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: Transparency — Alem has full visibility into sprint progress, risks, and architectural decisions at the right level of detail Alignment — Regulatory requirements and technical constraints are surfaced before they become blockers Accountability — Issues and blockers are surfaced within 24 hours and resolved through defined channels Documentation — All key decisions are recorded in CLAUDE.md, ADRs, and HiveMind so they survive beyond any single session 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 Identify — John identifies crisis; logs in risk register immediately Contain — John assesses scope and containment options (max 1 hour) Escalate — John notifies Alem within 1 hour via Slack + phone Communicate — If user-facing: John prepares crisis email draft; Alem approves before sending Update — Alem receives updates every 4 hours until resolved Resolve — Crisis declared over by Alem; post-mortem within 48 hours 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