6.23.26 - Client Hub Follow-Up w/Terry

The Oliver Brush Template Purpose: Terry describes the template as a "one-stop shop" for the team to use whenever a new client starts. It is designed so that all necessary information and files are stored in a centralized, easily accessible location.
Onboarding Checklist: This section of the template is primarily used for historical migration. It lists all the items that Standish needs to request from a client during the initial onboarding phase. Terry notes that Gus likely won't be heavily involved in this specific checklist as it relates to historical data.
Chronological Importance: The template acts as a roadmap, tracking every phase of the onboarding process with specific dates to ensure a smooth transition for the client onto the Standish platform.

Functional Mechanics: The Gantt chart in the template serves as a timeline for a typical onboarding project. Changing a "project start" date (e.g., setting it to $06/22$ ) automatically updates all subsequent dates based on predefined durations.
Duration and Buffers:
- Terry developed these durations in collaboration with Brian to ensure accuracy.
- The durations account for more than just the technical execution of a task. For example, while creating a fund in FA (Financial Administration) might only take a moment, the timeline allocates four days to provide a buffer for internal reviews.
- Review Cycle: The hierarchy of review includes the Associate level, followed by the Reviewer, and finally the Manager.
Order of Operations: The Gantt chart establishes necessary dependencies for data setup:
- Funds must be created before investors can be assigned to them.
- Securities must be fully established before any security-related transactions or data can be processed.

The Onboarding Distribution List: This distribution list (group email) is the "foolproof" source of truth for identifying current team members. It is used to ensure all necessary internal staff have access to the Client Hub/All View side without needing to make frequent, individual manual requests.
Internal Access Philosophy: Standard Standish employees do not typically need access to the "All View" side of the portal unless they are part of specific support tickets or if there is a capacity issue where they need to assist on another person's client work.
Challenges with New Hire Notification: Terry mentions that as a Manager, she is now part of manager calls which should help bridge the communication gap regarding new hire start dates. Previously, start dates were often unclear.
- Case Study: Gus’s Hiring: Luke and Terry were uncertain of Gus’s actual start date. Terry recalls hearing approximately 50 different dates. Luke was told September or July, while Gus was originally given June 8th early in the year.

Historical Manual Process: Previously, user data from distribution lists had to be separated using Excel’s "Text to Columns" feature to isolate emails and names, which Terry describes as tedious and annoying.
AI Tool (Data Snipper): Terry has created an AI prompt to automate this separation process.
Training Requirement: Terry recommends Gus learn the manual process first to understand the underlying logic of the data separation, especially since Gus does not currently have access to the AI tool (Gus mentions he did not receive the tool despite a training session held the previous week).
- Manual Task: Gus is tasked with performing the separation manually for the current Client Hub request after the meeting to ensure he understands the "why" behind the workflow.

Template Structure: The document contains three primary sections:
1. Investor Portal Request.
2. Client Hub Request.
3. Ad Hoc Request for Interactions.
Gus’s Responsibility: Gus is specifically responsible for filling out the Client Hub (CH) section.
Data Entry Specifics:
- Column B: Contains red text indicating fields that must be updated/fixed.
- Column C: Serves as the template guideline.
- Column D: Provides a concrete example of what the completed field should look like.
User Designation: Gus must outline "CH Users" (Client Hub users) to define who receives access. He must also include engagement team members. Terry will clarify later if client users need to be included in the initial request or handled via a separate subsequent request.

Reporting Checklist: Once the Client Hub is deployed, Gus must follow the "how-to" guides (referred to as "scribes") to set up the environment. Some scribes were written by Terry, while others were authored by Lisa Pietz.
Evidence of Completion: For every report (Power BI, Financial Statements, etc.):
- Gus must paste the direct link to the report in the "Include Link" section.
- Gus must provide a screenshot of the entire browser window. This screenshot must include the parameters used to run the report (e.g., specific dates or filters).
Reviewer Efficiency (The Reporting Review Tab):
- Column A: Features hyperlinks that jump directly to specific cells or screenshots (e.g., jumping to the Balance Sheet screenshot).
- Column B: A status dropdown menu (e.g., "Needs Attention", "Error").
- The goal is to allow a reviewer (like Brian) to verify the output without having to log in and manually rerun every report. If a report shows an error, Terry can check the screenshot to see if Gus used the wrong parameters or if there is a systemic issue needing escalation to "All View."
The "CYA" (Cover Your Assets) Principle: Exhaustive documentation and screenshots protect the team by proving that reports were running correctly at the time of deployment. Terry emphasizes "Optics"—ensuring the client experience is 100% polished and professional to maintain the company's reputation.

Asana Views: Terry prefers looking at the Project view rather than the "My Tasks" view because the Project view maintains the chronological order of the workflow.
Task Dependencies:
1. Administrative Tasks: Create the project template.
2. Investor Portal Setup: Handle the CRM and Navan side.
3. Test Funds: These must be created before other data is populated.
4. Client Hub Design Doc: Complete this after the test data is ready.
Integration Keys: Gus does not need to request a new client code. He should find the existing Integration Key on the "Fund card" in NAV (Navision) under the "TrueLink" section.
Deadline: The main tasks discussed are due by Friday so they can be sent to the "All View" team.

Q: Why is Terry dressed up?
- A: Terry noticed Gus looked nice and asked if he was in the office. Gus explained he goes to the office in the morning to beat rush hour and works from home after lunch. Terry noted she never looks nice anymore while working.
Q: What is falling off Terry's desk?
- A: Terry mentioned her "Snitsky" (properly identified as a Smitski figure) was falling. She explained it is top-heavy with a "fat head" and is reading a book. Gus initially confused