Quickstart: Pilot MVP Launch

Feature: Pilot MVP Purpose: Launch checklist and validation procedures for pilot start

Pre-Launch Checklist

Week -2: System Verification

State Authority (must be complete)

  • All entity tables created (Users, Garments, Boxes, Cycles, Events)
  • All transition automations functional
  • All Retool apps working (GarmentScanner, BoxPacker, InspectionStation)
  • Run State Authority quickstart scenarios 1-10: all pass

Weekly Cycle Flow (must be complete)

  • All orchestration tables created (Configuration, SchedulingJobs, etc.)
  • All scheduled automations functional
  • All Retool pages working (FulfillmentQueue, ShipmentDashboard, etc.)
  • Run Weekly Cycle Flow quickstart scenarios 1-10: all pass

Week -1: Pilot Infrastructure

Pilot-Specific Tables

  • FitProfiles table created
  • CommunicationEvents table created
  • PilotFeedback table created

Pilot-Specific Retool Pages

  • UserOnboarding page functional
  • GarmentOnboarding page functional
  • AllocationWorkbench page functional
  • PilotDashboard page functional

Physical Infrastructure

  • Inventory procured (100+ garments across sizes)
  • Barcodes printed and affixed to all garments
  • Boxes procured (10+ reusable containers)
  • Barcodes printed and affixed to all boxes
  • Facility setup: packing station, receiving station, inspection station
  • Barcode scanners working with Retool Mobile

Operations Ready

  • Carrier account created and verified
  • Return label generation process tested
  • Email templates created for all trigger points
  • SOPs documented for all manual processes
  • Operators trained on all workflows

Day -3: User & Inventory Onboarding

User Onboarding

  • All 25 pilot users agreements signed
  • All 25 users entered in system (Active state)
  • Fit profiles captured for all 25 users
  • Weekly anchors set for all users
  • Addresses and payment verified for all users

Inventory Onboarding

  • All garments registered in system (Available state)
  • Size distribution verified against user needs
  • Condition grades set (should all be A for new inventory)
  • Lifecycle limits configured

Day -1: Final Verification

Test Cycle

  • Create test cycle for internal user
  • Execute full flow: schedule → commit → pack → ship → deliver → return → closeout
  • Verify all automations fire correctly
  • Verify all UI workflows work
  • Verify data logged correctly

System Check

  • Scheduling automation enabled for pilot start
  • Configuration table has correct pilot timing
  • PilotDashboard shows correct counts
  • All operators have access to needed Retool apps

Launch Day Procedures

Day 0: Scheduling

  1. Verify Scheduling Runs
    • Check: AutoScheduleCycles automation ran
    • Check: SchedulingJob record created with 25 users, 25 cycles
    • Check: All cycles in Scheduled state
  2. Verify Allocations Ready
    • Check: Each cycle has box assigned
    • Check: Each box has planned_contents
    • Check: Planned garments match user fit profiles
  3. Operator Briefing
    • Review: Week 1 cycle count and timing
    • Review: Exception procedures
    • Assign: Operator responsibilities

Day 1: Commitment

  1. Verify Commitment Runs
    • Check: AutoCommitCycles automation ran
    • Check: CommitmentBatch record created
    • Check: cycles_committed = 25 (or reason for any blocked)
  2. Handle Blocks
    • For any blocked cycles: investigate, resolve, manually commit
    • Document: Exception reasons in PilotFeedback
  3. Start Fulfillment
    • Begin packing boxes in priority order
    • Use FulfillmentQueue to track progress

Day 2: Packing & Shipping

  1. Complete Packing
    • All boxes packed and verified
    • Any variance documented and resolved
  2. Ship All Boxes
    • Enter tracking numbers
    • Create ShipmentBatch
    • Transition all to Shipped
  3. Send Communications
    • “Your box is on its way” to all users
    • Log in CommunicationEvents

Days 3-5: Delivery & Wear Window

  1. Monitor Deliveries
    • Enter delivery confirmations as received
    • Track any delivery exceptions
  2. Send Delivery Confirmations
    • “Your box has arrived” to delivered users
    • Log in CommunicationEvents
  3. Monitor Dashboard
    • All cycles should progress through Delivered → WearWindowOpen

Days 6-7: Return Window

  1. Send Return Reminders
    • Check ReturnReminders table
    • Send “time to return” messages
    • Log in CommunicationEvents
  2. Track Return Initiations
    • Enter return tracking as available
    • Monitor for late returns

Week 2+: Returns & Closeout

  1. Receive Returns
    • Scan incoming boxes at receiving
    • Queue garments for inspection
  2. Inspect Garments
    • Complete condition grading
    • Route appropriately (Refurbish, Repair, etc.)
  3. Settle & Close Cycles
    • Trigger settlement for inspected cycles
    • Close cycles
    • Verify garments back in Available pool
  4. Repeat
    • Next scheduling runs automatically
    • Continue weekly cycle

Validation Scenarios

Scenario P1: Full Pilot Cycle

Execute one complete week for all 25 users.

Step Expected Outcome Actual Pass/Fail
Scheduling runs 25 cycles created    
Commitment runs 25 cycles committed    
All boxes packed 25 boxes PackedVerified    
All boxes shipped 25 boxes Shipped    
All deliveries confirmed 25 cycles Delivered    
Return window opens 25 cycles ReturnWindowOpen    
All returns received 25 boxes Received    
All garments inspected All ReceivedReturn → Refurbish/etc    
All cycles closed 25 cycles Closed    
Garments available All garments back in Available    

Scenario P2: Exception Handling

Simulate each exception type during pilot.

Exception Resolution Verified Notes
User hold blocks commitment Resolve hold, re-commit    
Packing variance Commit to observed    
Delivery delay Proxy delivery when user confirms    
Late return (day 3) Escalation reminder sent    
Late return (day 7) HoldLogistics applied    
Missing garment Loss charged, garment to Lost    
Damaged garment Quarantine or Retired    

Scenario P3: Data Collection

Verify all pilot data is captured for analysis.

Data Point Location Captured Notes
Cycle timing (all timestamps) Cycles table    
Garment utilization (wear_count) Garments table    
Fit feedback PilotFeedback table    
Exception count by type Events table    
Communication events CommunicationEvents table    

Pilot Metrics Dashboard

Daily Monitoring

Metric Target Week 1 Week 2 Week 3 Week 4
Active users 25        
Cycles scheduled 25/week        
Cycles committed 25/week        
On-time shipments >95%        
On-time deliveries >90%        
On-time returns >90%        
Exception rate <10%        

Weekly Analysis

Metric Target Actual Notes
Cycle completion rate >95%    
Average cycle time (days) <12    
Fit satisfaction (survey) >80%    
Inventory shrinkage <5%    
NPS >50    

Post-Pilot Deliverables

  1. Data Export
    • All tables exported to CSV
    • Events log for analysis
    • Feedback compiled
  2. Analysis Report
    • Cycle performance metrics
    • Exception analysis
    • Fit satisfaction analysis
    • Unit economics assessment
  3. Process Improvements
    • Document what worked
    • Document what needs automation
    • Prioritize production features
  4. Go/No-Go Decision
    • Based on metrics vs targets
    • Based on user feedback
    • Based on unit economics