CPS Facility Request System — Project Write-up and Effort Estimate

Cincinnati Public Schools · FMX replacement in Salesforce and FormAssembly · Stakeholder: Adam Goeppner · Coverage May 23 – September 11, 2026 · Prepared September 11, 2026

Live in production since July 1, 2026

16weeks, May 23 → Sep 11

12production releases

1,332requests in the system by Sep 1

209legacy FMX bookings migrated

549 hhours of work

1. Task ledger

Every task from the first day of discovery, in date order, with the hours of work each represents. Month subtotals and the running total reconcile to the project total of 549 hours of work.

DesignBuildDataTestingMeetingsDocsFixRework

Date	Type	Task	Hours	Running
May 2026 (May 23–31)
May 23	Design	Discovery: FMX field inventory (40 fields, 8 request types, 65 buildings), walk-through of the live FMX form	7	7
May 23	Design	Salesforce reconciliation of the existing Facility and Facility Request objects; data model and specification; decision log	9	16
May 23	Build	Phase 1 fields and permission set deployed; effective-window formula corrected; functional test 5/5	4	20
May 23	Build	Conflict-detection flow: flag mode, then block mode (first-come-secures); retest 4/4	4	24
May 23	Build	Public site, guest profile, bookings REST service, Visualforce calendar, iframe embed on form 175 (clickjack and trusted-domain settings)	9	33
May 23	Build	Approval form 176 and update connector; approval token flow; email engine in Apex with inline branded templates	9	42
May 23	Testing	Case-object impact audit (76 flows, 2 triggers, zero coupling)	1	43
May 24	Testing	Connectors enabled, form published; first end-to-end test failed at the connector and was fixed; full loop proven; approver-capture fields; test recipients set	7	50
May 25	Data	FMX exports processed; 65 buildings and 2,525 rooms loaded; three-level building → resource type → room cascade built on the form; date and time validation	9	59
May 25–26	Build	Calendar requests scoped (school filter, ICS feed, Eastern time); Eastern-time fix deployed	3	62
May 24–31	Meetings	Weekly huddle, demo rehearsal, Remaining Work planning summary	7	69
Subtotal, May 2026			69	69
June 2026
Jun 1	Build	FormAssembly API approach established; 24-field build on the clone form; school filter authored; approval-email recipients	7	76
Jun 1	Data	324 additional facilities; Equipment object and 344 records with permission set	4	80
Jun 2	Meetings	Demo to CPS, preparation, and post-demo priority agreement	6	86
Jun 6	Build	Post-demo sprint: building and room name resolution, school filter deployed, entrance records, ICS feed, form 175 field push with rollback snapshot, 32 conditional-logic rules, connector cluster repair, two validation rules, Lightning record page, pre-go-live cleanup	15	101
Jun 8	Docs	Google calendar rollout brief for district IT	1	102
Jun 9	Build	Branded Request Received email; status path extended by four stages; organisation fields and required-on-create rule; five checkbox fields converted to Yes/No; calendar tile redesign	9	111
Jun 10	Build	Availability REST service with CORS and form handoff; request-type and record-type alignment; calendar shows approved and pending; five branded workflow emails; Committee Review rename	9	120
Jun 10	Data	Hourly rates from three district workbooks on 2,525 rooms; rate and flag fields; quote calculation	6	126
Jun 10	Meetings	Weekly huddle with Adam: requirements capture, rate workbooks, July 1 date; follow-up	3	129
Jun 11	Build	Paid status, payment due, scheduled auto-cancel, payment stamp; workflow-emails flow; Yes/No connector emergency and fix; attachment step; six-digit request number	9	138
Jun 13–14	Data	Facility Requester object; 1,225 FMX requesters loaded and deduplicated to 1,215	7	145
Jun 13	Build	Reservation Resource junction object, resolver flow and permission set	4	149
Jun 13	Design	Feedback document review and change-request batch #2 scoping	4	153
Jun 2–30	Testing	User acceptance support: test submissions with Adam, defect triage, test-record cleanup, recipient reversion before go-live	11	164
Jun 23–25	Meetings	Senior leadership presentation support; governance meeting and feedback additions	4	168
Jun 27	Fix	Feedback cleanup (request types, theatre spelling, test data); rooms-not-populating root cause and building-scoped resource-type endpoint	7	175
Jun 29	Build	Attendee auto-calculation, reminder field removed, untyped rooms corrected; June 29 Project Status document	6	181
Jun 30	Build	Recurrence and security fields; principal and athletic-director routing fields, 57 buildings loaded, staff-recipient formula; test addresses removed	8	189
Jun 30 – Jul 1	Docs	Go-live readiness checks; Approval Routing Open Items document	3	192
Jun	Meetings	Weekly huddles and decision threads through June	8	200
Subtotal, June 2026			131	200
July 2026
Jul 1–2	Testing	Go-live support; first live routing review and note to Adam	4	204
Jul 8	Build	Status Path component; four fee fields and automatic rental and total formulas; quote email; path reorder; scheduled auto-complete	9	213
Jul 13–15	Meetings	Working session (70 minutes), transcript, 12-item programme scoped with effort per item	9	222
Jul 15–16	Build	Sandbox baseline; Site Review advancement and price override built and validated in sandbox; Batch A production release	9	231
Jul 13–22	Build	Rental office users, permission set and app; additional user July 22	4	235
Jul 16–24	Build	Batch B built in sandbox: three committee stages, approver configuration setting, daily reminders, Education Center auto-confirm, calendar colour at sign-off	15	250
Jul 21–24	Docs	Facilities feedback check-in and huddle; Open Items and Batch B Deployment Plan	4	254
Jul 25	Build	Batch B production release (22 components, 20 tests); 17 failing tests repaired; 36-record backfill; weekend guard; Committee Review removed from path; list-view rights; stuck-record triage; Work Completed document	13	267
Jul 25–27	Data	Legacy FMX analysis: 311 rows, 17 collisions, duplicate detection corrected; Items to Resolve document and decision email	11	278
Jul 27	Design	Requester self-edit recommendation; licensing question answered	3	281
Jul 29	Fix	Principal routing gap closed (64 of 64 buildings); Walnut Hills and repeat-event bugs root-caused; huddle and sync	7	288
Jul 29	Build	Recurrence Phase A designed, deployed to production, email previews	7	295
Jul 29–30	Build	Recurrence Phase B design and engine built in sandbox: 24 fields, 8 classes, 40 tests, 7 functional proofs; backfill analysis	14	309
Jul 30–31	Fix	Launch Ed room-block levers tested and applied; Findings and Options document	4	313
Subtotal, July 2026			113	313
August 2026
Aug 1–2	Testing	Phase A proven on live submissions; session handoff	2	315
Aug 3	Meetings	Facility Rental meeting (migration scope), SCPA profiling, session note and six migration questions	6	321
Aug 4	Testing	Secretary training day support (33 submissions), twin analysis, handoff	4	325
Aug 5	Data	Migration rehearsed in sandbox (100 of 101), external id, load file, collision handling; scope narrowed to pending	9	334
Aug 5	Docs	Sequenced Release Plan; Launch Ed existing-bookings document; SCPA athletic director set; huddle	6	340
Aug 5	Build	Multi-date calendar picker built on the clone form	7	347
Aug 6	Testing	Committee chain observed end to end at SCPA; handoff	2	349
Aug 11	Build	Education Center approval emails (template, copy to principal, flow)	3	352
Aug 12	Design	Education Center approval routing build specification	3	355
Aug 13	Meetings	Working call (60 minutes), ten decisions, FMX resource-type root cause, exceptions file, handoff	8	363
Aug 14–15	Fix	Inverted time windows corrected; room-block correction; handoff	4	367
Aug 16	Fix	Form 175 session: conditional-logic analysis, picker port to a second clone, connector-failure workbook (57 submissions), blank-resource fix, facility record defects (310 rows)	11	378
Aug 17	Fix	Date-scoped Launch Ed block (74 records) and closeout; Dynamic Form edit fix and closeout; status note	7	385
Aug 19	Fix	Connector failures re-investigated (19 of 21 resolved); HVAC records corrected; field history enabled	3	388
Aug 19	Build	Recurrence engine to production with permission set, guards, configuration and rollback plan; engine enabled; list views and series related list; picker live on form 175 (revision 68) with connector remap; runbooks	15	403
Aug 19	Data	First FMX load: 175 bookings; exceptions file; Questions and How Multi-Date Bookings Work documents	9	412
Aug 20	Fix	Series cap defect (52 of 169 dates) diagnosed; handoff	4	416
Aug 22	Fix	Room-already-booked complaint: availability check never wired, 471 duplicate room names; build specification	4	420
Aug 24–25	Build	ICS feed review, 548-event export, subscription links for 67 schools; handoff	4	424
Aug 26–27	Build	Calendar end times, page into source control; completed events kept on the calendar; closeouts	3	427
Aug 26–27	Meetings	Weekly huddle and sync: calendar feedback, reporting wishes, migration audit	3	430
Aug	Testing	Regression and verification across four release days; sandbox validations	15	445
Aug	Meetings	Decision threads with Jenna, Adam and Shauna between sessions	9	454
Aug	Rework	Education Center bypass reversal, form revision churn (61 → 68), sandbox re-baselining	13	467
Aug	Docs	Session handoffs of August 13, 15 and 20	7	474
Subtotal, August 2026			161	474
September 2026 (Sep 1–11)
Sep 1	Build	Education Center requests routed to Jenna before the approval email: new field, workflow and advancement flow versions, auto-confirm and notify retired, activation	10	484
Sep 1	Docs	End-user Standard Operating Procedure (6 pages)	11	495
Sep 1	Docs	Senior leadership briefing deck (15 slides)	7	502
Sep 2	Meetings	Presentation support; Salesforce chat	2	504
Sep 4	Data	Second FMX load: 34 bookings; theatre spelling; exceptions and Needing a Decision workbook	7	511
Sep 4	Build	Principal note-to-requester built in sandbox (field, layout, handler, tests)	6	517
Sep 4	Meetings	Athletic-director integration discussion	2	519
Sep 9	Meetings	Workflow and security session; approver identity check	4	523
Sep 10	Meetings	Form requests session: cancellation, capacity, calendar toggle; scoping notes	4	527
Sep 11	Meetings	Reporting session with Adam; scoping of directory-driven routing	4	531
Sep 11	Docs	Project write-up and effort estimate	9	540
Sep	Testing	Regression, verification and decision threads through September 11	9	549
Subtotal, September 2026			75	549
Total, May 23 – September 11, 2026			549	549

Hours by type

Type	Hours	Share
Build	215	39%
Meetings	79	14%
Data	62	11%
Testing	55	10%
Fix	51	9%
Docs	48	9%
Design	26	5%
Rework	13	2%
Total	549	100%

2. Summary

I replaced the retired FMX facility-request process with a Salesforce system fronted by a public FormAssembly form. Discovery started on May 23, 2026 against a June 2 demo and a July 1 production date, both of which were met. The system took its first real requests on July 1, absorbed the district's secretary training day on August 4 (33 submissions in one day), and by September 1 held 1,332 booking records, 646 of them for the Education Center.

The build covers intake, room selection, double-booking protection, a nine-stage approval path with emailed approvals that need no Salesforce login, branded notifications, rate-based quotes and payment controls, a public calendar with per-school subscription feeds, multi-date series booking, and the migration of the forward FMX schedule. This document records what was built and when, what was delivered, where testing sat in the calendar, and the effort the work represents.

3. Timeline, testing and releases

3.1 Phases

Period	What happened
May 23	Discovery: FMX field inventory (40 fields, 8 request types, 65 buildings), Salesforce reconciliation, data model designed and deployed the same day. Conflict detection, public calendar site, approval form and email engine built by end of day.
May 24	Testing began. Form 175 published and connectors enabled; the first end-to-end test failed at the connector and was fixed the same day. Full loop proven: form submit → Salesforce record → emails → emailed approval → calendar.
May 25 – Jun 1	2,592 facility records loaded, three-level building → resource type → room cascade built on the form, Eastern-time fix, additional 324 facilities and 344 equipment records.
Jun 2	Demo to CPS. Strong reception; post-demo priorities agreed.
Jun 2 – 30	User acceptance window. Post-demo sprint (school filter, ICS feed, conditional logic, name resolution), status path, branded emails, pricing, payment controls, requester directory, multi-room junction, feedback rounds on June 10, 13 and 25, principal routing wired on June 30.
Jul 1	Go-live. First real approvals within the week (a principal declined a request on July 7).
Jul 8 – 25	Status Path and fee model (Jul 8); Jul 13 working session set a 12-item programme; Batch A released Jul 16; Batch B (three committee stages, approver reminders, Education Center auto-confirm, calendar colour) released Jul 25 with 22 components and 20 passing tests.
Jul 29 – Aug 6	Recurrence Phase A live; Phase B engine built and proven in the full sandbox; Launch Ed rooms closed; FMX migration scoped with CPS on Aug 3 and rehearsed in sandbox on Aug 5; secretary training Aug 4.
Aug 11 – 17	Education Center approval emails; routing redesign agreed with CPS on Aug 13; inverted time windows corrected; date-scoped room block (74 records) and resource-name edit fix closed out Aug 17.
Aug 19 – 20	Largest release. Ten production deploys: recurrence engine enabled, multi-date picker on the live form, external-id field, 9 list views, series related list, 175 legacy bookings loaded. One live defect surfaced the next day (a 169-date series capped at 52).
Aug 22 – 27	Availability-check gap diagnosed and specified; ICS feed reviewed; calendar tiles show end times (Aug 26) and keep completed events (Aug 27).
Sep 1 – 4	Education Center requests routed to Jenna before approval email (Sep 1); end-user SOP and leadership briefing deck for the Sep 2 presentation; second migration load of 34 (Sep 4); principal note-to-requester built in sandbox.
Sep 9 – 11	Working sessions with CPS on remaining migration outreach (about 16 bookings), reporting needs, cancellation and capacity requests, and directory data for future routing.

3.2 Testing in the calendar

May 24 — first end-to-end test of the live form and connector, repeated until the full loop passed the same day.
May 23 – Jun 1 — component tests on each deploy (conflict flow 5/5 and 4/4, calendar REST, email engine), demo rehearsal on the live form.
Jun 2 – 30 — user acceptance: test submissions by Adam and me, the June 10 huddle, the June 13 and June 25 feedback documents, and the pre-go-live cleanup that removed test recipients and test records.
Jul 15 – 25 — first use of the refreshed full sandbox: Batch A and B validated there before production, with 17 silently failing tests found and repaired on Jul 25.
Jul 30 – Aug 5 — recurrence engine proven in sandbox (40 of 40 tests, 91% coverage, 7 functional proofs); migration rehearsed at 100 of 101 rows.
Aug 4 — secretary training day, effectively the first load test (33 live submissions).
Aug 19 onward — every production release verified with a live request and calendar check; a rollback plan written before the Aug 19 release.

3.3 Production releases

Date	Release
May 23–26	Data model, conflict detection, public site and calendar, approval form and emails, timezone fix
Jun 1	Facility and equipment data loads
Jun 6	Post-demo sprint: name resolution, school filter, ICS feed, validation rules, record page
Jun 9–11	Branded emails, status path, organisation fields, Yes/No fields, availability service, pricing, payment controls
Jun 13–14	Requester directory and multi-room junction
Jun 27–30	Feedback cleanup, building-scoped resource types, attendee auto-calc, security fields, principal routing
Jul 8	Status Path, fee model, auto-complete
Jul 13–16	Rental office users and app; Site Review advancement (Batch A)
Jul 25	Batch B: committee stages, reminders, Education Center auto-confirm, calendar colour
Jul 29 – Aug 17	Recurrence Phase A, room block, Education Center approval emails, inverted-window and edit fixes
Aug 19–20	Recurrence engine, multi-date form, external id, list views, first FMX load
Aug 26 – Sep 4	Calendar end times and completed events, Education Center routing to Jenna, second FMX load

4. What was built

4.1 Intake form and connectors (FormAssembly)

Form 175 rebuilt in place: 3-level cascade (building → resource type → room, building-scoped so every type offered returns rooms), 22 new fields pushed by API with a rollback snapshot, 32 conditional-logic rules, 8 required fields, organisation fields, Yes/No service questions, insurance attachment, date and time validation.
Multi-date picker (revision 68, Aug 19): first date, "does it repeat", calendar picker, start-date gate; stored as a custom date list.
Form 176 approval response: tokenised link, approve or decline with reason and approver identity, no login required.
Connector 205 revised roughly 25 times (name resolution, attendee cluster, organisation fields, per-choice Yes/No mapping, attachment step, recurrence fields); connector 206 for approvals.

4.2 Data model and conflict protection (Salesforce)

Facility Request extended with more than 60 new fields across the project: effective start/end windows including setup and teardown, approval token, organisation, approver identity, payment, six fee fields, price override, Education Center flag, recurrence (24 engine fields), FMX reference id.
Status picklist grown from 6 to 14 values with a Path component; two ISNEW-scoped validation rules; record type kept aligned (a recurring cause of "bad value" failures).
Conflict detection flow: first-come-secures, blocks any overlapping save on the same room over the full occupied window.
Public availability service with CORS for the form (endpoint live June 10; the form-side call was specified on Aug 22 and is not yet built).
New objects: Equipment (344 rows), Facility Requester (1,215 rows), Reservation Resource junction (built, dormant), Facility Committee Config custom setting (approvers and recurrence limits).

4.3 Approvals, workflow and notifications

Path: Submitted → Site Review → Facilities Review → Dining Review → Security Review → Quote Issued → Confirmed → Paid → Completed, with Declined and Cancelled off-path.
Principal and athletic director routing by building (64 of 64 buildings populated), three sequential committee approvers, weekday-only daily reminders, deep links for staff.
Education Center: auto-confirm for weekday business hours (Jul 25), approval emails (Aug 11), then routing to Jenna before the approval email (Sep 1) as CPS requested on Aug 13.
Email engine in Apex with 13 branded templates from the district's six designs; 14 flows and one trigger on the object by mid-August.

4.4 Pricing, payment and completion

Hourly rates on 2,525 rooms; quote = rate × event hours plus setup/teardown; manual custodial, security, technology and administrative fee lines; auto-calculated rental and total.
Paid status, payment due 24 hours before the event, scheduled auto-cancel of unpaid confirmed rentals, payment-received stamp, scheduled auto-complete after the event.

4.5 Public calendar and subscriptions

Public Salesforce site with a FullCalendar page: Eastern time, school filter, two-line tiles, amber pending / green approved / blue completed, end times shown.
Bookings REST service with four modes, ICS feed per school (67 subscription links prepared Aug 24), availability REST service.

4.6 Multi-date and recurring bookings

Phase A (Jul 29): recurrence end date, series wording in 12 email templates.
Phase B (built Jul 30, live Aug 19): asynchronous expansion into one record per date, parent/child series, idempotent occurrence keys, per-date conflict checks, series-level approve/decline/cancel/pay cascade, one confirmation email, series totals, kill switch, 52-occurrence cap and school-year bound, backfill and sweeper utilities, 9 list views, series related list, dedicated permission set, tiered rollback plan.

4.7 Legacy FMX migration

311-row FMX export profiled; six-decision document and email to CPS; scope settled with CPS on Aug 3 and Aug 19; sandbox rehearsal Aug 5.
Loads on Aug 19 (175) and Sep 4 (34): 209 bookings in production, keyed on an external id so retries never duplicate; exception and decision lists issued each time; 41 genuine clashes and 16 arbitration cases handed to CPS.

4.8 Access, operations and enablement

10 permission sets, rental-office users and app, list-view rights, field history on facility records, Dynamic Form fix so staff can edit names.
Room blocking for Launch Ed 112A/112B/113 (date-scoped, 74 records) and reference-data cleanup (retired request types, theatre spelling, HVAC records made unbookable, 5 untyped rooms fixed).
End-user SOP (6 pages) and a 15-slide leadership briefing for Jenna's Sep 2 presentation; an explainer on multi-date bookings; the subscription-links workbook.

5. Data loaded

Date	Object	Rows	Source
May 25	Facilities (buildings + rooms)	2,592	FMX resources export
Jun 1	Facilities (additional)	324	FMX resources export
Jun 1	Equipment	344	FMX equipment export
Jun 10	Hourly rates on rooms	2,525	Three district rate workbooks
Jun 13–14	Requesters (deduplicated to 1,215)	1,225	FMX user export
Jun 30 – Jul 29	Principal and AD routing on buildings	64	District principal and AD lists
Jul 25	Education Center backfill to Paid	36	Policy decision Jul 13
Aug 17	Launch Ed date-scoped room blocks	74	CPS request Jul 31, shortened Aug 13
Aug 19	Legacy FMX bookings, load 1	175	FMX future schedule export
Sep 4	Legacy FMX bookings, load 2	34	Same export, held rows

6. Deliverables

Date	Deliverable	For
May 24	Remaining Work planning summary	Internal
Jun 8	Google calendar rollout brief	District IT
Jun 29	Project Status (HTML/PDF): 45+ items shipped, 9 remaining	Adam
Jul 1	Approval Routing Open Items (PDF)	Adam
Jul 24	Open Items and Batch B Deployment Plan	Adam
Jul 25	Work Completed (HTML); Legacy Schedule Migration — Items to Resolve (HTML)	Adam
Jul 27	Legacy migration decision email (DOCX)	Adam
Jul 29	Block Off Time intake template (CSV)	Rental office
Jul 30	Launch Ed Room Block — Findings and Options (HTML/PDF) + Scheduled Use listing	Adam, Jenna
Aug 5	Sequenced Release Plan; Launch Ed Existing Bookings (HTML/PDF)	Internal; Jenna
Aug 12	Education Center Approval Routing build spec	Adam, Jenna
Aug 13	FMX vs Salesforce resource-type exceptions (CSV, 157 rows)	Adam
Aug 17	Room Block Closeout; Resource Name Not Editable Closeout (HTML/PDF)	Jenna, Adam
Aug 19	Release rollback plan; How Multi-Date Bookings Work (DOCX); Questions for the buildings team (DOCX); migration exceptions (CSV)	Internal; CPS
Aug 22	Form 175 Availability Check build spec	Internal
Aug 24	School Calendar Subscription Links (XLSX, 67 schools); calendar export (ICS)	Adam
Aug 26–27	Calendar end-time and completed-events closeouts (PDF)	Adam
Sep 1	Facility Use Schedule Request SOP (6 pp, HTML/PDF); SLT Briefing deck (15 slides)	Jenna, SLT
Sep 4	FMX Bookings Needing a Decision (XLSX, 16 rows); migration exceptions (CSV)	Jenna, Adam
Jul 29 – Aug 27	Eleven dated session handoffs with per-item state	Internal

7. Working sessions with CPS on record

Date	Session
Jun 2	Solution demo
Jun 10	Weekly huddle (requirements capture, rates, July 1 date)
Jun 23	Senior leadership presentation (Adam)
Jun 25	Governance meeting (feedback additions)
Jul 13	Working session, 70 minutes (12-item programme, committee approvers, Education Center policy, pricing)
Jul 21–22	Facilities feedback check-in; weekly huddle
Jul 29–30	Weekly huddle; Salesforce sync
Aug 3	Facility Rental meeting (migration scope 294, placeholders, collisions)
Aug 4–5	Training-day check-in; weekly huddle
Aug 13	Working call, 60 minutes (ten decisions: Education Center routing, recurrence conflicts, room block, required fields, edit rights)
Aug 26–27	Weekly huddle; Salesforce sync (calendar feedback, reporting wishes, migration audit)
Sep 2	Jenna's SLT presentation (deck delivered Sep 1)
Sep 4	AD integration discussion
Sep 9–11	Three sessions: workflow and security, form requests (cancellation, capacity, calendar toggle), reporting with Adam

Plus the weekly Salesforce huddles through May and June and the day-to-day email and chat threads that carried decisions between sessions.

8. Effort estimate

Hours of work a skilled Salesforce and FormAssembly consultant would need to reproduce the project, split into build and engagement so each line can be checked against sections 3 to 7. Each line is skewed upward rather than down. The total is 549 hours of work.

8.1 Build and data

#	Workstream	Hours
1	Discovery and solution design: FMX field inventory, Salesforce reconciliation, data model and spec, decision log	18
2	Core data model, conflict detection, permissions	13
3	FormAssembly intake: form 175 rebuild (cascade, 22-field push, 32 rules, required flags, organisation fields, multi-date picker), approval form 176, connectors 205 and 206, API push and rollback, Yes/No and attachment fixes	40
4	Public calendar and services: site, guest profile, calendar page, bookings REST (4 modes), timezone, school filter, tiles and colour states, ICS feed, availability service and CORS, end times, completed events	35
5	Notifications and status workflow: email engine (13 templates), token flow, intake and workflow flows through 12 and 4 versions, status path 6 → 14, Path component, record-type alignment, Site Review advancement	31
6	Pricing, payment and completion: 2,525 rates, rate fields, quote calculation, Paid / payment due / auto-cancel, payment stamp, six fee fields, auto-complete, price override	15
7	Committee review and Education Center: three stages, approver config, reminders with weekend guard, auto-confirm and notify, 36-record backfill, list views, layouts, rental-office users and app, 17 tests repaired, Sep 1 routing change	42
8	Recurrence: Phase A; Phase B engine (24 fields, 8 classes, 41 tests, kill switch, permission set, list views, rollback plan), connector remap, enablement	53
9	Reference data and directories: 2,916 facilities, 344 equipment, 1,225 requesters and dedupe, entrances, resource-type cleanup, principal and AD routing, HVAC, field history, room blocking	26
10	Legacy FMX migration: 311-row analysis, decision document, sandbox rehearsal, external id, two production loads, exception and decision lists	24
11	Post-go-live defect resolution: inverted windows, connector failures, Dynamic Form lock, availability gap diagnosis and spec, 52-date cap, ICS filter, stuck records, Walnut Hills, Yes/No emergency	26
	Subtotal, build and data	323

8.2 Scoping, meetings, testing and documentation

#	Category	Hours
12	Scoping and requirements: FMX walkthroughs, weekly huddles, feedback rounds (June 13 and 25), 12-item programme (July 13 → 15), migration scoping (July 25 → August 5), Education Center routing scoping	48
13	Working sessions and communication: the sessions in section 7, preparation and follow-up, email and chat threads carrying decisions	53
14	Testing and user acceptance: first end-to-end May 24, pre-demo cycles, UAT June 2 – 30, regression after each of 12 releases, sandbox rehearsals, training-day support August 4, post-release verification	73
15	Documentation and enablement: status documents, eleven handoffs, release and rollback plans, build specs, SOP, leadership deck, closeouts, explainers, decision emails	37
16	Rework and change absorption: post-demo scope changes, August 13 reversal of the Education Center bypass, form revision churn (rev 61 → 68), sandbox refresh re-baselining	15
	Subtotal, engagement	226
	Total hours of work	549

8.3 Effort over time

Period	Focus	Hours	Per week
May 23 – 31	Discovery, core build, form and calendar, first end-to-end tests, data load, demo preparation	69	≈ 53
Jun 1 – 30	Demo, post-demo sprint, UAT, pricing and payment, directories, feedback rounds, go-live preparation	131	≈ 30
Jul 1 – 31	Go-live support, fee model, July 13 programme, Batch A and B, recurrence Phase A, migration scoping	113	≈ 26
Aug 1 – 31	Migration rehearsal and load, recurrence engine and multi-date form, room block, routing redesign, defect resolution, calendar fixes	161	≈ 37
Sep 1 – 11	Education Center routing, SOP and leadership deck, second load, reporting and backlog scoping	75	≈ 47
	Total, 16 weeks	549	≈ 34

9. Open as of September 11

Series cap: a 169-date daily series created 52 dates while the confirmation named 170; cap, end-date stamp and acknowledgement need remediation.
Form-side availability check: service live since June 10, form call specified Aug 22, not yet built; 471 duplicate room names mean the check must always send the building.
Migration: about 16 bookings need CPS arbitration or requester outreach; 144 past-dated rows held by decision; 51 rows carry a placeholder email for CPS to correct.
Three inverted time windows remain invisible to conflict detection; no rule yet prevents saving one.
ICS subscription filter empties 24 of 30 schools until the status list is widened (about 3 hours, decision pending).
SOP section on the Education Center still describes the retired auto-confirm rule; update before recirculating.
Requests raised Sep 9 – 11, not yet scoped: requester self-cancellation, room capacity validation, hiding completed events by default, directory-driven routing and scheduled reports.
Principal note-to-requester: built in sandbox Sep 4, not deployed.

10. Notes on the record

Every date, deploy and count above comes from the release record, the deliverable files, the session handoffs and the tracker. Two points from working-session notes are recorded as statements rather than verified behaviour: the Aug 27 note that the form alerts on booked rooms (the form-side call is not built), and the reporting dashboard discussed the same day (planned, not built).
The tracker holds no entries for 16, 19 or August 20; that release exists in the rollback plan and the Aug 20 handoff.
Logged hours in the tracker total 4.0 (four items, Aug 17 – 27). All other figures in section 8 are reconstructed estimates of hours of work, skewed upward.