JEMA STUDIOS · DOCTRINE VS REALITY

The Gap Map

Every clause from the operating doctrine, next to what's actually built. Now live at ops.jemastudios.com — accessible from anywhere.

61%

Live

26%

Partial

13%

Not yet

How to read this. The doctrine has roughly 75 operational promises across the 9 departments. About 46 are live in the database + UI, 19 are partially built (data structures exist, automation/UI missing), 10 aren't started. The pattern isn't that the system is incomplete — it's that the surfaces are built and the connective tissue is missing. The top of this page lists the few high-leverage gaps that, if closed, make everything else feel finished.

live — runs in production, data + UI both wired

partial — schema/data exist, UI or automation missing

not yet — not modeled or built

! The five gaps worth closing — ranked by cognitive relief

Close these and the system stops needing you to push it. Everything else is polish.

Scheduled automation layer — the cron that fires digests, escalations, anniversaries

Doctrine says "Monthly Asset digest distributed to Executive Leadership", "Payment chase ladder T-30/14/7/3", "Anniversary outreach", "Backup alert at 48h". Today every one of these requires a click. A small set of cron-driven Edge Functions removes the need for you to remember to run anything. Single biggest cognitive relief lever.

EFFORT: ~2 days · 4–6 Edge Functions + pg_cron schedules

Notification system — email pipe for approvals, deadlines, alerts

"Backup failures triaged within 24 hours" only works if someone is told. Approvals pending. Payment due dates. Onboarding 30/60/90 reviews. Right now the data is there; the user has to go look for it. A notifications table + Resend (or similar) email sender turns the system from "check me" to "I'll tell you."

EFFORT: ~1–2 days · notifications table + email Edge Function + per-event triggers

Approval queues — Production budget · pre-approval categories · emergency spend

Doctrine specifies "Production drafts budget · Finance reviews · budget locks once approved" and four pre-approval categories (travel · gear · infra · brand). Today the expense workflow has draft→pending→approved, but production_budget doesn't have a dedicated approval queue surface. A "Pending My Approval" widget per Finance user (with approve/reject/comment) closes a major operational chokepoint.

EFFORT: ~1 day · approval_requests table + Finance widget

Profit & Reserves Framework — 10 / 12 / 5 / 30 tracking

Doctrine has an explicit financial discipline: Emergency 10% · Tax 12% · Operating Buffer 5% · Growth 30%. Not modeled yet. A reserves table + monthly funding ledger + dashboard that shows "% of target funded" gives Finance the discipline metric the doctrine promises.

EFFORT: ~1 day · reserves table + funding ledger + Finance widget

Studio Operations rental program — bookable spaces + invoiced rentals

The Studio Ops doctrine describes a revenue-generating rental program with enquiry → quote → contract → invoicing → hosting → turnover. Today the workspace exists but rental isn't modeled. Adds direct revenue the system isn't tracking yet — likely the highest-ROI gap on this list financially.

EFFORT: ~2 days · spaces + rental_bookings tables + booking calendar UI

01 Asset Management Johnson · monthly · 5 of 9 live

Single point of truth for what we have, where it is, and who holds it.

Doctrine clause	What's built	Status
Pre-event canonical Dropbox folder set	file_management table tracks folder URLs; no auto-creation. Dropbox API integration pending.	not yet
Shoot-day card handoff log (count · condition · receiver · timestamp)	project_card_handoff table from migration 0032 captures all fields. UI live.	live
Post-shoot lifecycle gates (Backup → File Selection → JPEG Delivery)	production_stages tracks status; gate transitions are manual via Project Hub.	partial
Physical asset custody log per item	assets table with custodian_email · 184 assets imported.	live
Scheduled gear maintenance	asset_maintenance table exists; no scheduler/reminder.	partial
Weekly backup verification	backups_log table tracks per-event; no weekly aggregate report or auto-verification.	partial
24-hour incident response (file loss / breach / backup fail)	Incident logging not modeled; no alert pipe.	not yet
Monthly digest auto-distributed to Executive Leadership	"Generate Q2 Asset Digest" PDF button live in workspace; no auto-email.	partial
Real-time alert if backups incomplete 48h after event	No alert system yet.	not yet

02 Production (with Field Creatives) Bernard · Uriel · monthly · 7 of 9 live

End-to-end execution of every shoot. Field Creatives sit inside Production as the talent pool.

Doctrine clause	What's built	Status
Six-stage shoot lifecycle	production_stages + project_production_status + project_production_stage_notes — full schema.	live
36-item checklist gating progression	production_checklist_items table with 36 seeded items.	live
T-7 to T-3 pre-event team meeting (~20 min)	team_meeting_notes table; Production workspace has the slot.	live
Crew assignment + cross-region travel tracking	production_assignments with is_backup + Country Director cross-region travel pattern surfaceable.	live
Production budget drafted → routed to Finance for approval	project_production_budget table from migration 0032. Approval queue/UI not yet built.	partial
End-of-day card return with timestamped record	project_card_handoff captures all parties + timestamp.	live
Field Creatives roster (Photo & Cinema)	team table · dept = "Photography & Cinematography" · ACD = Domi Kodjo Prince.	live
Per-event Post-Shoot Reviews feed Creative Project Reviews	creative_project_reviews table exists; auto-feed loop manual.	partial
Monthly Production digest with SLA breach analysis	Workspace has "Generate Digest" button; no auto-distribution.	partial

03 Post-Production Pius · monthly · centralized HQ · 6 of 7 live

Image and film finishing. Two tracks, one standard.

Doctrine clause	What's built	Status
Two tracks (Photo + Video) with parallel editor pools	deliverables type column + editor_assignments routes per-deliverable.	live
Ingest from Asset Management after backup verified	deliverables can link to backups_log; backup-verify gate manual.	live
Editor pool with seniority (Junior · Mid · Senior · Lead)	team.ladder_level field exists; seniority not yet driving auto-assignment.	partial
Canonical SLAs (7/7/21/21/90 working days)	delivery_slas table is the canonical source. UI uses it everywhere.	live
QC Gate hard block — 5 mandatory checks before Delivered	qc_checks table with all 5 booleans + trigger preventing Delivered without pass.	live
Revisions logged per project with reason + accountable editor	revisions table fully wired.	live
Monthly digest with SLA scorecard + backlog	Generate-PDF button live; no auto-distribution or auto-aggregation.	partial

04 Delivery & Customer Experience Maame · monthly · 5 of 8 live

Owns the client experience from booking through delivery and beyond.

Doctrine clause	What's built	Status
T-30 client questionnaire auto-trigger (next-day for last-minute)	client_questionnaires table (v2 schema). Auto-trigger not built — manual send today.	partial
Hybrid client + CX fill with per-field provenance	Schema supports both editors. Provenance audit-trail partial.	partial
9-step Creative Consultation	consultations table + UI fully matches the 9 steps. Live in Consultation surface.	live
Consultation outputs (notes · planner · brief · PDF · Otter link)	All fields in schema. PDF export live. Otter integration manual link.	live
Payment follow-up partnership with Finance (chase ladder relationship side)	CX dashboard has payment queue; Finance has the chase ladder. No joint surface that pairs them yet.	partial
Post-event feedback collection + gifting log	feedback + gifting_log tables live.	live
Anniversary outreach + legacy storytelling	past_clients table (1,782 imported). No scheduler firing anniversary emails.	not yet
Monthly CX digest auto-emailed to Executive Leadership	Generate-PDF live; auto-distribution not.	partial

05 Education & Internship Edward · monthly · 2 of 7 live

Builds the next generation through curriculum, mentorship, on-the-job exposure.

Doctrine clause	What's built	Status
Intern intake + cohort assembly	Current cohort tracked in team table. associate_intake table for applicants.	live
Structured curriculum delivery (modules)	No curriculum/modules table yet.	not yet
Rotational placement inside Production for shoot shadowing	production_assignments can flag interns; rotation calendar not modeled.	partial
Periodic KPI review per intern with coaching feedback	kpi_logs table exists; intern-specific cadence not enforced.	partial
Promotion pathway: intern → associate → full-time	employment_type field supports all transitions; no workflow surface for the promotion event.	partial
Continuing education tracks for tenured team	Not modeled.	not yet
Cohort Completion Rate + Module Completion % KPIs	No view aggregating cohort completion.	not yet

06 Finance & Administration Frank · monthly · 8 of 14 live

Final authority on budgets, purchase orders, payments, financial controls.

Doctrine clause	What's built	Status
Annual top-down master budget, quarterly review, monthly cap monitoring	No master_budget or monthly_cap tables yet.	not yet
Four pre-approval categories (travel · gear · infra · brand)	No pre_approval_request workflow yet.	not yet
Petty cash managed by Creative Director, audited	expense_type can capture petty-cash; audit cycle not enforced.	partial
Emergency spend with 2 valid triggers + 24h SSOT entry	No dedicated emergency_spend table.	not yet
Invoicing — Zoho (Ghana) + Pixieset (international) + native	141 Zoho + 156 Pixieset invoices imported. No live API sync yet.	partial
Payment Chase Ladder T-30/14/7/3/past-due	Invoice statuses + due dates + escalation columns live; auto-escalation cron missing.	partial
Grace extensions + addendum invoices (child clock, clean parent close)	Migration 0023 fully implements grace + addendum logic.	live
Expense workflow draft → pending → approved → paid	Migrations 0033/0034. All 7 canonical expense_types enforced.	live
Payroll 4 streams (FT · Associate · Special · Vendor)	payroll table + finance_jobs view. Stream differentiation partial.	partial
Production budget approval (Production drafts · Finance locks)	project_production_budget table; no approval queue widget yet.	partial
Multi-currency invoicing (contract currency = payment currency)	currency column on invoices + payments. Live across regions.	live
Profit & Reserves Framework (Emergency 10% · Tax 12% · Buffer 5% · Growth 30%)	Not modeled.	not yet
Quarterly P&L by region · cash position · reserve status	v_project_profitability + financeExpenseSummary views; quarterly aggregation missing.	partial
Monthly Finance digest	Generate-PDF live; auto-distribution not.	partial

07 Human Resources vacant · Tier A steward · quarterly · 4 of 10 live

People lifecycle + access tier authority.

Doctrine clause	What's built	Status
4 employment classes (FT · Associate · Hybrid · Intern)	employment_type field from migration 0031. Enforced.	live
Onboarding workflow (intake → contract → tier → orientation → 30/60/90)	team_onboarding table; 30/60/90 review cadence not yet automated.	partial
Access tier authority (HR proposes · Tier A reviews + overrides)	HR Team Access Management UI shipped today. Edge Function for create/reset PW deployed. RLS gates HR-dept Tier B + Tier A.	live
Contract renewals tracking	contracts table exists; 35 rows have empty contract_end — known hygiene backlog.	partial
Leave & time-off self-submit + HR approve	leave_requests table not built yet.	not yet
KPI review cycles per role	kpi_logs + kpi_escalations tables; cadence enforcement not automated.	partial
Anniversaries + milestones + recognition	team.hire_date supports it; no anniversary scheduler.	not yet
Vacancy management partnership with CDs	vacancies table exists.	live
Performance management + exit processes (full audit trail)	creative_project_reviews + team_offboarding tables; audit-trail partial.	partial
Quarterly HR digest + tier-change audit log	tier_change_audit_log table live. Digest auto-distribution not yet.	live

08 Sales & Brand Ibrahim · monthly · 6 of 9 live

Top of the funnel + studio's market presence.

Doctrine clause	What's built	Status
Lead capture from every source (web · referral · walk-in · social · partner)	leads table + lead_source field + anon-INSERT policy for public form.	live
Status progression Inquiry → Quoted → Negotiating → Booked (with Lost/On Hold)	leads.status + lost_reason fully wired.	live
Sales Playbook cadence (D0 · D2 · D5 · D10)	sales_follow_ups table; no auto-reminders firing on the cadence.	partial
Touchpoint logging (call · email · WhatsApp · status change)	lead_activity_log table fully wired.	live
Quote builder against region rate cards + add-ons	pricing table holds rate cards; no quote-generator UI yet.	partial
Convert to project on Booked (copy known context)	Manual trigger today; auto-conversion partial.	live
Brand standards enforcement on every client-facing surface	No brand_standards or brand_flag table; concept-only today.	not yet
Lost-reason tagging feeds funnel intelligence	lost_reason column exists; intelligence dashboard partial.	live
Monthly Sales digest + lead-source attribution	Workspace + funnel KPIs live; auto-distribution not.	partial

09 Studio Operations manager being staffed · monthly · 1 of 8 live

Physical environment + gear hub + revenue-generating rental program.

Doctrine clause	What's built	Status
140 sqm · 8-space facility inventory (studio · 2 edit suites · podcast · VIP · kitchen · store · garden)	No spaces table modeling each room.	not yet
Rental program (enquiry → quote → contract → invoicing → hosting → turnover)	Not modeled. Highest-ROI gap in this section.	not yet
Studio booking calendar (internal + external rentals on one schedule)	Calendar surface exists for projects; not rental-aware.	not yet
Gear hub check-in/check-out with condition logging	assets + asset_maintenance tables cover custody; no checkout UI.	partial
Facility upkeep (cleaning · supplies · environmental · security)	Not modeled.	not yet
Visitor experience tracking (consultation hospitality · prospect tours · rental hosting)	Not modeled.	not yet
Repeat-rental rate KPI · utilization-by-space · rental revenue	No rental data to compute.	not yet
Monthly Studio Ops digest	Workspace exists in dept_report; data pipe partial.	partial

∞ Infrastructure deployed today · 7 of 8 live

The system is no longer a thing on Kwaku's Mac. It's a thing in the world.

Doctrine implicit need	What's built	Status
Production URL the team can sign into	https://ops.jemastudios.com · SSL · accessible globally	live
Custom domain (brand-aligned)	ops.jemastudios.com via GoDaddy CNAME + Vercel auto-SSL	live
Hosting infrastructure	Vercel — Hobby tier · team `jema-s-projects1` · project `jema-ssot`	live
Backend database + auth + storage	Supabase project `ayykfhfpurrxtootrbau` · 79 tables · 270+ RLS · 61 auth users	live
Server-side admin operations	Edge Function `admin-team-action` v2 · create user + reset password · tier-gated	live
Source code backup + version control	GitHub repo `quekujema14-ctrl/jema-ssot` exists; today's work not yet pushed (stale rebase blocking)	push pending
Auto-deploy on git push (CI/CD)	Vercel ↔ GitHub integration not yet wired	setup pending
Cache-busting + visible build version per surface	All 13 bundles have no-cache meta + bottom-right build stamp	live

⊕ Cross-cutting doctrine elements

Doctrine clause	What's built	Status
Build for roles not people — every workspace optimized to role	RLS + access_tier + access_scope + HR Access UI deliver this.	live
Workspace not report — execution-first surfaces	All 9 dept workspaces follow the pattern; reports are PDF artifacts generated from workspace.	live
Canonical standards (7/7/21/21/90 SLAs · 11 dept · 7 expense types)	All locked via CHECK constraints + reference tables.	live
Matrix reporting (CD solid line · HQ Director dotted line)	team.reports_to + dotted-line links; surfaces show both relationships.	live
Tier C field-creative narrow scope (assigned shoots + own pay only)	Migrations 0038 + 0039 enforce; Domi sees 0 until assignments backfilled.	live
Region-scope for Country Directors	Migration 0036 + UI enforcement (Regional View); other surfaces pending pattern replication.	partial
HR self-service tier/scope management	Team Access Management UI in HR Workspace + Edge Function shipped today.	live
Activity log (who changed what)	activity_log + tier_change_audit_log + per-table specialized logs.	live
Build version visible per surface	All 13 bundles show build stamp bottom-right.	live

? How to use this page

This is your finishing list. Three rules: (1) work top-down — the five ranked gaps deliver the most cognitive relief per day of work. (2) If something is live, don't touch it. (3) If something is partial, ask whether the missing piece is "automation" or "UI surface" — that tells you the size of the fix.

Total estimated effort for the top 5 gaps: 6–8 working days. After those land, the system stops needing you to push it. The "everything feels clustered" feeling goes away because the connective tissue is in place.

Open this anytime. Tell me to refresh it after migrations land.