# Release R2 pilot: checklist and sign-off

The Phase 5 exit criterion is **Release R2 pilot: 2 to 3 real branches post live data**. This checklist takes
the pilot from an empty server to your signature. The server set-up itself follows
[GO-LIVE.md](../GO-LIVE.md) (hosting, domain, email, HTTPS, backups); only what is particular to the pilot is
listed here.

**Owner decisions still open (plan decision 9):**
- the 2 or 3 pilot branches;
- their go-live date;
- the production host.

Fill them in here before Stage B.

| | |
|---|---|
| Pilot branches | 1. __________________ 2. __________________ 3. __________________ |
| Go-live date | __________________ |
| Production address | https://__________________ (Directs at /directs) |
| Pilot lead at HQ (HQ Administrator) | __________________ |
| Second HQ person (HQ Finance: posts opening balances, confirms) | __________________ |

## Stage A: the server (a week before)

- [ ] Server live and secured per GO-LIVE.md Stages A to C: HTTPS, the scheduler every minute, the queue
  drained, mail sending (activation links are emailed), off-site backups, and a restore tested.
- [ ] `.env` for TOBAS:
  - `TOBAS_SITE_TENANT`: the church's slug, for the public website;
  - `TOBAS_APP_PREFIX=app` and `TOBAS_DIRECTS_PREFIX=directs` (the defaults);
  - `SESSION_DRIVER=database`, so people can see and end their own sessions.
- [ ] `php artisan migrate --force`, `php artisan config:cache`, `php artisan permissions:sync`,
  `npm ci && npm run build`, then `php artisan ledger:verify` shows no problems.
- [ ] The church's chart of accounts reviewed at HQ. Any changes are published as a chart version
  (Setup › Chart of accounts) **before** branches go live, so they start on the final chart.
- [ ] Website settings: church name, logo (PNG or JPEG), address, phone and email. They appear on every
  PDF, receipt and voucher (the letterhead).
- [ ] Password policy and two-factor requirement checked (Setup › Users & roles).

## Stage B: each pilot branch (the week of go-live)

Use **Directs › Branch set-ups › New branch** for each branch. Tick each step here:

| Step | Branch 1 | Branch 2 | Branch 3 |
|---|---|---|---|
| 1. Branch record (name, code, parent, address, pastor) | [ ] | [ ] | [ ] |
| 2. System admin chosen (real email they read) | [ ] | [ ] | [ ] |
| 3. Chart of accounts reviewed | [ ] | [ ] | [ ] |
| 4. Go-live date set | [ ] | [ ] | [ ] |
| 5. Opening balances entered from the old cash book (or "starts with none") | [ ] | [ ] | [ ] |
| 5b. Opening balances **posted by the second HQ person** (Journals) | [ ] | [ ] | [ ] |
| 6. Licence checked | [ ] | [ ] | [ ] |
| 7. Activated; the admin followed the link and set up two-factor login | [ ] | [ ] | [ ] |

Then the branch's **Go-live** card on its Directs page, which the branch admin and treasurer complete with
HQ's help:

| Go-live item | Branch 1 | Branch 2 | Branch 3 |
|---|---|---|---|
| People added (treasurer, two counters, accountant or cashier) | [ ] | [ ] | [ ] |
| Bank and cash accounts set up (Banking, Cash and imprest) | [ ] | [ ] | [ ] |
| First giving batch counted by two people and posted | [ ] | [ ] | [ ] |
| First requisition raised, reviewed, approved and paid by different people | [ ] | [ ] | [ ] |
| First bank reconciliation signed off | [ ] | [ ] | [ ] |

## Stage C: during the pilot (four weeks suggested)

Weekly, the pilot lead at HQ checks:

- [ ] Dashboard: no red ledger-check notice. The nightly check verifies balances, numbering and reversal links.
- [ ] Each pilot branch has posted that week (Directs › Branch register, "Last posting").
- [ ] Bank reconciliation for the previous month signed off in each branch.
- [ ] Questions and problems from branch staff written down, with dates.
- [ ] Backups ran every night (Setup › Backups) and the weekly verification passed.

At the first month end:

- [ ] Each branch's month closed (Periods), and its Income & Expenditure and Financial Position downloaded as PDF.
- [ ] HQ's whole-church statements include the pilot branches. Remittances posted if the church uses them.

## Exit: R2 sign-off

The pilot has met the Phase 5 exit criterion when **every** line below is true.

| Criterion | Evidence | Yes / No |
|---|---|---|
| 2 or 3 real branches set up through the wizard | Directs › Branch set-ups shows them "activated" | |
| Their admins signed in with their own password and two-factor login | Branch page Go-live card, first item ticked | |
| Each posted live data for at least two weeks | Branch register, last posting; Journals by branch | |
| Opening balances posted by a second person | The opening journal shows a different poster from the preparer | |
| The ledger stayed balanced throughout | No ledger-check failure on the dashboard; Trial Balance balances | |
| At least one bank reconciliation signed off per branch | Reports › Bank Reconciliation Statements | |
| Problems found were fixed or written down for Phase 6 | The pilot notes | |

Signed for the church: ______________________ (HQ Administrator)    Date: ____________

Signed for the church: ______________________ (HQ Finance)    Date: ____________