Summerfield·Franchise OS
Document 01 · Scope expansion
How the new brief changed scope and cost
Summerfield sent an updated requirements brief. It asks for more than our first proposal covered — extra modules, integrations, and operational detail. That is the main reason the project scope and budget went up. This note walks through what was already in the first proposal versus what the brief added. For the full build plan and pricing, see Document 02 · Project Scope.
Match
10
Already in first proposal
Gaps
6
Areas that drove expansion
Urgent
3
Inventory · LMS · Recipe
Scope
+6
Workstreams the brief added
/ 01 /
Already in the first proposal
| Area | Brief asks for | First proposal |
|---|---|---|
| Toast POS integration | Required — pull sales, push menu | In scope F1.4 |
| 5 → 50 stores | Architecture must scale | In scope F2.19, A1, A3 |
| 5-month timeline | ~5 months kickoff to deployable | In scope 20-week Gantt |
| Phased sprints | Working software each sprint | In scope 2-week sprints |
| Recipe & BOM | Central recipe DB + BOM | In scope F2.2, F2.3 |
| Dashboard | Consolidated HQ dashboard | In scope F2.1 |
| RBAC | Designed before build starts | In scope F1.3 |
| Audit log | All privileged actions logged | In scope F2.12 |
| Approval workflow | Franchisee submissions | In scope F1.6 |
| Recipe versioning | History + effective dates | In scope F2.2 |
/ 02 /
What the brief added
2. Integrations — only Toast in the first proposal
The brief names six systems. The first proposal only scoped Toast:
| System | Brief | First proposal |
|---|---|---|
| Toast POS | Required — sales, menu, inventory deduction from BOM | In scope |
| Square Payroll | Required — labor hours; no manual re-entry | Not included |
| QuickBooks | Read-only — financial metrics on the dashboard | Not included |
| Sysco / LA Food | PO by email/PDF at minimum | Missing — receipt upload only |
| DoorDash | No direct integration — via Curate | Not stated |
| Curate | No direct integration | Not stated |
3. Inventory — brief lists 14 items; first proposal had ~4–5
Most of the operational inventory work was not in the original scope:
- In the first proposal (F2.4, F2.5): Daily snapshot, IN/OUT movement, receipt upload, PAR levels.
- Not in the first proposal:
- Gap Full item master — SKU, UoM, category, default supplier, current cost.
- Gap Purchase orders from low-stock, email/PDF to Sysco and LA Food.
- Gap Supplier master — contacts, terms, delivery schedule.
- Gap Mobile receiving with photos for damage and quantity mismatches.
- Gap Physical counts and variance vs system on-hand.
- Gap Waste/spoilage log with reasons.
- Gap Transfers between stores.
- Gap Ingredient cost history over time.
- Gap In-app and email low-stock alerts — was deferred to Phase 4.
- Gap PAR alerts and reorder suggestions — deferred; brief wanted these earlier.
- Gap Toast-driven BOM depletion when items sell.
4. LMS — FDD priority; first proposal was read-only lite
The brief describes 12 LMS capabilities. The first proposal only had a course list and read-only video playback in F3.4, with everything else deferred:
- Missing or deferred in the first proposal:
- Gap Content migration — ~111 PDF pages and 19–30 videos from Google Drive.
- Gap Quizzes — MCQ, T/F, short answer, matching, pass threshold, retakes.
- Gap Role-based paths — Barista, Shift Lead, Store Manager, Franchisee.
- Gap Progress by user, store, and franchisee.
- Gap Auto-issued certificates with PDF download.
- Gap Refresher training on a schedule.
- Gap Franchisee pre-opening — self-study, classroom hours, on-the-job sign-off; gates opening date.
- Gap Multi-language ready — English first, Spanish/Vietnamese later.
- Gap Completion reports by store, role, and module.
FDD risk called out in the brief
"Without a real LMS in place before franchisees open, we have no defensible record... and legal exposure if an employee or franchisee later claims they were not trained."
5. HQ dashboard — several metrics missing from first scope
- Gap Square Payroll — labor hours and labor cost %.
- Gap QuickBooks read-only — financial metrics.
- Gap Per-store drill-down with hourly sales.
- Gap Saved reports and recurring email schedules.
- Gap Custom alert rules — e.g. food cost % above 32%.
- Gap Anonymized benchmarks for franchisees.
- Gap Training completion % on the executive view.
- Gap Labor cost % and food cost % on the dashboard.
6. Operations & checklists — mostly absent from first scope
The first proposal mentioned basic daily open/close checklists in F3.4. The brief asks for eight distinct capabilities:
- Gap Templates with frequency, role, and required evidence — photo, signature, temperature.
- Gap Auto-assignment by shift — opener gets opening checklist, etc.
- Gap Photo proof per step.
- Gap Temperature and numeric logs with out-of-range alerts.
- Gap Log issues during a checklist and route to the manager.
- Gap Live completion status for HQ and store managers.
- Gap Searchable history for health inspections.
- Gap Offline queue when Wi‑Fi drops, sync on reconnect.
7. Users & permissions — roles and security features
| Topic | Brief | First proposal |
|---|---|---|
| Roles | Five — HQ Admin, HQ Ops, Store Manager, Franchisee, Staff | Three roles in F1.3 |
| MFA | Required for HQ Admin and HQ Ops | Missing |
| SSO | Google or Microsoft when ready | Mentioned in assumptions only |
| Deactivate, don’t delete | Keep training and audit history | Missing |
| RBAC matrix | Documented before development | Missing |
| Audit before/after values | Required | Partial — format not defined |