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Operations Guide

Last Verified: 2026-02-17 | Owner: John

Operations Manual

Version: 1.0 Last Updated: 2026-01-28 Owner: Alem Basic Prepared by: John (Director) + Nermin Šabić (DevOps) + Amina Hadžić (Head of Projects)

Executive Summary

This is the operational playbook. Daily/weekly/monthly routines, KPIs, reporting structure, tools, systems, and disaster recovery. Everything needed to run the organization day-to-day.

Purpose: Ensure operations run smoothly whether Alem is available or not. John + team can operate independently using this manual.

1. Daily Operations

1.1 Daily Routine — John (Director)

Every Morning (Oslo Time Zone):

08:00 — Wake up (boot)
   ├─ Read MEMORY.md (context refresh)
   ├─ Check john.db for overnight tasks
   ├─ Check Telegram for Alem messages
   └─ Check email ([email protected]) for urgent matters

08:30 — Prepare morning brief
   ├─ Tasks completed yesterday
   ├─ Planned for today
   ├─ Blockers
   ├─ Metrics snapshot (revenue, uptime, trading)
   └─ Send to Alem via Telegram (if significant updates)

09:00 — Monitor task queue
   ├─ ~/clawd/tasks/pending/ → assign to agents
   ├─ ~/clawd/tasks/in-progress/ → check progress
   └─ ~/clawd/tasks/completed/ → archive

09:15 — Daily standup (all team, 15 min)

09:30-18:00 — Execution mode
   ├─ Delegate tasks to agents
   ├─ Monitor progress
   ├─ Escalate blockers within 4h
   ├─ Respond to Telegram within 5 min
   ├─ Check trading positions (every 3 hours: 12:00, 15:00, 18:00)
   └─ Log all decisions to john.db

18:00 — Evening wrap-up
   ├─ Archive completed tasks
   ├─ Sync DB to GitHub (automatic, verify)
   ├─ Prepare tomorrow's priorities
   └─ Send summary to Alem (if needed)

24/7 Monitoring:

  • Trading: Every 3 hours (cron job)
  • Infrastructure: Continuous (Datadog + PagerDuty)
  • Task queue: Every 30 seconds (john-daemon.sh)
  • Telegram: Within 5 minutes

1.2 Daily Routine — Team

9:15 AM CET — Daily Standup (Mon-Fri, 15 min max)

Attendees: All team (Emir leads)

Format:

  • Each person: 3 questions, 1 min each
    1. What did I do yesterday?
    2. What will I do today?
    3. Any blockers?

Emir's checklist:

  • Update sprint board before standup
  • Note blockers → escalate after standup
  • Update burn-down chart

Throughout Day:

  • Agents execute assigned tasks
  • Update Jira/Linear as tasks progress
  • Escalate blockers within 1 hour
  • Code review within 24 hours
  • Respond to Slack/messages within 4 hours (business hours)

End of Day:

  • Update task status
  • Log any decisions or learnings
  • Prepare for tomorrow's standup

2. Weekly Operations

2.1 Weekly Cadence

Day Time Event Owner Duration
Monday 9:15 AM Daily standup Emir 15 min
10:00 AM Sprint planning (every 2 weeks) Emir + Amina 2-3 hours
Tuesday 9:15 AM Daily standup Emir 15 min
Wednesday 9:15 AM Daily standup Emir 15 min
14:00 CET Backlog refinement Emir + Lejla + Selma 1 hour
Thursday 9:15 AM Daily standup Emir 15 min
14:00 CET Architecture review (bi-weekly) Lejla 1-2 hours
Friday 9:15 AM Daily standup Emir 15 min
15:00 CET Sprint review + retro (every 2 weeks) Emir + team 2 hours
16:00 CET Weekly wrap-up (John → Alem) John 30 min

2.2 Weekly Reporting (John → Alem)

Every Friday, 16:00 CET:

Weekly Summary (Telegram or Email):

# Week of [Date]

## Shipped This Week
- [Feature/bug 1]
- [Feature/bug 2]

## Metrics
- Revenue: €X (+/- Y% from last week)
- Customers: X (+/- Y new/churn)
- Uptime: 99.X%
- Trading ROI: +/-X%

## Blockers / Risks
- [Blocker 1 — mitigation plan]
- [Risk 1 — action taken]

## Next Week Priorities
- [Priority 1]
- [Priority 2]

## Decisions Made (>€500)
- [Decision 1 — €X — rationale]

Alem reviews and provides feedback.

3. Monthly Operations

3.1 Monthly Business Review (MBR)

Last Friday of Every Month, 14:00-16:00 CET

Attendees: Alem, John, Amina

Agenda:

  1. Revenue & Growth (10 min)

    • MRR, new customers, churn, LTV/CAC
    • Forecast: next 3 months

  2. Product & Development (10 min)

    • Features shipped this month
    • Sprint velocity trend
    • Tech debt status

  3. Operations (10 min)

    • Uptime, incidents, MTTR
    • Support metrics (tickets, CSAT)

  4. Trading (5 min)

    • Monthly P&L
    • ROI, Sharpe ratio
    • Portfolio allocation

  5. Risks & Compliance (10 min)

    • Top 5 risks, status
    • Compliance updates (HIPAA, audits)

  6. Team & People (5 min)

    • Agent utilization
    • Process improvements
    • Hiring needs (if any)

  7. Next Month Priorities (10 min)

    • What are we focusing on?
    • Resource allocation

Output:

  • Updated priorities for next month
  • Budget adjustments (if needed)
  • Action items

3.2 Monthly Reporting — Financial

By 5th of Each Month:

John prepares financial report:

Metric Current Month Last Month Change
Revenue (Fast Constructions) €X €Y +/- Z%
Expenses (total) €X €Y +/- Z%
├─ Infrastructure €X €Y +/- Z%
├─ SaaS tools €X €Y +/- Z%
├─ Marketing €X €Y +/- Z%
├─ Development (SnowIT payment) €X €Y +/- Z%
├─ Professional services €X €Y +/- Z%
├─ Insurance €X €Y +/- Z%
Net Profit €X €Y +/- Z%
Charity (50%) €X (accrued) — —
Burn Rate €X/month — —
Runway X months — —

Sent to: Alem + accountant (if hired)

3.3 Monthly Tasks Checklist

John's Monthly Checklist:

  • Financial report prepared (by 5th)
  • Monthly Business Review held (last Friday)
  • Risk register reviewed (Dženan)
  • Compliance checklist reviewed (Dženan)
  • Infrastructure cost optimization (Nermin)
  • Trading performance report (Nick)
  • Customer feedback analysis (Selma)
  • Sprint velocity analysis (Emir)
  • Tech debt review (Lejla + Tarik)
  • Backup verification (Nermin — test restore)
  • Security scan (Tarik — OWASP ZAP)
  • Vendor BAA review (Dženan)
  • Database cleanup (old logs, expired data)
  • Update MEMORY.md (add learnings from month)

4. Quarterly Operations

4.1 Quarterly Planning

Last Week of Quarter (March, June, September, December)

Attendees: Alem, John, Amina, Lejla, Selma

Agenda:

  1. Review last quarter (goals, achievements, misses)
  2. Market & competitive analysis (Selma)
  3. Product roadmap update (Amina + Lejla)
  4. Strategic priorities for next quarter (Alem)
  5. Budget allocation
  6. Hiring plan (if needed)
  7. Risk review (Dženan)

Output:

  • OKRs (Objectives & Key Results) for next quarter
  • Budget approved
  • Roadmap locked for next 3 months

4.2 Quarterly Tasks

  • Tech Debt Sprint — one full sprint dedicated to refactoring, testing, documentation (Lejla)
  • Compliance audit — internal HIPAA audit (Dženan + Tarik)
  • Infrastructure review — cost, performance, scaling plan (Nermin)
  • Customer satisfaction survey — NPS survey to all customers (Selma)
  • Competitive analysis — review competitors, market trends (Selma)
  • Patent progress review — if filing in progress (Dženan)
  • Insurance review — renew or update policies (Dženan)
  • Document review — update all org docs (MEMORY.md, ORGANIZATION.md, this doc)

5. Annual Operations

5.1 Annual Planning

December (for next year)

Agenda:

  1. Review full year (revenue, customers, product, team)
  2. Set annual vision and goals (Alem)
  3. Product roadmap (12 months)
  4. Budget (annual)
  5. Hiring plan
  6. Strategic initiatives (new products, markets, partnerships)
  7. Charity commitment (allocate 50% of profit)

Output:

  • Annual OKRs
  • Annual budget
  • 12-month roadmap

5.2 Annual Tasks

  • Annual financial statements — P&L, balance sheet, cash flow (accountant)
  • Tax filings — US (Fast Constructions), BiH (SnowIT), Norway (Alem personal)
  • SOC 2 Type II audit — external audit (Dženan + auditor)
  • HIPAA risk assessment — annual requirement (Dženan)
  • Insurance renewal — cyber liability, E&O, general liability (Dženan)
  • Charitable giving — donate 50% of net profit (Alem selects charities)
  • Transparency report — publish charity donations on lumiscare.com/impact
  • Team performance reviews — if real humans hired (Amina)
  • Document archive — backup all docs, contracts, decisions to secure storage

6. Local Infrastructure (Mac Studio)

6.1 Services Overview

All services run locally on Mac Studio M3 Ultra (96GB RAM). Zero cloud dependency for operations.

Service Type Port Purpose
Mattermost Docker 8065 Team chat (4 teams: basic, wizard, rendrom, riad)
Planka Docker 3100 Kanban boards (boards.basicconsulting.no)
Documenso Docker 3003 Document signing (sign.basicconsulting.no)
BookStack Docker 6875 Wiki/documentation
MC Dashboard Node.js 3030 Mission Control web UI (task management)
Ollama Native 11434 Local AI (8b classify, 32b respond/code)

External access: Cloudflare tunnels (mm/boards/sign.basicconsulting.no)

6.2 Daemons (LaunchAgents)

Daemon Interval Purpose
com.john.ops-agent 5 min Autonomous ops — MM monitoring, health checks, auto-fix, task creation, intelligent responses
com.edita.autowork 30 min Background task worker (Claude haiku)
com.john.mc-dashboard always Mission Control web dashboard
com.john.mc-session-worker on events Session state extraction

6.3 Ops Agent (Autonomous Operations)

Replaces manual MM monitoring. Runs 24/7, $0 cost (local Ollama AI).

What it does:

  1. Reads all MM messages from 4 teams
  2. Classifies via Ollama 8b: ROUTINE / TASK / INCIDENT
  3. ROUTINE — logs, no action
  4. TASK — creates MC task (BILLABLE if client team) + Planka card + MM reply
  5. INCIDENT — HIGH priority task + escalation to John
  6. Runs health checks on all 20 services every cycle
  7. Auto-fixes known issues (restart, cleanup) with safety limits (max 3/hour)

Runbook: ~/system/context/docs/runbooks/ops-agent.md

6.4 Monitoring Stack

Tool What It Monitors Action
health-check.js Docker (8), HTTP (6), system (2), daemons (4) Status report
auto-fix.js Service failures Automated restart/cleanup (max 3/hour)
ops-agent.js MM messages + health Classify, respond, create tasks, fix
smoke-test.js Integration tests Pre/post deployment verification

Dashboard: http://localhost:3030 (MC — tasks, stats, mobile-friendly)

7. Key Performance Indicators (KPIs) {#kpis}

6.1 KPI Dashboard (Live, Updated Daily)

Owner: John (maintains dashboard)

Tool: Notion, Grafana, or Google Sheets

Metrics:

Business Metrics

Metric Current Target Trend Owner
MRR (Monthly Recurring Revenue) €X 10%+ MoM growth ↗️ Selma
Customer Count X 10 (Month 6), 50 (Month 12) ↗️ Selma
Churn Rate X% < 5% monthly ↘️ Selma
Customer Acquisition Cost (CAC) €X < €500 ↘️ Selma
Lifetime Value (LTV) €X > €2,000 ↗️ Selma
LTV/CAC Ratio X:1 > 3:1 ↗️ Selma

Technical Metrics

Metric Current Target Trend Owner
Uptime 99.X% 99.9% (LumisCare) ↗️ Nermin
API Latency (p95) Xms < 500ms ↘️ Nermin
Page Load Time Xs < 2s ↘️ Frontend
Deployment Frequency X/week Daily (staging), weekly (prod) ↗️ Nermin
Mean Time to Recovery (MTTR) Xh < 4h ↘️ Nermin + Lejla
Bug Escape Rate X% < 5% ↘️ Tarik
Test Coverage X% ≥ 80% ↗️ Tarik

Operational Metrics

Metric Current Target Trend Owner
Sprint Velocity X pts Consistent ±10% → Emir
Task Completion Rate X% ≥ 95% ↗️ John
Support Response Time Xmin < 30min (Tier 1) ↘️ Selma
Customer Satisfaction (CSAT) X/5 ≥ 4.5/5 ↗️ Selma
Agent Utilization X% ≥ 70% billable ↗️ Amina

Trading Metrics

Metric Current Target Trend Owner
Monthly ROI X% ≥ 5% ↗️ Nick
Sharpe Ratio X > 1.5 ↗️ Nick
Portfolio Value €X €10,000 (current) ↗️ Nick
Stop-Loss Adherence X% 100% → Nick

6.2 Monitoring & Alerting

Tools:

  • Datadog: Infrastructure, APM, logs
  • PagerDuty: On-call rotation, incident alerts
  • Stripe Dashboard: Revenue, subscriptions
  • Binance API: Trading positions, P&L
  • john.db: All decisions, tasks, logs

Alert Configuration:

Alert Threshold Action Owner
Uptime < 99.9% Downtime detected PagerDuty → Nermin Nermin
API latency > 1s (p95) Sustained 5 min Slack alert → Lejla Lejla
Error rate > 1% Sustained 5 min PagerDuty → Nermin Nermin
Database CPU > 80% Sustained 10 min Slack alert → Nermin Nermin
Trading loss > 5% Single position Telegram → John → Nick Nick
Customer churn > 10% Monthly Email → Selma, Amina Selma
Support ticket SLA breach > 4h unresolved Slack alert → Selma Selma

On-Call Rotation:

  • Primary: Nermin (DevOps)
  • Secondary: Lejla (Tech Lead)
  • Escalation: John → Alem

On-Call SLA:

  • Acknowledge alert: 15 min
  • Begin investigation: 30 min
  • Escalate if not resolved: 2 hours (P2), 4 hours (P1)

7. Tools & Systems

7.1 Core Systems

System Purpose Access Owner
john.db (SQLite) Source of truth, all decisions logged John, Alem (query) John
GitHub Code repository, version control All devs Lejla
AWS Infrastructure (ECS, RDS, S3, CloudFront) Nermin, Lejla Nermin
Stripe Payment processing, subscriptions Selma, Amina, John Selma
Binance Trading Nick, John Nick
Jira / Linear Task tracking, sprint management All team Emir
Datadog Monitoring, APM, logs Nermin, Lejla, John Nermin
PagerDuty On-call, incident alerts Nermin, Lejla Nermin
Intercom / Crisp Customer support chat Selma, Tarik Selma
Telegram (@johnbasicas_bot) Quick communication (Alem ↔ John) Alem, John John

7.2 Tool Stack (Detailed)

Development

Tool Purpose Cost Owner
GitHub Code repo, PRs, CI/CD Free (public repos) Lejla
GitHub Actions CI/CD pipelines Included Nermin
VSCode / Cursor IDE Free All devs
Playwright E2E testing Free Tarik
Jest Unit testing Free Tarik
ESLint / Prettier Linting, formatting Free Lejla

Infrastructure

Tool Purpose Cost Owner
AWS ECS/EKS Container orchestration ~€500-2,000/mo Nermin
AWS RDS (PostgreSQL) Database ~€100-500/mo Nermin
AWS S3 File storage ~€50-200/mo Nermin
CloudFront CDN ~€50-200/mo Nermin
Route53 DNS ~€10/mo Nermin
Datadog Monitoring, APM ~€100-500/mo Nermin
PagerDuty On-call ~€50-100/mo Nermin

Business & Operations

Tool Purpose Cost Owner
Stripe Payments 2.9% + €0.30/transaction Selma
Intercom / Crisp Support chat ~€50-200/mo Selma
Jira / Linear Project management ~€50-100/mo Emir
Notion Documentation, wiki Free tier or ~€10/mo John
Apollo.io Sales outreach ~€100/mo Selma
LinkedIn Sales Navigator Sales prospecting ~€80/mo Selma

Communication

Tool Purpose Cost Owner
Telegram Alem ↔ John quick chat Free John
Email (one.com) External communication ~€10/mo John
Slack (future) Team collaboration Free tier or ~€50/mo John

Total Estimated Tool Cost: €1,000-3,000/month (scales with usage)

8. Disaster Recovery & Business Continuity

8.1 Backup Strategy

What We Back Up:

Data Backup Method Frequency Retention Location
john.db (SQLite) GitHub sync Hourly Indefinitely github.com/johnatbasicas/clawd
Source code GitHub Every commit Indefinitely github.com/johnatbasicas
Database (PostgreSQL) AWS RDS automated backups Daily 30 days AWS S3
File storage (S3) Cross-region replication Real-time 90 days AWS S3 (us-west-2)
Audit logs S3 + Glacier Daily 6 years (HIPAA) AWS Glacier
Configuration files GitHub Every change Indefinitely GitHub (encrypted secrets)

Backup Verification: Nermin tests restore monthly.

8.2 Disaster Scenarios & Response

Scenario 1: AWS Region Failure

Impact: LumisCare production down

Response:

  1. Nermin deploys to secondary region (us-west-2) — automated failover
  2. DNS updated to point to secondary (Route53 health checks)
  3. Restore database from latest backup
  4. Verify functionality
  5. Notify customers (status page)

RTO (Recovery Time Objective): 2 hours RPO (Recovery Point Objective): 24 hours (last daily backup)

Scenario 2: Data Breach (HIPAA)

Impact: PHI exposed

Response:

  1. Dženan activates breach response plan (see GOVERNANCE.md, section 8.3)
  2. Contain breach (Nermin)
  3. Assess impact (Lejla + Dženan)
  4. Notify customers (within 60 days per HIPAA)
  5. Notify HHS (if >500 individuals)
  6. Remediate + post-mortem

Timeline: Immediate containment, notification within 60 days

Scenario 3: Key Person Unavailable (Alem, John, Lejla, Nermin)

Alem unavailable:

  • John continues operations (delegated authority)
  • Strategic decisions deferred or escalated to Asmir (SnowIT partner)
  • If prolonged: Appoint interim CEO or sell

John unavailable:

  • Task queue still processed (daemon runs 24/7)
  • Amina coordinates team
  • Alem steps in for strategic decisions
  • John can be "rebooted" from MEMORY.md + ORGANIZATION.md

Lejla unavailable:

  • API Developer + Frontend Specialist continue development
  • Architecture decisions deferred or escalated to Amina → Alem
  • Code reviews by 2 other senior devs (if available)

Nermin unavailable:

  • Infrastructure on auto-pilot (monitoring, auto-scaling)
  • Lejla handles incidents (secondary on-call)
  • Engage external DevOps contractor if prolonged

Scenario 4: GitHub Outage

Impact: Can't access code, can't deploy

Response:

  • Local copies of code on all dev machines
  • Deploy from last known good state (Docker images cached)
  • Wait for GitHub to restore (historically < 4 hours)

RTO: 4 hours RPO: 0 (local copies)

Scenario 5: Stripe Outage

Impact: Can't process payments

Response:

  • Monitor Stripe status page
  • Notify customers (if prolonged)
  • Wait for Stripe to restore
  • No immediate action (payments retry automatically)

RTO: Dependent on Stripe RPO: 0 (Stripe handles retries)

8.3 Runbooks

Location: ~/clawd/org/runbooks/

Runbooks Maintained by Nermin:

  • runbook-db-restore.md — How to restore PostgreSQL from backup
  • runbook-deploy-rollback.md — How to rollback production deployment
  • runbook-region-failover.md — How to failover to secondary AWS region
  • runbook-security-incident.md — How to respond to security breach
  • runbook-scaling.md — How to manually scale infrastructure
  • runbook-certificate-renewal.md — How to renew TLS certificates

Each runbook includes:

  • When to use it
  • Step-by-step instructions
  • Commands to run
  • Expected output
  • Rollback procedure
  • Contact information (who to escalate to)

Review Cadence: Quarterly (test at least one runbook per quarter)

9. Communication Channels & Etiquette

See PROCESSES.md, Section 4 for full communication protocols.

Quick Reference:

Channel Use Case Response SLA
Telegram Urgent, quick decisions 5-15 min
CLI (Claude Code) Deep work, architecture Real-time
Email External, formal 4-24 hours
Slack (future) Team collaboration 1-4 hours
Jira/Linear Task tracking Daily check
GitHub Code, PRs 24 hours
Standup Daily status 9:15 AM CET

10. Document Control

Version Date Changes Author
1.0 2026-01-28 Initial document John + Nermin + Amina

Next Review: 2026-04-01 (quarterly)

Owner: Alem Basic Maintained By: John (Director) + Nermin Šabić (DevOps) + Amina Hadžić (Head of Projects)

End of Operations Manual

Run the organization like a machine. Predictable, reliable, scalable. Daily, weekly, monthly, quarterly routines. KPIs tracked. Backups verified. Disasters planned for. Just execute.

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