{{ExCom+ Unified speaking — DD-Peds360-Contractor-Onboarding}}

Peds 360+ Contractor Onboarding and Xero Adoption — E2E Implementation Plan

Customer: Peds 360+ (Dr. Nichelle, owner) Location: Jenkintown PA 19046 Date: 2026-05-18 Owner: ExCom+ Unified (Betty chair, Gemma, Vesta, Hakeem) Status: PLAN, awaiting Marc ratify Jurisdiction: Commonwealth of Virginia (per EGP canonical)

1. Executive Summary

Peds 360+ needs three connected capabilities live in the next sprint:

• A repeatable sub-contractor onboarding pipeline (associates, chefs, instructors, allied health providers)
• Xero set up as the books-of-record, with the Collaborative Accounting Certification pattern applied so Marc and Dr. Nichelle share read and write under appropriate roles
• A video training library that every associate must complete before activation, plus ready-made Xero invoice templates so Peds 360+ can pay sub-contractors on day one without manual data entry

This plan delivers all three through a Hybrid Path D (recommended), with Sprint 1 covering intake, document collection, Xero contact provisioning, and the first 3 training videos. Estimated 18 to 22 working days end to end, Sprint 1 closes in 10.

2. What's Already Completed

• Stripe live for Peds 360+, restricted key catalogued in .env as PEDS_360_PLUS_STRIPE_RESTRICTED_KEY
• GHL CRM live, read API key catalogued as GHL_CUSTOMER_PEDS_360_PLUS_API_KEY_READ
• PNC payout confirmed, $40 charge 2026-05-01 reconciled to Mariela J Mendoza / Cely Zapata
• Master Brand Vault offering #15 locked: "EGP Peds 360+ — Movement. Confidence. Health."
• Peds 360+ subdomain transactional email plan locked (canonical 2026-05-13, no PHI until BAA)
• Sub-contractor concept inception conversation with Dr. Nichelle complete
• Payment reconciliation deliverable shipped (Mendoza, 2026-05-18)
• Folder structure stood up: 00174-Peds-360-Plus-Deliverables/

3. Where We Left Off

• No sub-contractor onboarding form exists in GHL yet
• Xero org for Peds 360+ not yet provisioned (Marc has the Collaborative Accounting Certification pattern from EGP-side; needs to apply to a new Peds 360+ Xero org)
• No video training library exists; concept only
• No ready-made invoice templates in Xero
• No Jira project for Peds 360+ work (currently piggy-backing on EGP-SWAT)
• Stripe is collecting payments but not yet wired to Xero auto-reconciliation
• Whitelabel posture: Peds 360+ must render as Peds 360+ on every customer-facing surface; EGP is invisible to associates and chefs

4. Jira Space Details

Recommendation: Create a new Jira project distinct from SWAT and CS.

• Project Key: PEDS
• Project Name: Peds 360+ Customer Delivery
• Type: Company-managed (matches SWAT pattern)
• Lead: Marc Williams (CDAIO), delegated to Leda Perez for day-to-day
• URL pattern (post-create): https://egp-team.atlassian.net/jira/core/projects/PEDS
• Confluence space: new space EGPPEDS at https://egp-team.atlassian.net/wiki/spaces/EGPPEDS
• Issue types: Epic, Story, Task, Sub-task, Bug, Support
• Components: Onboarding, Xero, Training, Invoicing, Stripe, Compliance
• Routing rule: any work that touches PHI hard-fails until BAA is signed
• Parent epic for this DD: PEDS-1 "Contractor Onboarding and Xero Adoption Sprint 1"

If new project creation is blocked, fallback is component peds-360-plus inside EGP-SWAT with label customer-peds360.

5. Runbook

Format: T-NN for sprint tasks, owner, dependency, evidence-of-done.

Phase 1 — Foundation (T-01 to T-08, Days 1 to 4)

• T-01 — Provision new Xero organisation "Peds 360+ LLC" (Marc, none, Xero org URL captured in 00148-…/registries/)
• T-02 — Apply Collaborative Accounting Certification role pattern: Dr. Nichelle as Adviser, Marc as Standard plus reports, bookkeeper as Invoice Only plus view (Marc, T-01, role matrix screenshot)
• T-03 — Create Jira project PEDS plus Confluence space EGPPEDS (Vesta, none, both URLs in registries)
• T-04 — Stand up 00174-…/2026-05-18-Contractor-Onboarding-Xero-E2E/ folder canonical structure (Gemma, none, ls output)
• T-05 — Author sub-contractor application form in GHL (Gemma, T-03, form URL plus screenshot)
• T-06 — Build Xero contact template for sub-contractors (Hakeem, T-01, template export)
• T-07 — Generate Xero invoice template "Peds 360+ Sub-Contractor Standard Hourly" plus "Per-Session Flat" (Hakeem, T-06, two template IDs)
• T-08 — Create EGP wrapper tool tools/egp_peds360_contractor_provisioner.py (Vesta, T-05+T-06, file landed plus dry-run log)

Phase 2 — Training Library (T-09 to T-14, Days 5 to 9)

• T-09 — Script 5 core training videos: Welcome and Mission, Safety and Compliance, Documentation Standards, Invoicing and Payment, Patient Interaction Basics (Gemma, T-03, scripts in folder)
• T-10 — Record videos (Marc plus Dr. Nichelle on-camera, T-09, mp4 files)
• T-11 — Upload to Vimeo private channel for Peds 360+ (Vesta, T-10, channel URL)
• T-12 — Embed completion-tracking via GHL custom fields per contact (Vesta, T-11, GHL workflow screenshot)
• T-13 — Build completion-check gate in tools/egp_peds360_contractor_provisioner.py (Vesta, T-12, code diff)
• T-14 — Document training SOP in Confluence EGPPEDS (Gemma, T-13, Confluence URL)

Phase 3 — Invoicing and Activation (T-15 to T-20, Days 10 to 14)

• T-15 — Wire Stripe payment confirmation to Xero auto-reconciliation via Xero bank feed plus Stripe sync (Hakeem, Phase 1, dry-run reconciliation log)
• T-16 — Build ready-made invoice generator tool tools/egp_peds360_invoice_creator.py consuming Xero template + sub-contractor contact (Hakeem, T-07+T-08, invoice ID returned)
• T-17 — End-to-end test: create test sub-contractor "Test Associate", run full onboarding, generate first invoice (Vesta plus Hakeem, T-16, evidence pack)
• T-18 — UAT with Dr. Nichelle, walk-through of Adviser view in Xero plus GHL CRM Conversations tab (Marc, T-17, Marc sign-off email)
• T-19 — Author one-pager for Dr. Nichelle "How to onboard a new associate in 4 clicks" (Gemma, T-18, PDF plus HTML pair)
• T-20 — Production cut-over, first real sub-contractor "Mariela J Mendoza" onboarded (Marc plus Leda, T-19, Xero contact ID plus first invoice ID)

Phase 4 — Ongoing Operations (T-21 to T-25, Days 15 to 22)

• T-21 — Weekly payment run cron (Vesta, T-20, launchd plist landed)
• T-22 — Monthly P&L pack to Dr. Nichelle (Hakeem, T-20, first month PDF)
• T-23 — 1099 year-end registry build (Hakeem, T-22, registry CSV path)
• T-24 — Contractor offboarding SOP (Gemma, T-20, Confluence URL)
• T-25 — Quarterly review cadence locked in calendar (Betty, T-20, ics invite sent)

6. SWOT

Strengths - Stripe and GHL already live, credentials in .env - Collaborative Accounting Certification pattern already proven on EGP side - Whitelabel architecture canonical, no brand-leak risk if discipline holds - Dr. Nichelle is engaged owner with clear vision

Weaknesses - No Peds 360+ Xero org exists yet (single biggest blocker) - No training videos recorded, scripts not authored - BAA absent, so PHI-bearing flows are hard-blocked - Sub-contractor pool size unknown, capacity planning is guesswork

Opportunities - Pattern is templatable to every future EGP customer that uses sub-contractors - Vimeo private channel doubles as marketing surface later - Xero plus Stripe reconciliation automation removes 4 to 6 hours per week of manual bookkeeping - 1099 automation positions Peds 360+ for clean tax season

Threats - PHI leak through training videos if patient images appear (mitigation: green-screen plus stock B-roll) - Stripe to Xero sync edge cases (refunds, chargebacks) need explicit handling - Sub-contractor classification risk (W2 vs 1099) needs counsel review for PA jurisdiction - Dr. Nichelle bandwidth constraint, she is the bottleneck for adviser sign-offs

7. Five Solution Paths

Path A — GHL Onboarding Forms plus Xero Manual Setup

• Tech burden: lowest
• Time: 5 to 7 days
• Cost: $0 incremental
• Pros: ships fastest, no engineering required, all surfaces Marc and Leda already know
• Cons: every sub-contractor requires manual Xero contact creation (10 minutes each), no completion-tracking on videos, error-prone at scale
• When to choose: under 5 sub-contractors total

Path B — GHL Automation plus Xero API Auto-Provisioning

• Tech burden: medium
• Time: 10 to 12 days
• Cost: Xero API subscription tier confirmed included
• Pros: sub-contractor created in Xero within 60 seconds of GHL form submit, repeatable, scales to 50 plus contractors
• Cons: still no video LMS, invoice templates live in Xero only
• When to choose: 5 to 25 contractors, no formal training program needed

Path C — Custom CF Pages Onboarding Portal plus DocuSign

• Tech burden: high
• Time: 18 to 25 days
• Cost: DocuSign subscription, CF Pages free tier
• Pros: branded Peds 360+ portal, DocuSign for W9 and contract execution, audit trail
• Cons: custom build means custom maintenance, overkill for current contractor count
• When to choose: 25 plus contractors plus regulated industry posture

Path D — Hybrid (RECOMMENDED)

• Tech burden: medium
• Time: 18 to 22 days end to end, Sprint 1 closes Day 10
• Cost: Vimeo Pro ($20/mo), existing Xero plus GHL plus Stripe
• Pros: GHL form intake (familiar to Leda), Xero API auto-provisioning (scales), Vimeo private channel for video LMS with completion-tracking via GHL custom fields, ready-made invoice templates in Xero, all branded Peds 360+
• Cons: four systems to keep in sync; mitigated by tools/egp_peds360_contractor_provisioner.py wrapper that handles all four in one call
• When to choose: THIS scenario (5 to 50 contractors, formal training, Xero books of record, branded experience)

Path E — Full Custom on CF Workers plus D1 plus Vimeo

• Tech burden: very high
• Time: 35 to 45 days
• Cost: developer time plus CF Workers paid tier
• Pros: zero vendor lock-in, infinite customisation, owns the entire stack
• Cons: rebuilds what GHL and Xero give for free, slowest to ship, highest maintenance burden
• When to choose: strategic decision to white-label the EGP CRM stack itself, not Sprint 1 scope

RECOMMENDATION: Path D.

8. Top 3 Risks for Path D

1. Xero API rate limits during bulk-provisioning (mitigation: throttle in wrapper tool, 1 contact per 2 seconds; Xero API allows 60/min)
2. GHL custom field drift if Leda renames fields in UI (mitigation: lint script _egp_peds360_ghl_field_drift_lint.py runs daily, alerts on schema diff)
3. Vimeo private channel link leak (mitigation: domain-locked embed, allowlist Peds 360+ subdomain only; signed URLs with 24-hour expiry)

9. Sprint 1 Jira Stories

Epic: PEDS-1 Contractor Onboarding and Xero Adoption Sprint 1

• PEDS-2 Provision Peds 360+ Xero organisation and apply Collaborative Accounting role pattern (5 pts, Marc)
• PEDS-3 Create Jira project PEDS and Confluence space EGPPEDS (1 pt, Vesta)
• PEDS-4 Author GHL sub-contractor application form with 18 required fields (3 pts, Gemma)
• PEDS-5 Build Xero contact template plus 2 invoice templates Hourly and Per-Session (3 pts, Hakeem)
• PEDS-6 Ship tools/egp_peds360_contractor_provisioner.py wrapper (8 pts, Vesta)
• PEDS-7 Script and record 5 core training videos (8 pts, Marc plus Gemma)
• PEDS-8 Upload videos to Vimeo private channel and embed completion-tracking (3 pts, Vesta)
• PEDS-9 Build tools/egp_peds360_invoice_creator.py ready-made invoice generator (5 pts, Hakeem)
• PEDS-10 Wire Stripe to Xero auto-reconciliation (5 pts, Hakeem)
• PEDS-11 UAT with Dr. Nichelle plus production cut-over with Mariela Mendoza (3 pts, Marc plus Leda)
• PEDS-12 Author one-pager "Onboard a new associate in 4 clicks" for Dr. Nichelle (2 pts, Gemma)

Sprint 1 total: 46 story points, 10 working days, 4 owners.

10. Marc-Action Needed

1. Ratify Path D recommendation (5 minutes)
2. Provision Peds 360+ Xero org (Marc only, 30 minutes; Dr. Nichelle invite as Adviser)
3. Create Jira project PEDS (Marc admin only, 10 minutes; Vesta will populate)
4. Confirm Vimeo Pro budget ($20/mo) or alternative (Wistia, Bunny Stream)
5. Block 90-minute Saturday session to record 5 training videos with Dr. Nichelle (or delegate scripting to Gemma and record solo)
6. Confirm sub-contractor classification posture (1099 default, W2 by exception) so Hakeem can lock invoice template logic

End of E2E Implementation Plan. Companion SOP plus 10 flow diagrams in process-SOP-overview.md / .html.