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Project Overview

Context

Project: BMH Forge Internal Delivery Intelligence System

Company: BMH Digital

Objective: Build an internal system that standardizes client intake, automates project analysis, improves proposal quality, and generates structured project outputs for delivery.

Problem: Inconsistent scoping, manual project analysis, slow proposal preparation, unclear delivery planning, poor standardization across projects

Delivery Classification

Tier: enterprise

Priority: high

Solution Architecture

Core Design

Type: Multi-platform operational system

Platforms: Web App, Admin Console, Internal Dashboard

Architecture: Modular operational platform with clear separation between access control, workflow logic, reporting, integrations, and future automation capability.

Users: Admin, Strategy Lead, Project Manager, Delivery Lead

Strategic Notes

  • Real-time capability is an important part of the solution.
  • AI-related features introduce higher delivery and planning complexity.
  • Compliance and responsible data handling must be built into the solution.

Scope Definition

MVP Scope

  • Authentication and role-based access
  • Core operational workflow management
  • Priority integrations
  • Essential reporting and visibility
  • Real-time status visibility

Phase 2 Scope

  • Advanced automation workflows
  • Enhanced analytics and reporting
  • Operational optimization features
  • Scalable expansion modules
  • AI-assisted features and intelligent decision support

Exclusions

  • Non-essential third-party modules
  • Advanced AI capability beyond approved scope
  • Broader ecosystem expansion not required for MVP launch

Assumptions

  • Client will provide access to integration documentation, credentials, and decision-makers on time.
  • Business stakeholders will review and approve key delivery checkpoints without major delay.
  • Phase 1 will prioritize launch-critical functionality over secondary optimization features.

Functional Modules

Authentication and Access Control

Purpose: Control secure access to the platform based on user role and responsibility.

Features:
  • User sign-in
  • Role-based permissions
  • Protected views and actions
  • Session handling
Dependencies:
  • User model
  • Permissions logic
Implementation Notes:
  • Design access rules in a centralized and reusable way.
  • Keep permission logic flexible enough for future role expansion.
  • Ensure access restrictions are enforced both in UI and backend operations.

Core Workflow Management

Purpose: Support the day-to-day operational workflow the client depends on most.

Features:
  • Create records
  • Update statuses
  • Track progress
  • Assign responsibility
  • Monitor operational flow
Dependencies:
  • Core data entities
  • Role permissions
Implementation Notes:
  • This is the primary MVP delivery area and should remain focused.
  • Status logic should be extensible so reporting and automation can build on it later.
  • Avoid overcomplicating the first release with edge-case workflow branches.

Reporting and Visibility

Purpose: Provide operational visibility for managers, decision-makers, and internal teams.

Features:
  • Summary views
  • Status visibility
  • Basic operational reporting
  • Priority dashboards
Dependencies:
  • Core workflow data
  • Role permissions
Implementation Notes:
  • Focus first on decision-critical visibility rather than advanced analytics.
  • Design reporting outputs so they can later expand into deeper dashboards.

Integrations Layer

Purpose: Connect the platform to required third-party systems and external services.

Features:
  • Supabase
  • Vercel
  • Email Notifications
  • PDF Generation
Dependencies:
  • API credentials
  • Integration-specific workflows
Implementation Notes:
  • Build integrations in an isolated and maintainable structure.
  • Validate external dependencies early in the project lifecycle.
  • Log integration failures and design retry/error handling intentionally.

Automation Layer

Purpose: Reduce manual effort and enforce consistency in repeatable workflow actions.

Features:
  • Submission analysis
  • project scoring
  • effort estimation
  • pricing guidance
  • internal report generation
  • client blueprint generation
  • project bible generation
Dependencies:
  • Workflow triggers
  • Business rules
  • Notification or job execution layer
Implementation Notes:
  • Prioritize practical automations that reduce operational friction quickly.
  • Treat non-essential automation as a Phase 2 enhancement when appropriate.

Roles, Data, and Integrations

Roles and Permissions

Admin

Admin role within the operational platform.

  • Access admin-appropriate views
  • Perform admin-appropriate workflow actions
  • Interact with records and data relevant to admin responsibilities

Strategy Lead

Strategy Lead role within the operational platform.

  • Access strategy lead-appropriate views
  • Perform strategy lead-appropriate workflow actions
  • Interact with records and data relevant to strategy lead responsibilities

Project Manager

Project Manager role within the operational platform.

  • Access project manager-appropriate views
  • Perform project manager-appropriate workflow actions
  • Interact with records and data relevant to project manager responsibilities

Delivery Lead

Delivery Lead role within the operational platform.

  • Access delivery lead-appropriate views
  • Perform delivery lead-appropriate workflow actions
  • Interact with records and data relevant to delivery lead responsibilities

Data Model Guidance

Core Entities:
  • User — Represents a platform user with a defined role and access level.
  • Workflow Item — Represents the main operational record or task being tracked through the system.
  • Integration Event — Stores interaction history and sync activity with external systems.
Real-Time Requirements:
  • Live project status updates
  • live output readiness
  • live submission tracking
Storage Requirements:
  • Secure storage for core system records
  • Structured storage for workflow history and status changes
  • Attachment or document storage if operational workflow requires uploaded files

Integration Requirements

  • Supabase: Support required business capability via Supabase.
  • Vercel: Support required business capability via Vercel.
  • Email Notifications: Support required business capability via Email Notifications.
  • PDF Generation: Support required business capability via PDF Generation.

Automation and Implementation Sequence

Automation Requirements

  • Submission analysis: Submission analysis
  • project scoring: project scoring
  • effort estimation: effort estimation
  • pricing guidance: pricing guidance
  • internal report generation: internal report generation
  • client blueprint generation: client blueprint generation
  • project bible generation: project bible generation

Implementation Sequence

  • Step 1: Project setup and environment configuration — Establish repository, environments, conventions, and technical foundations.
  • Step 2: Authentication and permissions foundation — Implement secure sign-in and role-based access control.
  • Step 3: Core data and workflow structures — Build the main entities and workflow logic needed for MVP delivery.
  • Step 4: Reporting and visibility layer — Add the priority views and outputs required for operational visibility.
  • Step 5: Integration implementation — Connect required external services and validate reliable data flow.
  • Step 6: Automation implementation — Introduce approved automation workflows and validate trigger accuracy.
  • Step 7: QA, staging, and deployment readiness — Validate the build, test critical flows, and prepare release to production.

QA, Deployment, and Post-Launch Guidance

QA Checklist

Authentication and Access

  • Users can only access the views appropriate to their role.
  • Unauthorized actions are correctly blocked.
  • Protected routes and backend operations enforce access consistently.

Core Workflow

  • Workflow items can be created correctly.
  • Status changes reflect accurately across the system.
  • Assigned ownership and task progression behave as expected.

Reporting and Visibility

  • Summary views show correct operational data.
  • Critical reporting outputs reflect live or latest available state accurately.

Integrations

  • External service connections succeed reliably.
  • Integration failures are logged and handled safely.
  • Data mapping is correct and verified.

Deployment Checklist

  • Confirm environment variables are configured correctly
  • Run all database migrations successfully
  • Verify integration credentials and access levels
  • Confirm storage configuration
  • Enable monitoring and logging
  • Verify backup and rollback readiness
  • Validate production deployment checklist before release

Post-Launch Guidance

Support Recommendations:
  • Provide structured support during the initial adoption period.
  • Monitor user adoption, workflow friction, and support trends closely after launch.
Monitoring Recommendations:
  • Track workflow errors, failed integrations, and performance issues.
  • Review reporting accuracy and response times regularly.
  • Monitor areas of manual fallback or process breakdown for future optimization.
Scale Considerations:
  • Prepare for more users, records, and operational volume over time.
  • Design key workflows so additional modules can be introduced without major rework.
Phase 2 Triggers:
  • Stable MVP adoption across the client team
  • Confirmed value from workflow visibility and operational control improvements
  • Demand for deeper automation, reporting, and optimization capability