and CDN
  • Server-side caching strategy
  • Virtual scrolling for large lists

Timeline: 3-4 weeks

Security Hardening​

Focus Areas:

  • Penetration testing
  • SQL injection prevention audit
  • XSS protection verification
  • CSRF token implementation
  • Rate limiting on public endpoints
  • IP whitelisting for admin routes

Timeline: 2-3 weeks

RBAC Regression Testing Suite​

Purpose: Ensure permissions work correctly across all features

Features:

  • Automated tests for all permission combinations
  • UI component permission gating tests
  • API endpoint authorization tests
  • Department-based data isolation tests

Timeline: 3-4 weeks

Production Runbooks​

Deliverables:

  • Incident response playbook
  • Database backup/restore procedures
  • Deployment rollback procedures
  • Common error resolution guides
  • Monitoring and alerting setup
  • On-call rotation guidelines

Timeline: 2-3 weeks

Reference Documents:

  • /docs/roadmap.md (Phase 4 section)
  • /docs/PRODUCTION_READINESS_PLAN.md

Dependencies & External Factors​

Third-Party Services​

WhatsApp Provider Decision​

Status: ⚠️ Blocked Options:

  1. Twilio - $0.005-0.015/message, verified sender required
  2. Meta Business API - Free tier available, template approval required

Decision Factors:

  • Cost at scale (expected 10,000+ messages/month)
  • Template approval process
  • Delivery rate and reliability
  • Developer experience
  • Support quality

Timeline: Decision needed by April 15, 2026 Owner: Communications Director + CTO

GoMethod Wealth Screening Integration​

Status: 📋 Planned for Phase 3 Requirements:

  • API access agreement
  • Pricing negotiation (per-screen fees)
  • Test environment access
  • Training data for capacity scoring

Timeline: Contract by May 1, 2026 Owner: Development Director + Finance

Plaid Bank Connections​

Status: ⚠️ Code ready, not activated Requirements:

  • Production API keys
  • Plaid Link customization
  • Webhook endpoint configuration
  • Bank account verification flow

Timeline: Activate in Q2 2026 Owner: Finance Manager

Internal Dependencies​

Report Template Definitions​

Status: ⚠️ Blocked (awaiting stakeholder input) Owner: ELT + Department Heads Timeline: Workshops scheduled for April 2026

Templates Needed:

  • 5 financial reports
  • 3 CRM reports
  • 2 event reports
  • 2 administrative reports

Process:

  1. Stakeholder interviews (1 week)
  2. Template design (2 weeks)
  3. Review and approval (1 week)
  4. Implementation (1 week)

Staff Training & Onboarding​

Status: 📋 Planned Owner: System Administrator + Department Heads

Training Modules:

  1. Basic Navigation (1 hour)

    • Login and profile
    • Dashboard customization
    • Module overview

  2. CRM Usage (2 hours)

    • Contact management
    • Interaction logging
    • Segmentation
    • Email/WhatsApp outreach

  3. Finance Workflows (2 hours)

    • Invoice creation
    • Expense entry
    • Budget management
    • Reporting

  4. Event Management (1.5 hours)

    • Event creation
    • Registration handling
    • Communications
    • Check-in procedures

  5. Forms & Workflows (1 hour)

    • Form builder basics
    • Workflow automation
    • Trigger setup

Timeline: Training sessions starting May 2026 Format: Video recordings + live sessions + documentation

Data Migration Validation​

Status: ⚠️ Ongoing Owner: Data Team

Remaining Validations:

  • Verify all 6,806 contacts migrated correctly
  • Validate interaction history completeness
  • Confirm financial data accuracy (Chart of Accounts)
  • Check event registration data
  • Verify form submission history
  • Audit tag migrations (CCP, TMM, PB)

Timeline: Complete by April 30, 2026

Monitoring & Metrics​

Key Performance Indicators (KPIs)​

System Performance​

  • API Response Time: Target under 200ms (p95)
  • Page Load Time: Target under 2 seconds (First Contentful Paint)
  • Database Query Time: Target under 50ms (p95)
  • Uptime: Target 99.5% (excluding maintenance)
  • Error Rate: Target under 0.5 percent

User Adoption​

  • Daily Active Users (DAU): Track weekly
  • Feature Usage: Module-specific usage rates
  • Contact Creation Rate: New contacts per week
  • Interaction Logging Rate: Interactions logged per user per week
  • Workflow Execution Count: Automated actions per day

Business Impact​

  • Donor Retention Rate: Year-over-year comparison
  • Average Gift Size: Trend analysis
  • Event Registration Time: Time from announcement to full capacity
  • Financial Close Time: Month-end close duration
  • Report Generation Time: Time to generate key reports

Monitoring Tools​

Current Setup​

  • Cloud Logging: Centralized log aggregation
  • Cloud Trace: Request tracing
  • Cloud Monitoring: Infrastructure metrics
  • Firebase Analytics: User engagement (frontend)

Planned Enhancements​

  • Set up custom dashboards in Cloud Monitoring
  • Configure alerting policies for key metrics
  • Implement Sentry for error tracking
  • Add user session replay (FullStory/LogRocket)
  • Create weekly KPI email digest
  • Build admin analytics dashboard

Budget & Resource Allocation​

Infrastructure Costs (Monthly Estimate)​

Current (Staging)​

  • Cloud Run (API): $5-10
  • Cloud Run (Frontend): $3-5
  • Cloud SQL: $10-15
  • Cloud Storage: $1-2
  • Redis (MemoryStore): $5-10
  • Secret Manager: under $1
  • Total: ~$25-45/month

Projected (Production at scale)​

  • Cloud Run (API): $50-100 (higher traffic)
  • Cloud Run (Frontend): $20-40
  • Cloud SQL: $100-150 (HA + read replicas)
  • Cloud Storage: $5-10
  • Redis (MemoryStore): $20-30
  • Secret Manager: under $1
  • Cloud Load Balancer: $20-30
  • Cloud Trace/Logging: $10-20
  • Total: ~$225-380/month

Additional Costs​

  • Stripe fees: 2.9% + $0.30 per transaction
  • WhatsApp messages: $0.005-0.015 each (if Twilio)
  • GoMethod screening: $2-5 per lookup (Phase 3)
  • Plaid connections: $0.25-0.50 per user/month (Phase 3)

Development Resources​

Phase 2 Completion (April 2026)​

  • 1 Backend Developer: 2 weeks
  • 1 Frontend Developer: 1 week
  • 1 DevOps Engineer: 3 days
  • 1 QA Tester: 1 week

Phase 3 (Q2 2026)​

  • 2 Backend Developers: 10 weeks
  • 2 Frontend Developers: 8 weeks
  • 1 AI/ML Engineer: 6 weeks
  • 1 Designer: 4 weeks
  • 1 QA Tester: 4 weeks

Phase 4 (Q3-Q4 2026)​

  • 2 Mobile Developers: 16 weeks
  • 1 Backend Developer: 8 weeks
  • 1 Frontend Developer: 4 weeks
  • 1 Security Engineer: 3 weeks
  • 1 Technical Writer: 3 weeks

Risk Management​

High-Impact Risks​

1. Database Migration Failure​

Probability: LOW Impact: CRITICAL Mitigation:

  • Test migrations on staging first
  • Take full database backup before production migration
  • Have rollback script ready
  • Schedule during low-traffic window
  • Have DBA on standby

2. Stripe Production Cutover Issues​

Probability: MEDIUM Impact: HIGH Mitigation:

  • Dual-run test/production keys for 1 week
  • Verify webhook signature validation
  • Test refund and dispute flows
  • Monitor transaction success rate closely
  • Have Stripe support on standby

3. User Resistance to Change​

Probability: MEDIUM Impact: MEDIUM Mitigation:

  • Comprehensive training program
  • Phased rollout by department
  • Super-user champions in each team
  • Clear communication about benefits
  • Quick support response channel

4. External API Rate Limiting​

Probability: MEDIUM (GoMethod, Google APIs) Impact: MEDIUM Mitigation:

  • Implement exponential backoff
  • Queue-based request processing
  • Cache API responses where possible
  • Monitor rate limit headers
  • Have backup manual workflows

Medium-Impact Risks​

5. Cloud Run Cold Start Latency​

Probability: HIGH (0 min instances) Impact: LOW Mitigation:

  • Set min instances to 1 for production
  • Implement warming requests
  • Optimize Docker image size
  • Use build-time optimizations

6. Chart of Accounts Conflicts with Sage 50​

Probability: MEDIUM Impact: MEDIUM Mitigation:

  • Maintain CoA mapping table
  • Version CoA changes
  • Require approval for account deletions
  • Document reconciliation process

7. Mobile App Store Approval Delays​

Probability: MEDIUM Impact: LOW Mitigation:

  • Submit for review early
  • Follow store guidelines strictly
  • Have TestFlight/beta program ready
  • Budget 2-4 weeks for approval

Success Criteria​

Phase 2 Completion​

  • All code complete and merged
  • Deployed to production Cloud Run
  • All smoke tests passing
  • Zero critical bugs
  • Documentation updated
  • Staff trained on new features
  • Performance metrics within targets

Phase 3 Goals​

  • Profile Builder integrated with GoMethod
  • 100% of eligible contacts screened
  • TMM tags assigned to all donors
  • CCP automations running for 3 campaigns
  • AI insights delivering recommendations
  • 90%+ user satisfaction score

Phase 4 Goals​

  • Mobile app live on iOS and Android
  • 50%+ of staff using mobile app weekly
  • Sage 50 sync running without manual intervention
  • 99.5%+ uptime achieved
  • Security audit passed with no criticals
  • Full production runbooks in place

Communication Plan​

Stakeholder Updates​

Weekly Standups​

  • Audience: Development team
  • Format: 15-minute sync
  • Topics: Progress, blockers, upcoming work

Biweekly Sprint Reviews​

  • Audience: Product owner, key stakeholders
  • Format: 30-minute demo + Q&A
  • Topics: Completed features, upcoming priorities

Monthly Executive Updates​

  • Audience: ELT, Finance, Department Heads
  • Format: Written report + optional meeting
  • Topics: Phase progress, budget, timeline, risks

Quarterly All-Hands​

  • Audience: All staff
  • Format: Presentation + Q&A
  • Topics: Vision, roadmap, achievements, training

Documentation Updates​

Continuous​

  • CLAUDE.md - Updated with every significant decision
  • NEXT_STEPS.md - Updated weekly
  • Roadmap - Updated monthly

On Completion​

  • Architecture docs - After major refactors
  • API docs - After endpoint changes
  • User guides - After feature releases
  • Runbooks - After incident resolutions

Conclusion​

Vireo is on track for successful Phase 2 deployment and positioned for strong Phase 3 and 4 execution. The primary focus for the next 30 days is deployment verification and operational readiness, followed by Phase 3 planning and resource allocation.

Critical Path​

  1. Week 1-2: Deploy Phase 2, verify smoke tests, configure production services
  2. Week 3: Staff training on new features (IVI, outreach, workflows)
  3. Week 4: Monitor production stability, gather feedback, begin Phase 3 design

Key Decisions Needed​

  • WhatsApp provider selection (by April 15)
  • GoMethod contract negotiation (by May 1)
  • Report template definitions (workshops in April)
  • Phase 3 resource allocation (by May 15)

Support Channels​

  • Technical Issues: GitHub Issues or Cloud Logging alerts
  • User Questions: Internal Slack channel (#vireo-support)
  • Feature Requests: Google Form → Product backlog
  • Urgent Issues: On-call engineer (PagerDuty)

Last Updated: March 27, 2026 Next Review: April 10, 2026 Document Owner: CTO + Product Manager