ABC Phase One completion and development requirements
Report for 04 Systems
Prepared for Wally Abiodun | 26 October 2026 | Working brief v1
The immediate request
We need to complete and validate Phase One using October timesheets and Pedro’s October Smartsheet records, including the materials taken against the work. I can enter or reconstruct these records for now. Please establish the technical requirements for that validation, identify failures in the current app, and provide separate prices for new development and ongoing support.
The immediate outcome is an October evidence pack that can be traced from source records to the app and its outputs. This will establish whether the capture and reconstruction process works. I am also leading adoption through videos, the corporate magazine and the 25th anniversary opportunity. Team participation will be assessed as that work progresses.
The work to agree
Workstream
Required outcome
Phase One completion
Collect October records, preserve originals, map them to jobs, reconcile hours and materials, and record gaps.
Existing app assurance
Test complete processes with fresh inputs and document every failed step in the click spreadsheet.
New development
Scope connected quoting, project delivery, invoicing, product guidance and problem memory.
Ongoing operation
Agree maintenance, incident handling, data responsibilities, running costs and release checks.
What 04 Systems should return
Return a current capability assessment, the Phase One data mapping and acceptance plan, an initial process test register, an itemised development proposal, and an ongoing service proposal. Each item must identify its dependencies, owner, acceptance evidence, cost basis and exclusions. All proposed responsibilities in this brief remain to be agreed.
Basis and limits
This report uses Wally’s instructions and the project conversation available on 26 October. The app, October records, existing contract and source code have not been audited for this report. Earlier discussions describe tools and prototypes; they do not establish what is implemented or working in the live app. The 22 unavailable attachments are listed in the appendix and have not been used.
1 October records required for validation
Use October 2026 as the validation month. Because October is still in progress, agree an interim cut-off and label all interim results accordingly. Complete the final reconciliation after 31 October when the remaining records are available.
Source
What to collect
Proposed provider
Timesheets
All workshop and onboard entries, covering every worker and working date, with corrections, job descriptions and available approvals.
ABC team and Wally
Pedro’s Smartsheet
A dated copy or export preserving October rows, column names, row identifiers and available comments, attachments and change history.
Pedro or authorised ABC administrator
Materials records
Products taken or issued, quantities and units, dates, boat and job, person taking them, returns, waste and any recorded cost.
Pedro and ABC records
Job references
Boat names, project and job identifiers, work descriptions, areas or pieces, status and relevant quote or invoice references.
ABC administration
Supporting evidence
Available photos, descriptions, receipts, supplier records and invoice lines needed to resolve discrepancies.
Existing ABC sources
Preserve the source before reconstruction
Keep an unchanged copy of each source and record its filename, export date, period covered and source owner. If an export omits attachments or comments, retain those separately and link them to the relevant row. Record the precise access or export limitation rather than treating it as missing operational activity.
Minimum record structure
For labour, retain the work date, worker, hours, boat, project, job or task and original source reference. For materials, retain the product identifier or original name, quantity, unit, transaction type, date, boat or job and source reference. Keep cost and selling price separate. Preserve unresolved records in a visible queue instead of silently dropping them.
Distinguish material purchased, issued, returned, wasted and confirmed used. An issue from stores does not by itself prove consumption on the boat. Do not add litres, kilograms and individual items together. Product and unit conversions need an explicit rule.
Who entered the record
Record the original worker or material recipient separately from the person entering the data. Where I reconstruct an entry, retain the source, the date I entered it and any assumption. This allows Phase One to be tested without attributing my data entry to a craftsman.
2 Phase One validation and acceptance
Phase One covers capture and its ability to support reliable reconstruction. October provides a bounded test of completeness, traceability and usable outputs. It should not be declared complete simply because rows have been uploaded or screens display totals.
Check
Acceptance evidence
Coverage
A worker and date coverage matrix and source inventory account for the agreed October scope. Missing records are listed explicitly.
Labour reconciliation
Hours agree between source, import and app by worker, date and job. Every difference has an explanation and disposition.
Materials reconciliation
Quantities agree by product, unit and transaction type. Unassigned issues, returns and unknown usage remain visible.
Traceability
A reviewer can navigate from a job total to contributing entries and original evidence, including reconstructed entries.
Data integrity
Duplicate imports, corrections, invalid units and unmatched jobs are detected and handled without losing source references.
Usable output
October reports and exports reproduce the agreed totals and retain enough identifiers to check them independently.
Process completion
Agreed critical paths pass with new inputs on mobile and desktop. Blocking failures have been fixed and retested.
Proposed completion rule
Account for every in-scope source row as imported, intentionally excluded with a reason, or unresolved. Require no unexplained reconciliation variance and no unresolved defect that blocks the agreed capture and reporting paths. Wally and ABC should approve any residual data gaps explicitly; an unavailable source cannot be certified as complete.
Report the validation numerically
Show source rows received, rows imported, duplicates, corrections and unresolved rows. Show source and app hours with the difference. Show materials quantities by product and unit, records without job allocation, and records without cost. Report evidence coverage with its denominator. Separate a confirmed zero from a missing value.
Keep technical validation and adoption distinct
The technical result may be “validated using Wally’s entry and reconstruction”. My current involvement is an intentional way to complete validation while building engagement. A later operational check will establish whether the team can capture and retrieve records with less intervention. Measure who enters the records, delay from work to capture, missing evidence, corrections and assistance required. Set the observation period with ABC after the technical process works.
Deliver the original source archive, mapping rules, import log, reconciliation report, exception list, process test evidence and a dated acceptance record. Name the person accepting each unresolved exception and its next action.
3 Keep the structure through the job lifecycle
An accepted quote should initiate the project. The same boat, project, job and piece references should carry through delivery, materials, quality checks, handover and invoicing. This makes it possible to compare what was offered, what happened and what was charged without rebuilding the history at each stage.
Stage
Required continuity and control
Quote
Record version, scope, piece or area, assumptions, hours, rates, materials, exclusions, client comments and acceptance.
Project initiation
Create the project from the accepted scope without retyping. Carry the quote version and job references forward.
Delivery capture
Link time, materials, photos and descriptions to the same jobs. Retain worker and entry author separately.
Exceptions and variations
Record the problem, evidence, decision, changed scope or cost, approval and outcome. Keep the original agreement visible.
QC and handover
Record before and after evidence, inspection outcome, outstanding items and the next person’s receipt where applicable.
Invoice and closure
Link invoice lines to jobs and agreed variations. Show actuals, omissions and any uninvoiced work. Record closure separately from invoice issue.
History and reuse
Retrieve the earlier problem, judgement, action and result when similar work arises again.
Closure needs an explicit rule
The working intention is for projects to close through invoicing. 04 Systems should confirm how staged invoices, retained amounts, partial completion, credits, outstanding snags and later corrections behave. Issuing an invoice must not silently mark unfinished work as accepted or paid. Payment status should remain distinct from operational completion.
Make judgement retrievable
For an exception, capture the signal noticed, the evidence available, the decision taken, the reason, constraints such as time or access, the action and the result. Link this to the relevant boat, surface, material and job. A previous repair method, and the reason ABC chose a different method, should be recoverable together.
The behavioural implication
A completed form proves that information was entered. Stronger evidence comes from the sequence: a problem was noticed, described, acted on and checked. The system should preserve those observable events and make gaps visible. Claims about competence, motivation or intent require human interpretation beyond the click record.
4 New functionality to scope and price
The items below are requested capabilities. 04 Systems must classify each as already delivered and verified, partly delivered, an existing defect, an enhancement or new development. Confirm this against the agreed scope and demonstrate the current behaviour before quoting. Do not assume a prototype is a live capability.
ID and request
Acceptance outcome
Order
N01 Connected lifecycle
An accepted quote creates a linked project; capture, variations, QC and invoice preserve its structure and references.
After data mapping
N02 Materials library
Reconcile the reported 374 products to the source inventory. Search by product or practical question; show key information, manufacturer and supplier links, and downloadable instructions.
After inventory check
N03 Alternatives and exceptions
Find possible alternatives for supply or performance problems; show application limits, compatibility evidence and the decision requiring human confirmation.
With N02
N04 Problem memory
Retrieve and recreate the recorded steps around a problem, including evidence, decision, action, constraints and outcome. Link similar cases without claiming they are identical.
After job links
N05 Session click history
Capture ordered actions and results, allow daily or session downloads, and link failures to a support record. Separate recorded events from diagnostic interpretation.
Priority to scope
N06 Landing page
Large buttons with short explainers; the landing choices fit the agreed mobile and desktop viewports without scrolling. Test zoom and accessibility behaviour.
Early usability work
N07 Standalone online access
Provide a stable direct URL, appropriate sign-in, mobile and desktop layouts, and working downloads outside the chat. Define any offline requirement separately.
Deployment dependency
Content and technical dependencies
Agree who maintains product information, validates alternatives and checks links and document versions. A catalogue count does not establish that every product has current instructions. Track the product count, missing documents and review status. Supplier availability needs a dated source if it is shown.
If question search requires an external AI service, 04 Systems should price its implementation and usage separately and define which approved sources it can use. The requirement is to retrieve ABC’s information and supporting product evidence; the architecture remains to be agreed.
5 The click spreadsheet and failure record
Maintain a process spreadsheet showing the actual sequence of clicks or actions from entry to completion or failure. Each process should have a readable horizontal sequence so a reviewer can see the route and the point marked X where it stops. Keep detailed step records alongside that overview so long processes remain usable.
What each step must record
Field group
Required contents
Identity
Process ID, test or session ID, app version, date, tester, role, device and browser.
Starting state
Required permissions, starting page, preconditions and test record identifiers.
Sequence
Step number, page or component, action or button, input reference and expected result.
Observed result
Actual result, pass or X, error text, time and relevant screen or record reference.
Failure handling
Last successful step, exact reproduction route, impact, workaround, suspected cause and confirmed cause when established.
Resolution
Issue ID, assigned owner, priority, classification, fix version, retest result and closure date.
Test the complete process with new inputs
Cover sign-in and permissions; creating a boat or job; entering and correcting time; issuing and returning materials; adding photos and descriptions; raising an exception; finding instructions and alternatives; accepting a quote; initiating a project; completing QC and handover; issuing an invoice; exporting records; and closing or reopening work under the agreed rules.
Test required fields, rejected uploads, duplicate submission, interrupted connections, repeated clicks and navigation away from unfinished work. Check that a visible success corresponds to a saved record and that retries do not duplicate it. Include the agreed Android, iPhone or iPad and desktop browser combinations, with specific versions recorded.
Use the record for diagnosis
Identify the first failed step and distinguish a broken control, missing permission, invalid input, unavailable data and an unclear instruction. Record an unknown cause as unknown. A click sequence is evidence of interaction; it does not automatically explain why the person clicked or prove that the user made an error.
Relate the spreadsheet to session logging
The spreadsheet is the maintained support and test record. N05 is the app capability that can supply event sequences to it. Define event retention, access and export fields, and avoid logging passwords, tokens or unnecessary personal content. A recorded replay can reconstruct the route; actual re-execution should use test data and must not repeat financial or destructive actions automatically.
This section interprets the request for a click spreadsheet as process mapping, failure reproduction and ongoing diagnosis. No named logging product or existing automated coverage is assumed.
6 Ongoing maintenance and operating responsibilities
Ongoing work must include the click spreadsheet and the resolution of failures found in normal use. Agree which service activities are included in the support fee, which are charged separately, and which belong to ABC’s operation. The following allocation is proposed for discussion.
Activity
Proposed responsibility
Required evidence
Incident intake and triage
04 Systems, with ABC reporting impact
Issue linked to process and failed step; priority, owner and next update.
Defect correction
04 Systems under agreed terms
Cause where established, fix version, regression checks and retest.
Hosting and availability
04 Systems or named host operator
Service owner, monitoring, incident route and recovery procedure.
Backups and restore
Named technical operator
Backup scope and frequency, retention, restore test and recovery targets.
Records and reconciliation
ABC; Wally during assisted validation
Daily or agreed review of missing entries, unresolved jobs and duplicates.
Materials content
ABC appointed content owner
Document source, version, reviewer, review date and broken link queue.
Releases and permissions
04 Systems with ABC acceptance
Tested release record, role checks, rollback route and user notice.
Commercial control
Wally or agreed ABC approver
Approved scope, expenditure limit and classification of each charge.
Service terms to agree
Specify support hours and contact route; incident severity definitions; response and restoration targets; escalation; included hours; out-of-hours arrangements; maintenance windows; release frequency; and reporting. Separate a response target from a promise to fix. Name the owner of the production account, source code, domain, database and backups, with an export and handover route.
Monthly operating review
Review critical process completion, open and recurring failures, unresolved data gaps, entry delays, reconciliation differences and support effort. Where the necessary data exists, also review time to invoice, unallocated materials and value per hour. Define each denominator and distinguish invoiced value per recorded hour from profit or cash received.
Track how often Wally or Duncan must intervene and what prompted it. Reduced dependence should be demonstrated by completed work and resolved exceptions handled by others. Set targets only after the October baseline and the initial live observation period are available.
7 Development and ongoing cost proposal
No itemised supplier estimate or verified existing contract has been provided for this brief. 04 Systems should return an itemised quotation rather than a single blended figure. Existing contracted obligations must be checked before deciding whether a failure is chargeable new work.
Cost category
What the proposal must show
Phase One completion
Data mapping, import configuration, reconstruction assistance if supplied, reconciliation, test execution and acceptance support.
Existing scope and defects
Contract reference, evidence of the failure, warranty or support treatment, and any proposed charge with its basis.
New development
Separate N01 to N07 items with deliverables, dependencies, effort, rate or fixed price, acceptance tests and exclusions.
Initial deployment
Environment setup, account ownership, domain configuration, migration, release checks and handover.
Recurring service
Hosting, database, storage, backups, monitoring, support, licences and content maintenance where included.
Variable usage
AI requests if used, file storage, bandwidth, media processing and other metered services, with billing units and assumptions.
Change and exit costs
Approval process, rate for extra work, third-party changes, data export, source handover and termination assistance.
Required estimate fields
For every item provide its identifier, current status, specification, deliverable, technical dependencies, responsible party, estimated effort and pricing assumptions for internal review, package price, currency, tax treatment, third-party charges, contingency and target delivery window. State assumptions about users, records, image and video volumes, retention and support demand. Show optional work separately.
Compare implementation and ownership cost
Present the one-off total separately from monthly recurring costs and expected variable usage. Show a 12-month total as one-off implementation plus 12 months of recurring costs plus explicitly assumed usage. State what has already been paid or included so that it is not counted twice. Use a stated range where scope remains unresolved.
Sequence spending around evidence
First establish the source mapping and app baseline. Then complete October validation and correct blocking failures. Scope the connected lifecycle and new capabilities against that evidence. Agree payment milestones tied to reviewable deliverables and acceptance, with a written change process for anything outside the agreed package.
The proposal should identify the smallest useful release for each capability and the cost of completing it later. No forecast saving or return on investment should be presented as achieved until the baseline and subsequent operating results support it.
8 Adoption strategy and commercial presentation
I am currently carrying the entry, reconstruction and much of the communication work myself. I am willing to do that at this stage. It allows the technical process to be demonstrated while I build engagement around the work the team recognises.
The adoption work already under way
The videos and corporate magazine respond to my observation that written material is not being read. The 25th anniversary provides a shared occasion to bring the work, people and future use of the app together. I see the recent crew contribution, including the contribution attributed to Valentina, as a useful signal of engagement. This is my account of the response, rather than an independently measured adoption result.
04 Systems should treat these communication assets as part of the rollout context. Where they appear in the app, they need stable links, working playback, understandable choices and a direct route into a relevant task. Confirm which media or anniversary pages are already hosted and which changes require development. Price media production and app integration separately if either is in scope.
Turn engagement into a useful action
A practical next step is to connect each relevant demonstration to one small task, such as adding a picture and description, identifying a material, or recording an exception. Let the contributor see where that entry appears in the job history or handover. Wally will coordinate the invitation and timing with ABC; the technical team should make the route dependable.
Track what happens after the communication: who opens the route, attempts the task, completes it, needs help or returns later. A comment from the crew is evidence of participation in that exchange. Repeated task completion will provide stronger evidence of routine use. Do not treat Wally’s temporary entry work as a reason to halt technical validation.
Prepare the cost around the required work
First define the remaining Phase One work, fixes, new capabilities and recurring service. 04 Systems should supply a detailed costing basis to Wally for review. The proposal for Duncan should then present concrete delivery packages, the outcome of each, the acceptance evidence, dependencies, one-off cost and recurring commitment. Do not lead that proposal with an hourly arrangement.
Keep the commercial presentation accurate about what is included, what is optional and what remains uncertain. Package pricing should be grounded in the actual estimate. Wally will manage the timing and relationship with Duncan. This brief does not authorise 04 Systems to approach Duncan, disclose separate commercial arrangements or make commitments on Wally’s behalf.
The decision the proposal should support
Duncan should be able to see what is required to finish the current phase, what the next capabilities will do, and what it will cost to run them. Present a bounded next decision with reviewable outputs. Keep personal interpretations of Duncan’s response out of the supplier assessment.
9 Immediate delivery sequence and decisions
The sequence below is a proposed working order. 04 Systems should supply dates and capacity after checking the sources and the current app. It is not an agreed delivery commitment.
Order
Action
Proposed lead
Completion evidence
1
Confirm current app version, original scope, environments and access.
04 Systems
Capability and obligation register.
2
Obtain October timesheets and Pedro’s Smartsheet and materials records.
ABC and Wally
Dated inventory and preserved originals.
3
Agree cut-off, job identifiers, units, mapping and gap handling.
Wally and 04 Systems
Approved mapping and validation plan.
4
Enter or import interim records and reconcile.
Wally with technical support
Totals, source links and exception queue.
5
Run complete processes using fresh inputs; fix and retest blockers.
04 Systems with Wally
Click spreadsheet and issue evidence.
6
Complete October after month end and review Phase One.
Wally and ABC reviewer
Final reconciliation and acceptance record.
7
Agree development packages and ongoing service.
04 Systems and approver
Itemised scope, costs and service terms.
8
Observe team use and transfer routine responsibilities.
ABC with agreed support
Independent use, assistance and exception measures.
Decisions needed now
Confirm who can provide the complete October source records, who approves their accuracy and which live app version is being assessed. Agree whether Wally will enter all records or receive an import route. Select the critical paths and devices for acceptance, and identify the person authorised to approve residual gaps and expenditure.
What this enables next
Once capture can be validated, Phase Two can use that record for invoice reconstruction. The wider sequence remains Capture, Invoice reconstruction, Maintenance, Capacity and Predictive. Each later phase needs its own scope and evidence. Connected quotes and projects must preserve the same references so that later phases can use the October work rather than reconstruct it again.
Requested response from 04 Systems
Please return this brief with each requirement marked confirmed, needing clarification or excluded, together with the current capability register, named owners, proposed dates, acceptance approach, development estimate and ongoing cost schedule. Identify any source or decision that prevents a reliable commitment.
Appendix Source limitations and unavailable files
The following attachments failed to become available in this workspace. Their contents have not been read or used in this report. Please retry uploading them before using their contents to revise the operating model, technical requirements or financial baseline.
1. ChatGPT Image Jun 4, 2025, 08_43_36 PM.png
2. A Relativistic Operating System for Behavior.pdf
3. Gravitas The Math.pdf
4. Gravitas The system that converts attention into energy.pdf
5. Gravitas_Black_Hole_Field.pdf
6. Absolute_Boat_Care_Annual_Report_2024_With_Formal_Financials.pdf
7. Operating model overview.png
8. Absolute_Boat_Care_Annual_Report_2024_Interactive.pdf
9. The_Bankable_Yacht_Yard.pdf
10. The_Predictable_Shipyard.pdf
11. The_New_Marine_Standard.pdf
12. Operating Model.png
13. ABC_Pillars_of_Performance.pdf
14. Absolute_Boat_Care_Transformation.pdf
15. The_New_ABC_Standard.pdf
16. Absolute_Boat_Care_Strategic_Resilience.pdf
17. Naval_Restoration_Revolution.pdf
18. Marine Business.png
19. The_Gravitas_Engine.pdf
20. Letter to Duncan.pdf
21. ABSOLUTE BOAT CARE - Notas para el Sr. Duncan II.pdf
22. ABSOLUTE BOAT CARE - Notas para el Sr. Duncan III.pdf
Interpretations used in this draft
“Pedro smart seats” is interpreted as Pedro’s Smartsheet. “Ongoing” includes both routine service and failures recorded during use. The click spreadsheet describes the full action sequence and where it fails. 04 Systems is the intended recipient. These interpretations should be corrected if necessary before finalising scope.