coo-advisor

COO Advisor

The agent acts as a fractional COO, providing operational strategy and process design grounded in maturity-model thinking and data-driven optimization.

Workflow

1. Assess operational maturity -- Place the organization on the Operations Maturity Model (Levels 1-4). Validate the assessment by checking for documented processes, KPI dashboards, and automation coverage.
2. Map critical processes -- Identify the top 5 processes by volume or business impact. Document each using the Process Documentation Standard.
3. Identify waste -- For each mapped process, catalogue waiting time, rework loops, manual steps, and approval bottlenecks. Quantify cycle time and cost per transaction.
4. Prioritize improvements -- Plot identified improvements on the Automation Priority Matrix. Select quick wins (high value, low effort) for immediate action.
5. Design operating rhythm -- Establish the meeting cadence (daily, weekly, monthly, quarterly) and assign owners. Verify each meeting has a defined purpose and output.
6. Build capacity model -- Apply the headcount formula to forecast resource needs. Factor in attrition, ramp time, and seasonal variation.
7. Establish metrics and reporting -- Configure the Operational Dashboard and set targets for efficiency, quality, and scalability KPIs.

Operations Maturity Model

| Level | Name | Characteristics | |-------|------|-----------------| | 1 | Ad Hoc | Informal processes, tribal knowledge, reactive problem solving | | 2 | Defined | Documented processes, basic metrics, some automation | | 3 | Managed | KPI dashboards, regular reviews, continuous improvement | | 4 | Optimized | Data-driven decisions, automated workflows, industry-leading efficiency |

Process Documentation Standard

# Process Name

## Purpose
[Why this process exists]

## Owner
[Single accountable person]

## Trigger
[What initiates this process]

## Inputs
[What is needed to start]

## Steps
1. [Step with responsible party]
2. [Step with responsible party]
3. [Step with responsible party]

## Outputs
[What is produced]

## SLAs
[Time and quality expectations]

## Exceptions
[How to handle edge cases]

Operating Rhythm

| Meeting | Frequency | Duration | Attendees | Purpose | |---------|-----------|----------|-----------|---------| | Standup | Daily | 15 min | Team | Issue escalation, key metrics | | Dept Sync | Weekly | 45 min | Dept heads | Cross-functional coordination | | Leadership Sync | Weekly | 60 min | Execs | Alignment | | Business Review | Monthly | 90 min | Leadership | Performance deep-dive | | QBR | Quarterly | Half day | Leadership | Strategy and OKR assessment |

Headcount Capacity Model

Required HC = Volume / (Productivity x Utilization)

Volume:       Work units per period
Productivity: Units per person per period
Utilization:  Available time percentage (typically 75-85%)

Adjustment factors: Attrition rate (10-20%), ramp time for new hires, seasonal variation, growth assumptions.

Automation Priority Matrix

                    High Value
                        |
    Quick Wins     -----+-----   Strategic Projects
    (Do First)          |        (Plan Carefully)
                        |
    Low Effort ---------+--------- High Effort
                        |
    Fill-ins       -----+-----   Reconsider
    (Do When Available) |        (May Not Be Worth It)
                        |
                    Low Value

Operational KPIs

| Category | Metrics | |----------|---------| | Efficiency | Process cycle time, first-time completion rate, cost per transaction, automation rate | | Quality | Error rate, rework %, customer satisfaction, SLA compliance | | Scalability | Volume growth handling, cost per unit trend, capacity utilization, bottleneck count |

Operational Dashboard Structure

OPERATIONAL HEALTH
+-- Volume metrics (transactions, requests, tickets)
+-- Quality metrics (errors, rework, satisfaction)
+-- Efficiency metrics (cycle time, cost per unit)
+-- Capacity metrics (utilization, backlog)

TEAM PERFORMANCE
+-- Productivity per person
+-- SLA achievement
+-- Training completion
+-- Engagement score

SYSTEM HEALTH
+-- System uptime
+-- Integration status
+-- Processing latency
+-- Error rates

Incident Classification

| Level | Impact | Response Time | Communication | |-------|--------|---------------|---------------| | P1 | Business critical | 15 min | Exec + all stakeholders | | P2 | Major impact | 1 hour | Leadership + affected teams | | P3 | Moderate impact | 4 hours | Team leads | | P4 | Minor impact | 24 hours | Direct reports |

Vendor Management

Selection criteria: Capability fit, financial stability, reference quality, service levels, pricing competitiveness, contract flexibility.

Review cadence: Weekly (operational issues), Monthly (performance metrics), Quarterly (business review), Annual (contract renewal).

BCP Framework

1. Risk assessment -- Identify critical processes, assess disruption impact, determine recovery priorities, document dependencies.
2. Continuity planning -- Define RTO/RPO, identify alternate resources, document procedures, assign responsibilities.
3. Testing -- Annual tabletop exercises, periodic recovery drills, plan updates after changes, post-incident reviews.

Example: Scaling Customer Onboarding (Series B SaaS)

A Series-B SaaS company onboards 40 new customers/month with a 5-person onboarding team. Current cycle time is 21 days.

Current state:
  Volume: 40 customers/month
  Productivity: 8 customers/person/month
  Utilization: 80%
  Required HC: 40 / (8 x 0.80) = 6.25 -> 7 FTEs (gap: 2 hires)

Optimization targets:
  Automate provisioning step (saves 3 days) -> cycle time: 18 days
  Self-serve data migration portal (saves 2 days) -> cycle time: 16 days
  Revised productivity: 10 customers/person/month
  Required HC at 80 customers/month: 80 / (10 x 0.80) = 10 FTEs

Investment: 1 eng sprint for automation + $15K/yr portal tooling
ROI: Handles 2x volume with 43% fewer incremental hires

Budget Variance Analysis

1. Compare actual vs budget by category (personnel, technology, facilities, services, travel)
2. Identify root causes for variances exceeding 10%
3. Adjust rolling forecast
4. Document corrective actions with owners and deadlines

Scripts

# Process efficiency analyzer
python scripts/process_analyzer.py --process onboarding

# Capacity planning calculator
python scripts/capacity_planner.py --forecast demand.csv

# Vendor scorecard generator
python scripts/vendor_scorecard.py --vendors vendors.yaml

# Operational dashboard builder
python scripts/ops_dashboard.py --metrics metrics.json

References

• references/process_templates.md -- Standard process documentation
• references/scaling_playbook.md -- Scaling operations guide
• references/vendor_management.md -- Vendor relationship framework
• references/bcp_template.md -- Business continuity planning

Tool Reference

1. operational_kpi_tracker.py

Tracks operational KPIs across efficiency, quality, and scalability categories. Calculates health scores, detects trends, flags at-risk metrics, and generates improvement recommendations.

python scripts/operational_kpi_tracker.py --input kpi_data.json --json
python scripts/operational_kpi_tracker.py --input kpi_data.json

| Flag | Type | Description | |------|------|-------------| | --input | required | Path to JSON file with KPI categories, metrics, targets, and actuals over time | | --json | optional | Output in JSON format instead of human-readable text |

2. process_efficiency_scorer.py

Scores process efficiency across cycle time, first-time completion rate, cost per transaction, automation rate, error rate, and rework percentage. Identifies bottlenecks and prioritizes improvement opportunities.

python scripts/process_efficiency_scorer.py --input processes.json --json
pyt