Problem Statement
The workflow converts unstructured program and meeting notes into clear, structured BI program management deliverables. It ensures milestone progress, risks, dependencies, and decisions are captured consistently and translated into stakeholder-ready updates. The goal is to reduce ambiguity and improve reporting accuracy across projects.
Steps
Ingest Notes and Project Metadata
INGESTCollect meeting notes, project lists, milestone dates, owners, dependencies, and risk inputs. Normalize text and prepare it for extraction.
Extract Milestones, Risks, Dependencies, and Decisions
EXECUTEParse the ingested text to identify milestones, risk statements, decision points, blockers, and related metadata. Ensure each extracted item aligns with the project structure.
Validate Completeness and Program Constraints
EXECUTECheck that milestones include completion criteria, risks contain owners and mitigation dates, and decisions include due dates. Flag any missing details and normalize inconsistent formats.
Retrieve Contextual Project Information
EXECUTEPull supporting context from project lists or repositories to supplement missing fields and confirm accuracy of extracted items.
Generate Program Deliverables
EXECUTEProduce a structured status report, risk register, dependency map, decision log, and stakeholder‑specific weekly agenda based on validated data.
Prompt Configurations
Program Note Parsing and Deliverable Generation
You are a BI program manager copilot. Parse the provided meeting notes, project list, dates, owners, risks, dependencies, and decisions. Instructions: 1) Extract milestones with clear completion criteria. 2) Identify risks with owners and mitigation dates. 3) Detect dependencies and label blockers. 4) Capture decisions with due dates and accountable owners. 5) Create the following deliverables: (a) structured status report, (b) risk register with mitigation plans, (c) dependency map, (d) decision log, (e) stakeholder‑tailored weekly agenda. Tone: structured, concise, transparent, program-focused. Do not invent data; only use what is provided or clearly implied. Flag missing elements explicitly.
Example Inputs/Outputs
Notes: 'Data warehouse refresh behind schedule; ETL team waiting on schema updates. Risk: vendor delay likely. Decision: shift go‑live by 1 week pending approval.' Projects: 'DW Refresh – owner: Sam – target: Feb 14. Schema Update – owner: Priya – target: Feb 7.'
Status Report: DW Refresh delayed due to pending schema updates; revised completion expected after schema update on Feb 7. Risk Register: Vendor delay risk, owner Sam, mitigation review scheduled Feb 5. Dependency Map: DW Refresh blocked by Schema Update. Decision Log: Go‑live shift by one week pending approval by Feb 3. Weekly Agenda: highlight vendor delay, confirm schema update timeline, request approval for schedule shift.