tegwick
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T04 classifies the remaining corpus. Chapter 9 on the first-wave arc42 stubs now matches what is published.
298 lines
26 KiB
HTML
298 lines
26 KiB
HTML
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<meta name="policy-source-digest" content="64b11785b683cf21ba2aca18e3b8f3301d6070e6a022df6efc722597a8547334">
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<title>Workplans and Work Items Are Repository Artefacts</title>
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<div class="wrap"><header><div class="eyebrow"><span>CUST-ADR-001</span> <span class="stat">accepted · accepted-1</span> <span>the-custodian</span> <span>reviewed 2026-02-28</span><span>generated from canonical source — do not edit</span></div><h1>Workplans and Work Items Are Repository Artefacts</h1><p class="sub">Source: <code>the-custodian · canon/architecture/adr-001-workplans-as-repo-artefacts.md · 4039c9d1c08c92014ecc0a65dda63cc73ba187bb</code></p><p class="sub">Review due: 2026-08-28</p></header><div class="layout"><nav class="rail" aria-label="Sections"><ol><li><a href="#status"><span class="n">·</span>Status</a></li><li><a href="#context"><span class="n">·</span>Context</a></li><li><a href="#decision"><span class="n">·</span>Decision</a></li><li><a href="#workplan-file-convention"><span class="n">·</span>Workplan File Convention</a></li><li><a href="#rebuild-principle"><span class="n">·</span>Rebuild Principle</a></li><li><a href="#consequences"><span class="n">·</span>Consequences</a></li><li><a href="#alternatives-considered"><span class="n">·</span>Alternatives Considered</a></li><li><a href="#workplan-closure-protocol"><span class="n">·</span>Workplan Closure Protocol</a></li><li><a href="#related"><span class="n">·</span>Related</a></li></ol></nav><main><section id="status"><h2>Status</h2>
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<p>Accepted.</p>
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</section>
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<section id="context"><h2>Context</h2>
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<p>During early State Hub development (v0.1–v0.4), workstreams and tasks were created directly in the PostgreSQL database via MCP bootstrap tools (<code>create_workstream</code>, <code>create_task</code>). This made the database the <strong>origin</strong> of work items — not a cache or index. The pattern was convenient for rapid bootstrapping but is architecturally wrong for a system built on the values of auditability, reversibility, and local-first sovereignty.</p>
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<p>The trigger for formalising this decision was the creation of the v0.5 workplan ("Dynamic Domains & Multi-Repo") directly in the state-hub database without a corresponding file artefact in any repository.</p>
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</section>
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<section id="decision"><h2>Decision</h2>
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<p><strong>Workplans and work items MUST originate as Markdown files in the repository that owns them.</strong> The Custodian State Hub indexes and caches those artefacts but is never their origin.</p>
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<p>Formally: the state-hub must (theoretically, given sufficient compute and time) be able to <strong>rebuild its full representation</strong> of repositories, their workplans, tasks, decisions, and dependencies by reading only the files in the registered repositories. No information that matters for coordination should exist solely in the database.</p>
|
||
<h3>Corollaries</h3>
|
||
<ol><li><strong>Repository is authoritative.</strong> A workplan file is the canonical record. The state-hub database row is a materialized cache of that file.</li></ol>
|
||
<ol><li><strong>Database is disposable.</strong> Dropping and re-creating the database from registered repository files must produce an equivalent state. The database is an operational convenience, not a primary store.</li></ol>
|
||
<ol><li><strong>MCP bootstrap tools become index/sync tools.</strong> <code>create_workstream</code> and <code>create_task</code> are acceptable as convenience wrappers only if they write the file first and then register the row. Using them to write DB-only records violates this ADR.</li></ol>
|
||
<ol><li><strong>The rebuild principle implies a sync mechanism.</strong> There must be a defined path (<code>make sync-workplans</code> or equivalent) by which the state-hub reads workplan files from registered repositories and upserts its database state.</li></ol>
|
||
</section>
|
||
<section id="workplan-file-convention"><h2>Workplan File Convention</h2>
|
||
<p>Each workplan lives in a <code>workplans/</code> directory in the repository that owns the work. The owning repository is identified by domain.</p>
|
||
<h3>Location</h3>
|
||
<pre><repo-root>/workplans/<id>-<slug>.md</pre>
|
||
<p>Examples:</p>
|
||
<ul><li><code>the-custodian/workplans/CUST-WP-0005-dynamic-domains.md</code></li><li><code>railiance/workplans/RAIL-WP-0001-three-phoenix.md</code></li></ul>
|
||
<h3>Frontmatter Schema</h3>
|
||
<pre>---
|
||
id: CUST-WP-0005 # human-readable workplan ID, unique per repo
|
||
type: workplan
|
||
title: "State Hub v0.5 — Dynamic Domains & Multi-Repo"
|
||
domain: custodian # must match a registered domain slug
|
||
status: active # active | completed | archived
|
||
owner: custodian
|
||
topic_slug: custodian # maps to a state-hub Topic slug
|
||
created: "2026-02-28"
|
||
updated: "2026-02-28"
|
||
---</pre>
|
||
<h3>Task Items</h3>
|
||
<p>Tasks are embedded in the workplan file as headed sections. Each task section carries its own YAML block:</p>
|
||
<pre>## P1.1 — Create `domains` table + Alembic migration
|
||
</pre>
|
||
<p>id: CUST-WP-0005-T001 status: todo priority: high</p>
|
||
<pre>
|
||
Task description prose here.</pre>
|
||
<p>The state-hub parses these embedded task blocks during ingestion and upserts rows in the <code>tasks</code> table. The <code>id</code> field is the stable external key; the state-hub UUID is internal and opaque.</p>
|
||
<h3>Decision Items</h3>
|
||
<p>Decisions are separate files or embedded sections following the same pattern, using <code>type: decision</code> in frontmatter.</p>
|
||
</section>
|
||
<section id="rebuild-principle"><h2>Rebuild Principle</h2>
|
||
<p>The rebuild sequence for a clean state-hub:</p>
|
||
<ol><li><code>make migrate</code> — create schema</li><li><code>make seed-domains</code> — insert domain rows (domains.yaml in canon/)</li><li>For each registered repository: <code>make sync-workplans REPO=<slug></code> — parse workplan files and upsert workstreams, tasks, decisions</li><li><code>make sync-progress</code> — replay progress events from episodic memory logs</li></ol>
|
||
<p>After step 4 the database must be functionally equivalent to the live state.</p>
|
||
</section>
|
||
<section id="consequences"><h2>Consequences</h2>
|
||
<h3>Immediate</h3>
|
||
<ul><li>The v0.5 and v0.3 workplans created DB-first in this session are <strong>legacy records</strong> that violate this ADR. Remediation: write the corresponding workplan files, then mark the DB rows as <code>source: db-legacy</code> until a sync mechanism can reconcile them.</li></ul>
|
||
<ul><li>The state-hub CLAUDE.md design-boundary note must be updated: the MCP bootstrap tools are permitted only as write-through tools (file + DB), never as DB-only tools.</li></ul>
|
||
<h3>Medium Term</h3>
|
||
<ul><li>A <code>make sync-workplans</code> command must be implemented as part of the managed-repos / contribution-tracking infrastructure (see v0.3 workplan).</li></ul>
|
||
<ul><li>The <code>managed_repos</code> table is the prerequisite: the state-hub must know which repositories to scan.</li></ul>
|
||
<ul><li>Workplan file format must be versioned and parsed by a dedicated loader (<code>state-hub/scripts/sync_workplans.py</code>).</li></ul>
|
||
<h3>Long Term</h3>
|
||
<ul><li>When the state-hub grows to cover multiple users or teams, this principle ensures that no coordination state can be lost by a database failure. Every repository is its own resilient shard of the coordination graph.</li></ul>
|
||
<ul><li>This is the foundation for the "transgenerational" property: workplans in git survive database migrations, cloud provider changes, and system rebuilds.</li></ul>
|
||
</section>
|
||
<section id="alternatives-considered"><h2>Alternatives Considered</h2>
|
||
<p><strong>Database-first with export:</strong> Create in DB, export to files on demand. Rejected: export is easily skipped and files become secondary/stale.</p>
|
||
<p><strong>Files-only, no database:</strong> Parse files on every query. Rejected: impractical at scale; the database is a necessary cache for cross-repo aggregation and real-time dashboard queries.</p>
|
||
<p><strong>Hybrid with explicit sync flag:</strong> Mark some records as "db-authoritative" and others as "file-authoritative." Rejected: introduces ambiguity about which records matter; violates the "single source of truth" principle.</p>
|
||
</section>
|
||
<section id="workplan-closure-protocol"><h2>Workplan Closure Protocol</h2>
|
||
<p>When a workplan is about to be marked <code>finished</code>, the responsible agent MUST perform a closure review before writing the status change. This prevents the stale-task accumulation that this ADR was designed to make detectable.</p>
|
||
<h3>Steps</h3>
|
||
<ol><li><strong>Query all non-done tasks</strong> in the workplan via <code>GET /tasks/?workplan_id=<uuid></code> (legacy alias: <code>workstream_id</code>; filter for <code>todo</code>, <code>in_progress</code>, <code>blocked</code>).</li></ol>
|
||
<ol><li><strong>Classify each task</strong> into one of three outcomes:</li></ol>
|
||
<div class="scroll"><table><thead><tr><th>Outcome</th><th>Action</th></tr></thead><tbody><tr><td><strong>Done</strong> — work was completed, DB record just wasn't updated</td><td><code>PATCH /tasks/{id}/ {"status": "done"}</code></td></tr><tr><td><strong>Cancelled</strong> — dropped, superseded, or out of scope</td><td><code>PATCH /tasks/{id}/ {"status": "cancelled", "blocking_reason": "<why>"}</code></td></tr><tr><td><strong>Carry-forward</strong> — genuinely unfinished, belongs in the next run</td><td>Leave open; note in closure review; trigger new workplan</td></tr></tbody></table></div>
|
||
<ol><li><strong>Append a <code>## Closure Review</code> section</strong> to the workplan file:</li></ol>
|
||
<pre> ## Closure Review — YYYY-MM-DD
|
||
|
||
**Outcome:** All tasks completed / N tasks carried forward / N tasks dropped.
|
||
|
||
### Completed (DB updated)
|
||
- TASK-ID — title
|
||
|
||
### Cancelled (dropped)
|
||
| Task | Reason |
|
||
|------|--------|
|
||
| TASK-ID — title | Superseded by X |
|
||
|
||
### Carried forward
|
||
| Task | Target workplan |
|
||
|------|----------------|
|
||
| TASK-ID — title | CUST-WP-XXXX |</pre>
|
||
<ol><li><strong>If any tasks are carried forward</strong>: do not mark the workplan <code>finished</code> yet. Create the new workplan file (or amend an existing active one), then close the current workplan.</li></ol>
|
||
<ol><li><strong>Update the workplan frontmatter</strong> <code>status: finished</code> and <code>updated:</code> date.</li></ol>
|
||
<ol><li><strong>Mark the workplan <code>finished</code></strong> in the state hub via MCP or API (<code>update_workplan_status</code>).</li></ol>
|
||
<h3>Daily Stale-Task Cleanup</h3>
|
||
<p>As a safety net for cases where the closure review was skipped or incomplete, a cleanup script cancels any surviving open tasks in completed/archived workstreams:</p>
|
||
<pre>cd ~/the-custodian/state-hub
|
||
make cleanup-stale # run immediately
|
||
# or add to cron:
|
||
# 0 3 * * * cd ~/the-custodian/state-hub && make cleanup-stale</pre>
|
||
<p>The script (<code>scripts/cleanup_stale_tasks.py</code>) emits a <code>cleanup</code> progress event recording which tasks were cancelled and in which workstreams. Tasks cancelled by the cleanup carry a <code>blocking_reason</code> noting they should be verified against the workplan file.</p>
|
||
<p>The closure review is the primary mechanism; the cleanup is the fallback. If the cleanup regularly cancels tasks, it signals that closure reviews are being skipped — that is the process failure to address, not just the stale tasks.</p>
|
||
</section>
|
||
<section id="related"><h2>Related</h2>
|
||
<ul><li>Custodian Constitution v0.1 §2 (Powers) — canon changes require review gate</li><li>ADR-000 (forthcoming) — overall Custodian architecture principles</li><li>State Hub v0.3 workplan — <code>sync_workplans.py</code> is a Phase 4 deliverable</li><li><code>canon/values/foundational_values_v0.1.md</code> — Local-first, Auditability, Reversibility</li></ul>
|
||
</section><footer><span>CUST-ADR-001 · accepted-1 · accepted</span><span>the-custodian · canon/architecture/adr-001-workplans-as-repo-artefacts.md · 4039c9d1c08c92014ecc0a65dda63cc73ba187bb</span></footer></main></div></div></html>
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