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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 [email protected] / [email protected] 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 — [email protected] — +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
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