# 11. Sign-Off & Go-Live

## Sign-Off & Go-Live

**Outcome:** Feedback implemented, workflow deployed, client transitioned to Accelerator **Trigger:** UAT complete, client happy with workflow **Duration:** 2-3 hours

### Role Clarification

| Role    | Responsibility                                                           |
| ------- | ------------------------------------------------------------------------ |
| **Dev** | Implement feedback, prepare workflow, deploy, documentation, folder move |
| **Ben** | Sign-off call, payment, Accelerator enrollment, scope decisions          |

***

### Quick Reference

| Step | Action                                  | Time     |
| ---- | --------------------------------------- | -------- |
| 1    | Implement UAT feedback *(skip if none)* | 1-2 hrs  |
| 2    | Prepare final workflow                  | 30 min   |
| 3    | Book Ben's sign-off call                | 10 min   |
| 4    | Handle post-call scenarios              | Variable |
| 5    | Deploy to production                    | 15 min   |
| 6    | Create handover documentation           | 30 min   |
| 7    | Move client to Accelerator folder       | 5 min    |

***

### Full Guide

#### Part 1: Implement UAT Feedback

> **Skip this step if:** Client approved with no changes, or workflow didn't require formal UAT (e.g., simple automations, internal tools). → Go directly to Part 2.

**Capture & Categorize**

Create: `clients/{CODE}/context/feedback/uat-feedback-{DATE}.md`

```markdown
# UAT Feedback - {Workflow Name}
Date: {DATE}

| # | Priority | Description | Action | Status |
|---|----------|-------------|--------|--------|
| 1 | Critical | ... | Fix | Done |
| 2 | High | ... | Fix | In Progress |
| 3 | Medium | ... | Fix | Pending |
| 4 | Low | ... | Phase 2 | Documented |
```

**Priority Actions**

| Priority     | Action                    | Timeline          |
| ------------ | ------------------------- | ----------------- |
| **Critical** | Blocker - fix immediately | Same day          |
| **High**     | Core functionality        | Before go-live    |
| **Medium**   | Enhancement               | Before go-live    |
| **Low**      | Nice-to-have              | Queue for Phase 2 |

**Implement & Test**

For each critical/high/medium item:

1. Make the change
2. Test the change
3. Document what was changed
4. Run full regression test

***

#### Part 2: Prepare Final Workflow

**Workflow Cleanup**

* [ ] Remove all test data
* [ ] Update tags: `status-uat` → `status-production`
* [ ] Verify credentials are CLIENT credentials (not dev)
* [ ] Export final JSON to `{client}/workflows/{CODE}-{NNN}/`

**Update Workflow README**

`clients/{CODE}/workflows/README.md`:

```markdown
# {Client Name} Workflows

## Production Workflows

### {Workflow Name}
- Status: Production
- Deployed: {DATE}
- Trigger: {Description}
- Dependencies: {List}

## Maintenance Notes
{Any special considerations}
```

***

#### Part 3: Book Ben's Sign-Off Call

**Objective:** Schedule Ben to handle formal sign-off, payment, and Accelerator enrollment.

**Confirm Client Readiness**

Ask the user:

> Is the client happy with the workflow and ready for the formal sign-off call with Ben?

If no → loop back to Part 1.

**Check Ben's Availability**

Use Google Calendar MCP:

1. Check Ben's availability for next 5 business days
2. Find 30-minute slots during business hours (9am-5pm AEST)
3. Identify 2 suitable times

**Propose Times**

Present to user (who relays to client):

```
Ben is available for the sign-off call at:
- Option A: {Day}, {Date} at {Time} AEST
- Option B: {Day}, {Date} at {Time} AEST
```

**What Ben Handles**

* Formal sign-off and approval
* Payment collection
* AI Accelerator enrollment
* Scope/pricing decisions
* Feature request assessment

**Dev does NOT attend this call.**

***

#### Part 4: Handle Post-Call Scenarios

After Ben's call completes:

**Scenario A: Happy Path ✅**

Client approved, payment received. → Proceed to Part 5

**Scenario B: Feature Request**

Ben messages dev with scope details:

1. Assess the request
2. Implement the feature
3. Re-test
4. Return to Part 5

**Scenario C: Internal Deployment**

For workflows without external client sign-off: → See SOP 15 (Internal Deployment) - *coming soon*

***

#### Part 5: Deploy to Production

**Pre-Deployment Checklist**

* [ ] Ben's sign-off call completed
* [ ] Production credentials verified
* [ ] Avoid peak hours for deployment

**Deploy**

1. Activate workflow in n8n (toggle ON)
2. Verify trigger is receiving data
3. Monitor first 3-5 executions
4. Confirm successful runs (green checkmarks)

**Update Settings**

`clients/{CODE}/settings.json`:

```json
{
  "lifecycle": {
    "stage": "production",
    "stage_entered_date": "{YYYY-MM-DD}",
    "sign_off_date": "{YYYY-MM-DD}"
  },
  "workflows": [
    {
      "name": "{Workflow Name}",
      "id": "{n8n-workflow-id}",
      "status": "active",
      "deployed": "{DATE}",
      "environment": "production"
    }
  ]
}
```

**Rollback Plan**

If critical issues occur:

1. Deactivate workflow immediately
2. Notify client of temporary pause
3. Investigate root cause
4. Fix and redeploy

***

#### Part 6: Handover Documentation

**Generate Handoff Verification**

```
/create-handoff-verification {CODE}
```

This skill:

* Extracts scope commitments from Technical Proposal
* Reads settings.json for workflow inventory
* Creates verification document

Fill all `{ENGINEER_FILLS}` markers:

* Proof links (n8n execution URLs, test screenshots)
* Test metrics (pass/fail counts)
* Go-live date

**Create HANDOVER.md**

`clients/{CODE}/context/docs/HANDOVER.md`:

```markdown
# Handover Document: {Client Name}

## Workflow Summary
| Workflow | Status | Deployed |
|----------|--------|----------|
| {Name} | Production | {DATE} |

## How It Works
{Business-friendly explanation}

## Monitoring
- Check n8n dashboard weekly
- Review error notifications
- Monthly performance review

## Known Limitations
- {Limitation 1}
- {Limitation 2}

## Support Contacts
- Technical: support@theentourageai.com
- Account: ben@theentourageai.com

## Change Request Process
1. Email support with request
2. Assessment within 48 hours
3. Estimate provided
4. Approval and scheduling
5. Implementation and deployment
```

***

#### Part 7: Move to Accelerator Folder

**CRITICAL:** This transitions the client from AI Automator to AI Accelerator.

**Move Command**

```bash
git mv ai-automator/{client} ai-accelerator/{client}
```

**Commit**

```bash
git commit -m "chore({CODE}): Move to AI Accelerator

Client completed AI Automator.
Transitioning to ongoing support.

Co-Authored-By: Claude Opus 4.5 <noreply@anthropic.com>"
```

**Verify**

* [ ] Folder exists in `ai-accelerator/`
* [ ] Folder removed from `ai-automator/`
* [ ] No broken path references

***

### Email Templates

#### go-live

**When to send:** After successful deployment, first executions verified **Sent by:** Ben (after sign-off call) or Dev (if delegated)

```
Subject: Live: {Workflow} is now active!

Hey {Name},

Great news - your {Workflow} is now live!

What's Happening:
• Workflow is active and processing real data
• First executions verified - all successful

Our Monitoring:
• Watching all executions for 48 hours
• Any issues flagged immediately

Congrats on going live!

Cheers,
{Sender Name}
The Entourage AI
```

***

### Verify

* [ ] All critical/high/medium feedback implemented
* [ ] Final testing passed
* [ ] Ben's sign-off call completed
* [ ] Workflow deployed to production
* [ ] First 5 executions successful
* [ ] settings.json updated (stage: "production")
* [ ] HANDOVER.md created
* [ ] Handoff verification generated
* [ ] Client folder moved: `ai-automator/` → `ai-accelerator/`
* [ ] Git commit for folder move

***

### Notes

* **SOP 15 (Internal Deployment):** For workflows without external client sign-off, use SOP 15 instead.
* **Ben's Role:** All payment, pricing, and scope discussions go through Ben.
* **Folder Structure:** Moving to `ai-accelerator/` signals ongoing support, not project delivery.

**Next:** [Accelerator Kickoff](https://internal-docs.theentourageai.com/ai-accelerator/accelerator-kickoff) (Ben schedules welcome call)