# Communication Plan

# Communication Plan: Bilko

> **Project:** Bilko — Balkan Accounting SaaS
> **Version:** 0.1
> **Date:** 2026-02-23
> **Author:** John (AI Director)
> **Status:** Draft
> **Reviewers:** Alem Bašić (CEO)

## Document History
| Version | Date | Author | Changes |
|---------|------|--------|---------|
| 0.1     | 2026-02-23 | John (AI Director) | Initial draft |

---

## 1. Communication Objectives

This communication plan ensures all stakeholders on **Bilko** receive accurate, timely, and relevant information throughout the project lifecycle. Specific objectives:

1. **Transparency** — Alem has full visibility into sprint progress, risks, and architectural decisions at the right level of detail
2. **Alignment** — Regulatory requirements and technical constraints are surfaced before they become blockers
3. **Accountability** — Issues and blockers are surfaced within 24 hours and resolved through defined channels
4. **Documentation** — All key decisions are recorded in CLAUDE.md, ADRs, and HiveMind so they survive beyond any single session
5. **Regulatory signal** — SEF/eRačun/CPF regulatory changes from external sources (APR, FINA, CPF) are captured and escalated promptly

---

## 2. Stakeholder Communication Needs Matrix

| Stakeholder | Role | Information Needs | Preferred Channel | Frequency | Detail Level | Owner |
|-------------|------|-------------------|------------------|-----------|-------------|-------|
| Alem Bašić | CEO / Sponsor | Sprint progress, budget burn, go/no-go milestones, legal entity status | Slack (#alai-talk or direct) | Weekly summary + milestone events | Executive summary | John |
| John | AI Director | Full technical status, risks, agent outputs, regulatory updates | Internal (session context) | Continuous | Detailed | Self |
| Asmir Merdžanović | Balkan Market Advisor | SEF API questions, regulatory changes, local market feedback | Slack / email via Alem | As needed (max weekly) | Regulatory/market specific | John |
| Beta users (5 SMBs + 3 accountants) | UAT participants | Beta access instructions, feedback forms, bug report channel | Email + feedback form | Beta program period only | Simple | John |
| Public / future users | Market | Launch announcement, pricing, feature list | bilko.io landing page + social | Launch day + monthly | Marketing | Alem |

---

## 3. Communication Channels & Tools

| Channel | Tool | Purpose | Who Has Access | Response SLA |
|---------|------|---------|---------------|-------------|
| Daily session log | ALAI system (session state) | John's internal work log, context continuity | John only | N/A |
| Sprint summary | Slack #alai-talk | Weekly progress to Alem | Alem, John | 24 hours |
| Milestone notification | Slack direct message | Gate completions, go/no-go decisions | Alem | Immediate |
| Regulatory alerts | Slack | SEF/APR/FINA changelog alerts | Alem, John, Asmir | 4 hours |
| Decision records | ALAI/products/Bilko/PIPELINE.md + ADRs | Architecture and regulatory decisions | Project team | N/A (log) |
| Issue tracking | Mission Control (mc.js) | Tasks, bugs, change requests | John | 24 hours |
| Beta feedback | Feedback form (to be created) | Bug reports, UX issues, feature requests from beta | John | 48 hours |
| External email | alem@alai.no / info@alai.no | Formal communication, beta invitations | Alem, John | 24 hours |
| Git commit log | GitHub / Bilko repo | Technical change tracking | John | N/A |

---

## 4. Meeting Schedule

### 4.1 Regular Cadence

| Meeting | Purpose | Frequency | Format | Required Participants | Output |
|---------|---------|-----------|--------|----------------------|--------|
| Sprint review | Progress against sprint goals, demo of completed features | End of each 1-week sprint | Slack message + demo link | Alem (async) | Sprint summary in Slack |
| Risk review | Update risk register; new risks surfaced | Weekly (Monday) | John internal | John | Updated risk-register.md |
| Regulatory check | Monitor SEF/eRačun/CPF changelogs | Weekly | John automated | John | Alert if changes found |
| Beta feedback review | Triage beta user feedback | During beta period (2 weeks) | Async written | John | Updated backlog in mc.js |

### 4.2 Event-Triggered Communications

| Trigger | Communication Type | From | To | Target Timing |
|---------|-------------------|------|----|---------------|
| Pipeline gate complete | Milestone notification | John | Alem | Within 4 hours |
| Risk score ≥ 12 | Risk escalation | John | Alem | Within 24 hours |
| SEF API change detected | Regulatory alert | John | Alem + Asmir | Within 4 hours |
| Backend milestone: 25/50 endpoints | Progress update | John | Alem | Same day |
| Backend milestone: 50/50 endpoints | Milestone complete | John | Alem | Same day |
| Mock data fully replaced | Milestone complete | John | Alem | Same day |
| Alpha ready for internal testing | Demo notification | John | Alem | Same day |
| Beta program launched | Kickoff notification | John | Alem + beta users | Launch day |
| Go/No-Go for production | Decision request | John | Alem | 5 days before planned launch |
| Production deployed | Launch announcement | Alem | Public | Launch day |

---

## 5. Reporting Cadence

| Report | Frequency | Prepared By | Distributed To | Delivery Method | Deadline |
|--------|-----------|-------------|---------------|-----------------|----------|
| Sprint Summary | Weekly | John | Alem | Slack message | Friday EOD |
| Risk Register Update | Weekly | John | Internal (PIPELINE.md) | File commit | Monday |
| Beta Progress Report | 3× during beta | John | Alem | Slack | Days 3, 7, 14 of beta |
| Budget Burn Report | Monthly | John | Alem | Slack | 1st of each month |
| Launch Readiness Report | Once | John | Alem | Slack + meeting | 7 days before launch |
| Post-launch Review | Once | John | Alem | Slack | 30 days post-launch |

### 5.1 Weekly Sprint Summary Template

```
[Bilko] Sprint Summary — Week of [WEEK_START_DATE e.g. 2026-03-03]

STATUS: On Track / At Risk / Delayed

COMPLETED THIS WEEK:
- [Completed task or deliverable 1]
- [Completed task or deliverable 2]
- [Completed task or deliverable 3]

NEXT WEEK:
- [Planned task or deliverable 1]
- [Planned task or deliverable 2]

RISKS / BLOCKERS:
- [Describe risk or blocker] — Action: [What is being done to resolve it]

MILESTONES:
| Milestone | Target | Status |
|-----------|--------|--------|
| Backend endpoints | [N]/50 | On track / At risk |
| Mock data replacement | [N]/8 modules | On track / At risk |
| SEF integration | — | Not started / In progress / Done |

BUDGET:
- Week burn: ~€[AMOUNT] / €17,000 total ([PCT]% used)

DECISIONS NEEDED FROM ALEM:
- [ ] [Decision required] by [DATE]
```

---

## 6. Escalation Paths & Response SLAs

| Level | Trigger | Escalate To | Channel | Response SLA |
|-------|---------|-------------|---------|-------------|
| L1 | Technical blocker (John resolves) | John self | Internal | 4 hours |
| L2 | Regulatory question (SEF/APR) | Asmir via Alem | Slack | 24 hours |
| L3 | Scope or requirement conflict | Alem | Slack direct | 4 hours |
| L4 | Budget impact or strategic decision | Alem | Slack + call if needed | 2 hours |
| L5 | Legal / Serbian entity issue | Alem + legal counsel | Direct | 4 hours |
| P1 | Production incident (post-launch) | John + Alem | Slack + phone | 15 minutes |

---

## 7. Documentation Standards

### 7.1 File Naming Convention

```
[BILKO]-[DOCUMENT_TYPE]-[DATE]-[VERSION].[ext]
Example: BILKO-sprint-summary-2026-03-07-v1.md
Example: BILKO-beta-feedback-2026-04-14.md
```

### 7.2 Document Storage Locations

| Document Type | Location |
|--------------|----------|
| Project governance (charter, brief, RACI, risk) | `~/ALAI/products/Bilko/docs/templates/PROJECT-GOVERNANCE/` |
| Requirements (BRD, FRS, user stories) | `~/ALAI/products/Bilko/docs/templates/BUSINESS-REQUIREMENTS/` |
| Architecture decisions (ADRs) | `~/ALAI/products/Bilko/docs/ARCHITECTURE/` |
| Sprint summaries | `~/ALAI/products/Bilko/comms/sprints/` (to be created) |
| Beta feedback logs | `~/ALAI/products/Bilko/comms/beta/` (to be created) |
| Meeting notes | `~/ALAI/products/Bilko/comms/meetings/` (to be created) |
| Pipeline tracker | `~/ALAI/products/Bilko/PIPELINE.md` |

### 7.3 Version Control

- All documents use semantic versioning: MAJOR.MINOR (e.g., 1.0, 1.1, 2.0)
- MAJOR version = significant structural change or approval milestone
- MINOR version = content updates, corrections, additions
- Every version tracked in the Document History table at the top of each file

---

## 8. External Communication Protocols

| Communication Type | Authorized Speakers | Approval Required | Notes |
|-------------------|--------------------|--------------------|-------|
| Beta user communications | John (via email system) | None — per approved beta script | Factual, professional |
| Press / public statements | Alem | Alem only | No feature commitments without approval |
| Regulatory authority contact (APR, SEF) | Asmir + Alem | Alem | Legal implications |
| Partnership discussions | Alem | Alem | No binding commitments without Alem sign-off |
| Social media (Bilko launch) | Alem | Alem | Check brand guidelines first |
| Investor / fundraising comms | Alem | Alem only | ALAI Holding only |

---

## 9. Crisis Communication Plan

### 9.1 Crisis Triggers

- Production data breach or security incident affecting user financial data
- SEF API down at launch (Serbia users cannot submit invoices)
- > 2-week unplanned project delay
- Critical accounting logic bug found in production (incorrect VAT / double-entry)
- Budget overrun > 30% above €17K ceiling

### 9.2 Crisis Communication Protocol

1. **Identify** — John identifies crisis; logs in risk register immediately
2. **Contain** — John assesses scope and containment options (max 1 hour)
3. **Escalate** — John notifies Alem within 1 hour via Slack + phone
4. **Communicate** — If user-facing: John prepares crisis email draft; Alem approves before sending
5. **Update** — Alem receives updates every 4 hours until resolved
6. **Resolve** — Crisis declared over by Alem; post-mortem within 48 hours
7. **Learn** — `/learning-opportunity` — crisis becomes system fix per ZAKON #1

### 9.3 Crisis Communication Template

```
SUBJECT: [URGENT] Bilko — [One-line crisis summary e.g. "Production outage — invoice submission unavailable"]

Dear [Stakeholder name / "Bilko Users"],

We are writing to inform you of an issue affecting Bilko.

SITUATION: [Factual description of what happened]
IMPACT: [What feature/service is affected] — [Number of users or organizations affected]
IMMEDIATE ACTIONS TAKEN: [Steps already taken to contain the issue]
NEXT STEPS: [Planned actions and timeline]
EXPECTED RESOLUTION: [Estimated resolution time, e.g. "Within 4 hours" or "By 2026-03-07 18:00 CET"]

We will provide updates every 4 hours until this is resolved.

Contact: John (AI Director) via Alem Bašić — alem@alai.no — +47 40 47 42 51

Alem Bašić
CEO, ALAI Holding AS
```

---

## Approval

| Role | Name | Date | Signature |
|------|------|------|-----------|
| Author | John (AI Director) | 2026-02-23 | |
| Reviewer | | | |
| Project Manager | John | 2026-02-23 | |
| AI Director (John) | John | 2026-02-23 | |
| Project Sponsor | Alem Bašić | | |