Attendees: Tony (VTKL, intro), Charlie (VTKL, CTO), Joana (VTKL, lead & client touchpoint), Victor (VTKL, background) | Hector, Nick, RJ, Matt (Valent) | Charlie, Tony (TBD)
| Time | Topic | Lead | Notes |
|---|---|---|---|
| 0:00โ0:05 | Intro & Relationship | Tony | Sets the tone. Introduces team: Tony (GTM), Charlie (CTO), Joana (delivery lead & primary contact). "Exploration, not a pitch." |
| 0:05โ0:15 | Pilot Scope + What Warren Delivers | Charlie / Joana | Charlie walks through capabilities (CTO credibility). Joana connects to Valent's delivery context. 4 deliverables, customizable. |
| 0:15โ0:25 | What We Need From You | Joana | Project docs, Teams admin, channel. "Upload to Teams โ Warren reads automatically." |
| 0:25โ0:35 | Working Model & Success Criteria | Joana | Cadence, Joana in channel as support. "Minor edits, not rewrites." Let them add criteria. |
| 0:35โ0:40 | Q&A | All | Technical โ Charlie/Victor. Delivery โ Joana/Victor. Strategy โ Tony. |
| 0:40โ0:45 | Next Steps | Joana | Action items, owners, Day 1 of 14-day timeline. |
Facilitator notes: Keep Hector on strategic value. Let RJ drive "how will I use this daily" questions. Answer Matt's technical questions directly and honestly. Frame: "our team configures and maintains this for you."
Background: 35+ years consulting/telecom. CS degrees (SMU, Baylor). Former CSO at Pariveda. Sprint, Level 3, Accenture.
Cares about: Customization & flexibility. Strategic value to Valent's practice. Scale across client engagements. Revenue impact (1-2 FTE equivalent = $200K-$500K/yr).
Wants to hear: "You can change format, detail level, graphics, color. It adapts to each client's standards." "Real SDLC potential."
Avoid: Over-technical details. Rigid product framing. Anything implying Valent loses control of client relationships.
Key signal: "That's money" (on SDLC). "How easy to change roadmap format?"
Background: Leads Business Transformation. Strategy-oriented, big-picture.
Cares about: How this fits Valent's strategy practice. Competitive differentiation. Scale potential.
Wants to hear: "Augments your consultants โ doesn't replace them." "Spin up an AI partner for every new engagement within days."
Avoid: Implying AI replaces consulting judgment. Cost-cutting framing vs capability multiplier.
Background: Hands-on PMO practitioner. Primary daily user. His experience determines expansion.
Cares about: "Can I use this?" Day-to-day workflow. Quality. Time saved vs time learning.
Wants to hear: "Talk to it like a colleague in Teams. Ask for a status report, it produces one."
Avoid: Abstract strategy talk. Jargon. Making him feel like a test subject.
Background: Technical evaluator. Assesses AI capability and quality.
Cares about: AI quality/accuracy. Hallucination risk. Data handling. Architecture (high level).
Wants to hear: "Frontier models. The value is agent configuration + methodology encoding, not just the model." Be honest about limitations.
Avoid: Hand-waving. Claiming perfection. Exposing internal tooling.
| # | Item | Priority | Notes |
|---|---|---|---|
| 1 | Teams/M365 admin contact | BLOCKING | Name + email for app installation |
| 2 | Approval to install Teams bot app | BLOCKING | May require IT security review |
| 3 | Target team/channel | BLOCKING | Dedicated channel recommended |
| 4 | Historical project documentation | BLOCKING | Deliverables, meeting notes, artifacts through ~midpoint (3-5 person project) |
| 5 | PMO methodology templates | HIGH | Status report format, sprint report format โ customize to their standards |
| 6 | Format preferences | HIGH | Word templates, branding, color, logo |
| 7 | Security/compliance constraints | HIGH | Data handling, cloud hosting reqs, BAA needs |
| 8 | Communication cadence preference | MEDIUM | Weekly sync? Async-first? |
| 9 | Escalation path | MEDIUM | Who to contact for issues |
| 10 | Jira/Confluence access status | LOW (Phase 2) | Future planning only โ Phase 1 is doc-based |
Talking point: "We need enough project context to simulate being dropped into an active engagement at the midpoint."
Risk: 5 days to build what took 3+ months with the production system. Clean install = no memory, no context, no calibration.
Impact: Pilot outputs underwhelm, Valent loses confidence.
Mitigation: Production system coaches behind scenes (GitHub architecture). Pre-seed memory with Valent context and AIPMO methodology. Front-load configuration before kickoff.
Owner: Charlie
Risk: If deployed on client infrastructure, we lose access to logs, outputs, iteration ability.
Impact: Can't iterate, debug, or improve quality during pilot.
Mitigation: All infra on VTKL AWS. Talking point: "Dedicated secure environment managed by our team for optimal quality."
Owner: Charlie
Risk: System calibrated for agentic engineers; Valent has human teams.
Impact: Deliverables miss the mark on tone, detail level, or methodology.
Mitigation: Seed with PMO-specific methodology. Phase 1 = deliverables only (not estimation). Gather calibration data during pilot.
Owner: Victor
Risk: Paradigm shift in progress internally. Risk of quality drop without intermediate gates.
Impact: Inconsistent output quality.
Mitigation: Client deployment keeps analytical/process-following tier. Internal system experiments with new paradigm separately.
Owner: Tony
Risk: Internal and external names differ. Client sees inconsistency.
Mitigation: Decide before kickoff: one name. Recommendation: "Warren" (matches signed SOW).
Owner: Victor
Risk: Valent uses CLIENT Jira, not their own. BAAs, healthcare data complications.
Mitigation: Phase 1 = non-Jira, doc-based only. Jira deferred to Phase 2 if Phase 1 succeeds.
Owner: Charlie
Risk: Internal tooling, pipeline, other client details leak through agent responses.
Original mitigation: Sanitization rules in agent configuration.
โ Resolution: Workspace isolation implemented โ see Section 7. Parametrized Dockerfile defaults to clean base for client builds. Scope guardrail enforces deliverable whitelist. 106/131 contaminated memory files eliminated from client images. PR #14 โ merged.
Owner: Victor + Warren
Risk: System calibrated for agentic engineers, not human teams.
Mitigation: Phase 1 doesn't include estimation. Defer to Phase 2 with methodology calibration.
Owner: Tony
| # | Decision | Context | Recommendation |
|---|---|---|---|
| 1 | Architecture: GitHub-based config sync vs standalone? | Golden repo โ deploy model confirmed, but coaching mechanism undefined. | GitHub config sync. Define mechanism: shared memory files via git, or manual knowledge transfer? |
| 2 | Naming | SOW says "Warren." Internal codename is different. | "Warren" for client-facing (matches signed SOW). |
| 3 | Teams integration path | Install bot in Valent's tenant vs invite to VTKL channel. | Install in their tenant (matches SOW ยง2.1). |
| 4 | Governance gates | 4 blocking items on golden repo (#6-#9). All truly blocking? | SOUL.md (#6) + Operating Policies (#9) = true blockers. Scope (#7) + Client-Fit (#8) = parallel. |
| 5 | Dogfood skip? | Charlie's path was dogfood-then-Valent. Kickoff is June 10 โ 4 days. | Likely no time. Options: fast dogfood Jun 6-9, skip, or delay kickoff. |
| 6 | Config sync mechanism | How does the production system feed the client instance? | Simplest: write memory/skill files to golden repo. Complex: real-time API. |
| 7 | Who attends kickoff? | VTKL confirmed: Victor, Joana. | Charlie/Tony for intros (first 10 min) signals commitment. |
This work originated from the June 10, 2026 team calls (Tony, Charlie, Joana, Victor). Three converging signals triggered the implementation:
Victor brought the analysis to Warren, who audited the t-and-c-golden repo and confirmed: 106 of 131 memory files in the golden workspace contained references to Kindo, Deloitte, and other clients. The Dockerfile had no mechanism to exclude this from client builds. Implementation was executed same-day.
Status: PR #14 โ merged to main โ
Addresses: Risk #7 (IP Exposure), Joana's scope containment requirement, Tony's "instance factory" need
The golden config base (workspace/) was a direct copy of Warren's full workspace:
COPY workspace/ with no mechanism to select a different sourceAny client instance built from this image would carry all internal context.
1. Clean derivation base (workspace-base/)
2. Valent scope guardrail (Standing Rule 0)
3. Parametrized Dockerfile
# VTKL dogfood (unchanged behavior)
docker build .
# Client build (clean base + client overlay)
docker build --build-arg CLIENT=valent .
# Makefile shortcut
make client-build CLIENT=valent
make client-verify CLIENT=valent # contamination check
When CLIENT is set, workspace auto-defaults to workspace-base (safe by default).
4. Deploy + onboard scripts wired with --client flag
5. Repo structure after isolation:
t-and-c-golden/
โโโ workspace-base/ โ CLEAN (client derivations)
โโโ workspace/ โ VTKL dogfood only (internal)
โโโ clients/
โ โโโ valent/workspace/ โ scoped + isolated + guardrail
โ โโโ vtkl/workspace/ โ dogfood overlay
โโโ config/
| Check | Result |
|---|---|
grep workspace-base for client names/strategy | Zero hits โ |
| Valent overlay for Kindo/Deloitte/Ron | Zero hits โ |
| Assembly: default (no args) | workspace (241 files) โ backwards compat โ |
| Assembly: CLIENT=valent | workspace-base + overlay (13 files, 0 contamination) โ |
| Scope guardrail positioned as Rule 0 | Above all other rules โ |
| Item | Owner | Status |
|---|---|---|
| Review + merge PR #14 | Victor / Charlie | Merged โ |
| Red team validation (adversarial prompts) | Warren | After merge |
| Response middleware (Level 2 enforcement) | Warren | Deferred |
| Rebuild + redeploy Aria VTKL | Warren + Charlie | After merge |
Joana (Jun 10): The agent must guide the client through structured deliverable production, not answer open-ended questions. Exposing Warren's full context to Valent would leak Kindo, Deloitte, and client relationships.
Tony (Jun 10): Wants to "start breaking off pieces" of Warren for Kodazen, Valent, digital twins. This workspace isolation is the prerequisite for that instance factory.