Project Relay · week 12 client update · example page
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Example page. Gregarious Simulation Systems and Project Relay are fictional; every figure is illustrative.

Gregarious Simulation Systems · Project Relay

Week 12 client update

Week ending Friday 16 October 2026 · prepared by James Halliday, project manager

Overall: amber Last week: green

Relay moves GSS customer support from the legacy helpdesk to a new support platform: 2.1 million tickets, 342,000 customer accounts and two integrations, live before the December change freeze.

  • Go-live forecast
    7 Dec
    Baseline 30 Nov · +7 days
  • Work done
    52%
    Up from 44% last week
  • Budget spent
    $281.6k
    59% of $480k, $9.6k above plan to date
  • Forecast at completion
    $497.6k
    +3.7% against the $480k budget
  • Actions for GSS
    3
    All due by Wed 21 Oct, one decision
Not possible in a PDF

Seven changes since last Friday

  1. Overall status moved from green to amber.
  2. Integrations moved to amber: the billing test environment throttles our test runs. Risks →
  3. UAT start moved from 19 to 26 October. Schedule →
  4. Go-live forecast moved from 30 November to 7 December, unless GSS chooses option A. Options →
  5. Data migration work rose from 52% to 64% done; its reconciliation risk dropped from high to medium. Progress →
  6. Configuration complete moved from 16 to 21 October. Schedule →
  7. The SSO certificate risk closed, and two decisions were made. Decisions →

Changed figures are now highlighted across the page, with last week's value beside them.

Private to four named people at GSS, each verified by email Same link every Friday; last updated 16 Oct, 15:40

The live page highlights what changed since last week, lets you compare the two go-live options and opens each risk for detail.

This week

Summary and what we need from you

A good week on data and configuration, but the billing integration is behind and takes go-live with it unless we act by Wednesday.

  1. Data migration dry run 1 has now moved every customer account and 1.41 million tickets. Only 0.4% of those tickets fail reconciliation, all on malformed attachment names, and the fix is ready for dry run 2 on 23 October. Progress →
  2. The billing integration is about two weeks behind because its test environment caps how fast we can run tests. That pushes UAT to 26 October and go-live to 7 December. Schedule →
  3. We are $9.6k over plan to date from the extra integration work. The forecast at completion is $497.6k, 3.7% over budget, or $504.8k if we hold 30 November. Budget →

What we need from GSS

  • Due Wed 21 Oct

    Choose the go-live option

    Hold 30 November with one more integration engineer, or move go-live to 7 December. Compare the options →

    Owner: executive sponsor
  • Due Tue 20 Oct

    Raise the billing test API limit

    From 60 to 600 calls a minute for the test tenant, so integration tests can run in full.

    Owner: GSS IT lead
  • Due Mon 19 Oct

    Name 12 UAT testers

    Ideally two per support queue, available for four half days from 26 October.

    Owner: head of customer support
This week

Decision needed: two ways to land go-live

Holding 30 November costs about $7.2k more, and buys five more working days of hypercare before the 18 December change freeze.

Pick an option and the go-live date, schedule, milestones and budget forecast on this page all follow it.Not possible in a PDF

In the live page, choosing an option redraws the schedule and the budget forecast.

Our recommendation is option A. Ten days of hypercare leaves no buffer if a billing issue appears in the first week, and the freeze would then hold any fix until January. Either way the scope does not change.

The detail

Schedule

Integrations push UAT a week later, and go-live with it, to 7 December.

BaselineForecast, darker part doneToday, 16 OctChange freeze, 18 Dec
Workstreams from kickoff on 27 July to the December change freeze. Hover a bar for its dates against the baseline.
Milestones against the baseline
MilestoneBaselineForecastAgainst baseline
The detail

Progress

Work done rose from 44% to 52% this week, led by data migration and configuration.

Workstreams
WorkstreamStatusDoneForecast end

Every customer account and article is across; tickets are two thirds done

    Records migrated and reconciled in the test environment. Turn on "what changed" to see last week's position as a line.
    The detail

    Budget

    Spend is $9.6k ahead of plan, and the forecast lands $17.6k, or 3.7%, over the $480k budget.

    • Budget
      $480.0k
      Agreed in the July statement of work
    • Spent to date
      $281.6k
      Plan to date $272.0k
    • Forecast at completion
      $497.6k
      +$17.6k against budget

    Spend is $9.6k ahead of plan, more than half of it from the last two weeks of integration work

    Cumulative spend by week, $k, from the weekly timesheet at agreed rates. Dashed purple is the forecast for the plan you have chosen above. The vertical axis starts at zero.
    The detail

    Risks and decisions

    One new high risk this week, the billing test API limit, and GSS can close it by Tuesday.

    Open risks

    The test tenant allows 60 calls a minute, so a full billing test run takes nine hours instead of one. This is the main cause of the integration delay.
    Owner
    GSS IT lead
    Action
    Raise the limit to 600 calls a minute by Tue 20 Oct; we batch runs overnight until then
    If it slips
    Each extra week moves UAT and go-live by about a week

    5,650 tickets carry attachments with malformed file names that the new platform rejects. The fix renames them on export and keeps the original name in the ticket history.
    Owner
    Our data lead
    Action
    Run the fix in dry run 2 on 23 Oct and report the result next Friday

    With go-live on 7 December, hypercare has 10 working days before the freeze, against 15 in the baseline.
    Owner
    Executive sponsor
    Action
    Choose the go-live option by Wed 21 Oct

    Several senior agents support the November product launch. We need 12 testers for four half days from 26 October.
    Owner
    Head of customer support
    Action
    Name the testers by Mon 19 Oct

    Open a risk for its owner and action, or filter to what is new or what GSS owns.Not possible in a PDF

    Closed this week: SSO certificate expiry in the test tenant, renewed by GSS IT on 14 October.

    Decisions

    • Migrate 24 months of ticket history; archive older tickets to read-only storage.Agreed by the GSS IT lead and our data lead. new
    • Keep the legacy helpdesk read-only for 30 days after go-live.Agreed by the head of customer support. new
    • Single sign-on for agents only; customers keep their email login.Agreed at the steering meeting.
    The detail

    Next week

    Close configuration, run dry run 2 and get the UAT scripts to GSS for review.

    • Rerun the full billing test suite once the API limit is raisedIntegrations lead
    • Go-live option decided; we update this page the same dayGSS sponsor, James
    • Sign off the last four support queues and close configurationConfiguration lead
    • Send the UAT scripts to GSS for reviewTest lead
    • Data migration dry run 2, with the attachment fixData lead
    About this page

    How this page was made

    James wrote none of it by hand. He gave his AI three files and one instruction, and it published this page to SnapHost on the same link as last week.

    • CSVrelay-tracker-export.csv

      312 issues, 41 changed this week

      RLY-188, Billing test API throttling, Integrations, Blocked RLY-203, Attachment rename on export, Data, In progress
    • MDclient-call-notes.md

      Three calls with GSS, two decisions

      Wed: keep legacy read-only 30 days (Head of Support) Thu: 24 months of history, archive the rest
    • XLSXtimesheet-week-12.xlsx

      214 hours across six people

      Integrations 71.5h Data 58.0h Config 44.0h
    The instruction

    "Turn these into this week's client update for GSS: status, the schedule against baseline, budget, risks, decisions and what we need from them. Show what changed since last Friday, give them the two go-live options to compare, and publish it to the same SnapHost link as last week."

    1. Your AI builds the pageFrom the files you already have: tracker, notes, timesheet.
    2. SnapHost publishes itStraight from your AI, as a private, hosted, live page.
    3. Only your client sees itThe people you name verify their email; nobody else gets in.
    4. Next Friday, same linkPublish again and the page updates in place; nothing to resend.

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    About this page

    Definitions

    How the status colours, progress and forecasts on this page are worked out.

    Green, amber, red
    Green: on plan. Amber: a milestone or cost is at risk and we have a recovery plan. Red: a milestone will be missed without a decision from GSS.
    Work done
    Each workstream's progress weighted by its share of the budget.
    Baseline
    The plan agreed at the end of discovery on 4 September.
    Forecast at completion
    Spend to date plus the cost of the remaining work at agreed rates, for the go-live plan selected.
    Hypercare
    Extra support from the project team after go-live, until the change freeze on 18 December.

    Gregarious Simulation Systems, Project Relay and every name, date and figure on this page are fictional. This is an example made with SnapHost to show what an AI made client update can look like.