Launch Checklist: Pilot MVP

Overview

This checklist verifies all systems are ready before onboarding pilot users. Complete all items before the first user is activated.

Phase 1: Infrastructure Verification

Airtable Base

  • A1.1 Base YFT-StateAuthority exists and is accessible
  • A1.2 All 17 tables created:
    • Users
    • Garments
    • Boxes
    • Cycles
    • Events
    • States
    • ErrorCodes
    • TransitionRules
    • Configuration
    • SchedulingJobs
    • CommitmentBatches
    • ShipmentBatches
    • ReturnReminders
    • FitProfiles
    • CommunicationEvents
    • PilotFeedback
  • A1.3 All linked record relationships configured
  • A1.4 All formula fields calculating correctly
  • A1.5 All views created and filtered correctly

Airtable Automations

  • A2.1 Log Garment Transition automation enabled
  • A2.2 Enforce Lifecycle Bounds automation enabled
  • A2.3 Auto-Schedule Cycles automation enabled
  • A2.4 Auto-Commit Cycles automation enabled
  • A2.5 Auto-Progress Wear Window automation enabled
  • A2.6 Check Overdue Returns automation enabled
  • A2.7 All automations tested with sample data

Retool Apps

  • R1.1 YFT-WarehouseOps app accessible
  • R1.2 YFT-AdminConsole app accessible
  • R1.3 Airtable resource YFT-Airtable connected and tested
  • R1.4 All queries return data without errors

Retool Pages Functional

YFT-AdminConsole:

  • R2.1 Dashboard shows correct counts
  • R2.2 PilotDashboard shows KPIs
  • R2.3 UserManager can view/edit users
  • R2.4 UserOnboarding can create users
  • R2.5 CycleManager can view/create cycles
  • R2.6 AllocationWorkbench filters and allocates
  • R2.7 SchedulingMonitor shows job history
  • R2.8 CommitmentMonitor shows batch results
  • R2.9 ExceptionWorkflow shows overdue returns
  • R2.10 CommunicationLog can log communications
  • R2.11 FeedbackCapture can log feedback
  • R2.12 EventViewer shows event history
  • R2.13 DataExport generates files

YFT-WarehouseOps:

  • R3.1 GarmentScanner scans and transitions garments
  • R3.2 GarmentOnboarding registers new garments
  • R3.3 BoxPacker completes packing workflow
  • R3.4 FulfillmentQueue shows committed cycles
  • R3.5 ShipmentDashboard ships boxes
  • R3.6 ReceivingStation receives returns
  • R3.7 InspectionStation completes closeout

Phase 2: Seed Data Verification

Lookup Tables

  • S1.1 States table has all 44 states loaded
  • S1.2 ErrorCodes table has all error codes loaded
  • S1.3 TransitionRules table has all rules loaded
  • S1.4 Configuration table has all parameters set

Configuration Parameters

Verify these values in Configuration table:

Key Expected Value Actual ✓
scheduling_day Sunday    
scheduling_time 18:00    
commitment_lead_hours 48    
wear_window_days 5    
return_window_days 2    
reminder_day_1 1    
reminder_day_2 3    
hold_threshold_days 7    
loss_threshold_days 14    
ship_day_offset 2    

Phase 3: Inventory Preparation

Minimum Inventory Requirements

For 25 users with 3 items each = 75 garments minimum (recommend 100+ for substitution buffer)

  • I1.1 At least 100 garments registered in system
  • I1.2 Size distribution matches expected user distribution
  • I1.3 All garments have barcodes assigned
  • I1.4 All garments in Available state
  • I1.5 All garments have condition grade A or B

Inventory by Size (Example Target)

Size Tops Bottoms Dresses Total ✓
XS 5 3 2 10  
S 10 6 4 20  
M 15 10 6 31  
L 12 8 5 25  
XL 8 5 3 16  
Total 50 32 20 102  

Box Containers

  • I2.1 At least 30 box containers registered
  • I2.2 All boxes have barcodes assigned
  • I2.3 All boxes in Created state

Phase 4: Logistics Preparation

Shipping Setup

  • L1.1 Return labels printed or printable
  • L1.2 Carrier account set up (UPS/USPS/FedEx)
  • L1.3 Shipping materials available (boxes, packing)
  • L1.4 Tracking number workflow documented

Receiving Setup

  • L2.1 Receiving area designated
  • L2.2 Barcode scanner available and tested
  • L2.3 Inspection station set up
  • L2.4 Quarantine area designated

Phase 5: Process Verification

End-to-End Test Cycle

Complete one full cycle with a test user:

  • P1.1 Create test user via UserOnboarding
  • P1.2 Create fit profile for test user
  • P1.3 Manually trigger scheduling job
  • P1.4 Verify cycle created in Scheduled state
  • P1.5 Allocate garments via AllocationWorkbench
  • P1.6 Verify box created with garments
  • P1.7 Manually trigger commitment job
  • P1.8 Verify cycle in Committed state
  • P1.9 Verify garments in Reserved state
  • P1.10 Pack box via BoxPacker
  • P1.11 Ship box via ShipmentDashboard
  • P1.12 Confirm delivery (manual)
  • P1.13 Verify cycle progresses to WearWindowOpen
  • P1.14 Manually advance to ReturnWindowOpen
  • P1.15 Receive return via ReceivingStation
  • P1.16 Inspect garments via InspectionStation
  • P1.17 Complete closeout
  • P1.18 Verify cycle in Closed state
  • P1.19 Verify garments back to Available or routed

Communication Test

  • P2.1 Send test BoxShipping email
  • P2.2 Send test DeliveryConfirmed email
  • P2.3 Send test ReturnReminder email
  • P2.4 Log all test communications

Exception Test

  • P3.1 Test overdue return workflow
  • P3.2 Test hold application
  • P3.3 Test hold removal

Phase 6: Operator Readiness

Documentation

  • O1.1 Email templates accessible to operators
  • O1.2 SOPs accessible to operators
  • O1.3 This launch checklist completed

Training

  • O2.1 Operators trained on UserOnboarding
  • O2.2 Operators trained on GarmentOnboarding
  • O2.3 Operators trained on AllocationWorkbench
  • O2.4 Operators trained on fulfillment workflow
  • O2.5 Operators trained on receiving workflow
  • O2.6 Operators trained on inspection workflow
  • O2.7 Operators trained on exception handling
  • O2.8 Operators trained on communication logging

Access

  • O3.1 All operators have Retool access
  • O3.2 All operators have Airtable access (read-only recommended)
  • O3.3 All operators have email access for communications

Phase 7: Final Verification

System Health

  • F1.1 No orphaned records in any table
  • F1.2 All automations running on schedule
  • F1.3 No error events in last 24 hours
  • F1.4 Dashboard shows accurate counts

Pilot Parameters

Parameter Value Confirmed
Pilot user capacity 25  
Items per box 3  
Wear window 5 days  
Return window 2 days  
First scheduling date [Date]  
First ship date [Date]  

Launch Approval

Sign-off

Role Name Date Signature
Product Owner      
Operations Lead      
Technical Lead      

Go/No-Go Decision

  • All checklist items completed
  • All sign-offs obtained
  • Launch date confirmed: _______________

Post-Launch Monitoring (Week 1)

Daily Checks

  • Review PilotDashboard for anomalies
  • Check SchedulingMonitor for job success
  • Check CommitmentMonitor for blocked cycles
  • Review ExceptionWorkflow for new exceptions
  • Send any due communications

Weekly Review

  • Export pilot data for analysis
  • Calculate KPIs against targets
  • Document lessons learned
  • Adjust processes as needed