Stakeholder Communication Plan¶

Manages BRAC Bank expectations, demo readiness, and scope change requests throughout the 6-day POC.

Key Stakeholders¶

Primary Contact¶

Name: Aman Ullah Sarker
Email: aman.sarker@bracbank.com
Phone: +8801701-209044
Role: POC Sponsor / Approver
Authority: Can approve/reject features, adjust timeline, escalate issues

Secondary Contacts (If Needed)¶

Technical Lead: [TBD - who reviews from BRAC?]
Security/Compliance: [TBD - PCI-DSS validation]
Executive Sponsor: [TBD - final sign-off]

Communication Cadence¶

Pre-POC (Before Day 1)¶

Timing: ASAP (within 24 hours)
Owner: Project Lead
Message: Confirmation of POC start

``` Subject: BRAC Bank POC - Start Notification & Expectations Alignment

Dear Aman,

We're excited to begin the BRAC Bank Platform Integration POC starting [DATE].

✅ CONFIRMED DETAILS: - Timeline: 6 days (Days 1-6) - Scope: All 9 components (OpenShift, Kafka, Redis, OTel, WSO2, Middleware, Trivy, Nexus, JBoss) - Demo Format: [Live demo / Video + walkthrough / Both?] - Demo Schedule: [Date/Time TBD - to be confirmed by EOD Day 4]

🎯 WHAT TO EXPECT: - Daily minimal status updates (email, <2 min read) - Comprehensive validation report by EOD Day 6 - All code in GitHub: https://github.com/comptech-lab/brac-poc (private)

⚠️ SCOPE LOCK: All features are locked as of [DATE]. New requests will be documented as "Phase 2 / Future Work" to protect the timeline.

❓ QUICK QUESTIONS: 1. Preferred demo format: Live vs Video vs Both? 2. Best time for demo on Day 6? 3. Any specific components you want prioritized? 4. Should we record session for your team's reference?

We'll confirm receipt and answers before starting work.

Best regards, [Your Name] ```

Daily Standups (Days 1-6)¶

Timing: 5pm every day (evening update, non-blocking)
Owner: Project Lead
Format: Email, 3-5 bullet points, <2 min read

Daily Email Template: ``` Subject: BRAC POC - Day [X] Update

✅ COMPLETED TODAY: - [Component/Issue]: [What was done] - [Component/Issue]: [What was done]

🔄 IN PROGRESS: - [Component/Issue]: [% complete, ETA] - [Component/Issue]: [% complete, ETA]

⚠️ BLOCKERS (if any): - [Blocker]: [Impact, proposed solution]

📊 TIMELINE STATUS: - Phase [X]: [On schedule / Ahead / Behind by Xh]

🎯 TOMORROW'S FOCUS: - [Item 1] - [Item 2]

Questions? Let me know. ```

Key Rules: - ✅ ALWAYS send daily update (even if minimal progress) - ❌ NEVER include bad news without proposed solution - 🎯 Keep it under 2 minutes to read - 📊 Always reference timeline status

Phase Sign-Off (Days 2, 4, 6)¶

Timing: Same day as phase completion (morning)
Owner: Project Lead
Format: Email + optional 15-min call

Phase Sign-Off Email: ``` Subject: BRAC POC - Phase [X] COMPLETE ✅

Dear Aman,

Phase [X] is complete as of [time] and ready for review.

📋 DELIVERABLES: ✅ [Issue 1]: All DoD criteria met ✅ [Issue 2]: All DoD criteria met ✅ [Issue 3]: All DoD criteria met ✅ [Issue 4]: All DoD criteria met

🔗 GITHUB ISSUES: - [Issue links with status]

📊 VALIDATION RESULTS: ✅ All components operational ✅ [Specific flow working] ✅ [Performance/compliance metric]

🎯 NEXT PHASE: Phase [X+1] starting [time]. Expected completion: [time/date].

Any questions or need to see details? Quick call?

Best regards, ```

Pre-Demo Briefing (Day 5, 4pm)¶

Timing: Day 5 afternoon (1 day before demo)
Owner: Project Lead
Format: 15-30 min video call or email

Agenda: 1. Demo format confirmation (live vs video) 2. Demo schedule confirmation (time, attendees) 3. Demo flow walkthrough (what we'll show) 4. Known limitations (what won't be shown and why) 5. Questions/requests from BRAC

Email if async: ``` Subject: BRAC POC - Demo Tomorrow - Final Check

Proposed Demo Flow (20 min):

OpenShift Cluster Tour (2 min)
Console access, 3 nodes, ODF storage
Security & Compliance (3 min)
PCI-DSS scan results, ACS policy enforcement
Observability Demo (5 min) ← STAR OF SHOW
Send request through app
See trace flow: App → OTel → Kafka → SigNoz
Show ClickHouse storage, dashboard
API Gateway (3 min)
WSO2 APIM: Rate limiting demo
NGINX canary routing
Deployment Pipeline (3 min)
GitOps: Git commit → ArgoCD sync
Sample app deployed
Supporting Components (3 min)
Quick tour: Trivy, Nexus, JBoss, Redis
Final Questions (1 min)

Time: [PROPOSED TIME] Format: [LIVE / VIDEO / BOTH] Attendees: [Who from your side?]

Confirm or adjust? Any specific areas to deep-dive? ```

Post-Demo Follow-Up (Day 6 evening)¶

Timing: After demo completes
Owner: Project Lead
Format: Email + 15-min debrief call (optional)

``` Subject: BRAC POC - Demo Complete, Next Steps

Dear Aman,

Thank you for attending the POC demo today. We received great feedback.

📦 DELIVERABLES READY: ✅ Validation Report: [GitHub link] ✅ Demo Video (recorded): [Link or file] ✅ All Source Code: https://github.com/comptech-lab/brac-poc ✅ Architecture Documentation: [GitHub link]

🎯 NEXT PHASE OPTIONS: 1. Phase 2 - Production Deployment: Multi-cluster, HA K8s, advanced security 2. Phase 2 - Custom Integrations: Your specific systems integration 3. Phase 2 - Performance Tuning: Load testing, optimization 4. Knowledge Transfer: Training your team on operations

💬 FEEDBACK: What did we do well? What should we improve?

📅 TIMELINE: Can we schedule a 30-min debrief call within 2 days to discuss next steps?

Best regards, ```

Scope Change Management¶

What If BRAC Requests Changes?¶

Process: 1. Document: Write down the request clearly 2. Assess: Timeline impact (add 4h? add 1 day?) 3. Propose: "We can add X. It will delay Y component by Z hours. Should we proceed?" 4. Decide: BRAC chooses to add, remove, or defer to Phase 2

Email Template: ``` Subject: BRAC POC - Scope Change Request

You requested: [Feature/Change]

⏱️ IMPACT ANALYSIS: - Effort: [X hours] - Timeline impact: Delays [Component] by [hours/days] - Risk: [What could go wrong]

🎯 OPTIONS: A) Add feature now → Overall timeline slips to [new date] B) Add feature, cut [Lower-priority component] → Timeline stays Day 6 C) Defer to Phase 2 → Focus on core 9 components now

RECOMMENDATION: Option [A/B/C]

Preference? ```

Ground Rules (Communicate upfront): - ✅ Changes logged and approved - ✅ Scope lock after Day 1 (Day 0 changes OK) - ✅ No scope changes after Day 4 (risk too high) - ❌ NO untracked/ad-hoc changes - ❌ NO "let me just add one more thing"

Demo Preparation¶

Demo Constraints & Realities¶

WHAT WILL WORK: - ✅ All 9 components deployed and accessible - ✅ OpenTelemetry end-to-end tracing (traces visible in SigNoz) - ✅ API gateway with rate limiting - ✅ Sample app responding - ✅ Security scanning (Trivy, Compliance Operator)

WHAT MIGHT NOT WORK (be ready to skip): - ⚠️ WSO2 SAML SSO (configuration complexity—might show OIDC instead) - ⚠️ JBoss domain mode (if resource constrained, skip this) - ⚠️ Cold archiving demo (if ClickHouse archiving untested) - ⚠️ Complex multi-service traces (might show single-service trace instead)

Have 2-3 Backup Demos Ready: 1. Core Demo (10 min): OTel tracing + API gateway 2. Extended Demo (20 min): Core + Compliance + ArgoCD 3. Quick Demo (5 min): Screenshots if live demo fails

Demo Logistics¶

Recording (if doing video): - Record on Day 5 evening - Test audio/video quality - Have backup: screen capture as fallback - Upload to GitHub or Google Drive (share link with BRAC)

Live Demo Prerequisites: - Clean terminal (no clutter, big font) - Cluster stable (no pod crashes) - No network hiccups (stable internet) - Backup terminal ready (if primary fails) - Backup screenshots (if demo crashes)

Demo Dry-Run: - Run full demo Day 5 afternoon - Verify all URLs accessible - Test voice/screen sharing (if remote) - Time it: don't exceed 20 minutes - Have backup slides with screenshots

Handling Bad News¶

If something is broken or behind, communicate early and honestly:

``` Subject: BRAC POC - Issue Identified, Mitigation Plan

Issue: [Component] is not working as expected.

ROOT CAUSE: [What happened]

IMPACT: - Timeline: [Will delay by X hours or No impact] - Demo: [Will affect Y component or No impact]

MITIGATION: - Immediate action: [What we're doing now] - Backup plan: [If not fixable by Day 6] - Expected resolution: [When we'll have it working]

Timeline still on track for Day 6? [YES / NO]

Next update: [Time] ```

Golden Rule: Bad news + Solution = OK. Bad news + No solution = Problem.

Sign-Off Criteria¶

BRAC Bank signs off when: - [ ] All 9 components deployed and accessible - [ ] Key flows working (OTel traces, API gateway, GitOps) - [ ] Compliance report generated (PCI-DSS) - [ ] Demo completed and recorded - [ ] All code in GitHub with documentation - [ ] No critical blockers or design flaws - [ ] Validation report reviewed and approved

No sign-off if: - ❌ Major component missing/broken - ❌ Security/compliance violations - ❌ Code not in GitHub or undocumented - ❌ Validation incomplete

Escalation Path¶

If timeline is slipping badly (4+ hours by Day 4):

1. Project Lead identifies slip 2. Send email to Aman: "Timeline at risk, need 30 min call to discuss options" 3. Call ASAP 4. Propose: Cut features, extend timeline, or accelerate with more resources 5. BRAC decides 6. Adjust plan accordingly 7. Confirm new timeline to BRAC in writing

Post-Demo Feedback¶

What to ask BRAC: 1. Did the 9 components meet your evaluation criteria? 2. What surprised you positively? 3. What disappointed or was missing? 4. How likely are you to engage us for Phase 2? 5. What should Phase 2 focus on? 6. Timeline: When would you want to start Phase 2?

Document everything → Input to lessons learned for next POC

Risk: Scope Creep Prevention¶

Common scope creep requests (How to handle): - "Can you also integrate our existing [system]?" → Phase 2 - "Can we test with 10,000 requests?" → Load testing, Phase 2 - "Can you make this production-ready?" → Hardening, Phase 2 - "Can we add your people for 2 more days?" → Changes timeline - "Can we see this working with [our infrastructure]?" → Environmental change, escalate

Template response: ``` Great question! That's definitely valuable. Here's how I'd propose we handle it:

Current POC scope: [9 components as approved] Your request: [Their ask] Timeline impact: +[X hours]

Given our Day 6 deadline, we have 3 options: A) Add it now, slip Day 6 to [new date] B) Add it, remove [lower-priority component] C) Document for Phase 2, execute after Day 6 sign-off

RECOMMENDATION: Option [C] - Keep Phase 1 focused, tackle this fresh in Phase 2 with full planning

Which works for you? ```

Communication Checklist¶

Before Day 1: - [ ] Confirm demo date/time with BRAC - [ ] Confirm demo format (live vs video) - [ ] Clarify any assumptions with BRAC - [ ] Get secondary contacts if any - [ ] Agree on communication cadence

Days 1-6: - [ ] Send daily update (same time each day) - [ ] Phase sign-offs on schedule - [ ] Escalate blockers within 2 hours (if timeline-critical) - [ ] Pre-demo briefing Day 5

Day 6: - [ ] Demo execution - [ ] Post-demo feedback collection - [ ] Thank you note + next steps proposal

After: - [ ] Debrief call within 2 days - [ ] Lessons learned documented - [ ] Phase 2 proposal (if interested)

Communication Plan Created: 2026-04-24
Contact: Aman Ullah Sarker (aman.sarker@bracbank.com)
Status: Ready to execute
Owner: Project Lead