Dashboard Scope & Data Source
This dashboard tracks milestone compliance for all active Rocketlane implementation projects that meet both of the following criteria:
- Implementation Phases 1–5 — all active implementation phases, covering projects from pre-kick-off through to post-go-live.
- Created on or after 1 July 2025 — projects onboarded from Q3 2025 onwards.
Archived projects are excluded. Data is refreshed twice daily at 8 AM and 8 PM IST via an automated scheduled task. On each run:
- Task fetch: Tasks are fetched from Rocketlane for all active projects. Stale duplicate projects (older copies sharing the same name as a newer project) are identified automatically and excluded from the fetch — a warning banner is shown on the dashboard when duplicates are detected.
- Smart extraction skip: After fetching, the task content for each project is compared to the previous run. If nothing has changed, milestone extraction is skipped and the previous result is reused — saving significant time. Only projects with genuine task-level changes are fully re-evaluated.
- Logic auto-invalidation: If the underlying extraction rules or matching logic are updated (e.g. new keywords, changed pass conditions), the system automatically detects this and forces a full re-evaluation of all projects on the next run, then returns to normal caching thereafter.
The dashboard reads task names, statuses, due dates, completion dates, messages, and attachments directly from Rocketlane.
Task Status Definitions
| Status | Meaning in Rocketlane | Counts as Compliant? |
|---|---|---|
| Completed | Task marked done by the assignee in Rocketlane | Yes |
| Not Applicable | Task explicitly marked as not applicable or waived | Yes |
| In Progress | Task has been started but not yet completed | No |
| To do | Task exists in Rocketlane but has not been started | No |
| MISSING | No matching task was found in the project at all — the task may not have been set up | No |
How Task Matching Works
Each milestone is identified by searching all tasks in a project for a matching task name. The search is case-insensitive and looks for a keyword anywhere within the task name, so variations such as emoji prefixes or "IMS" prefixes are handled automatically.
Certain task names that could cause false matches are explicitly excluded — for example, a task named "Data Validation Call Review" will not be treated as the DV Call milestone even though the name partially overlaps.
If no matching task is found in the project, the milestone is shown as MISSING. If multiple tasks match the same keyword, only the first one is used.
Milestone Tracker Views
The Milestone Tracker shows projects across three views based on the state of their milestones relative to today.
| View | Entry Condition | Date Filter Applies? |
|---|---|---|
| Overdue | At least one milestone is not complete and its due date has passed (including a 2-day grace buffer after the due date — see below) | Yes |
| Upcoming | At least one milestone is not complete and its reminder date falls tomorrow (1-day advance notice) | Yes |
| Missing | At least one milestone has no date to evaluate — either the task was not found in Rocketlane, or the task exists but a required date (e.g. Go-Live Date for SOC-8/9, due date for others) has not been set | No |
Pre-requisite: Due dates for all milestones should be updated by all PMs, as necessary, ahead of time.
Overdue colour coding: a milestone shown in the Overdue view is highlighted yellow from its due date through to 2 days after (grace buffer), and red from due date + 3 days onwards. SOC-9 (Usage Reports) follows the same buffer — due date is Day 3 post Go-Live, yellow through Day 5, red from Day 6.
Go-Live Date filter (Overdue & Upcoming views): filters projects by their Planned/Actual Go-Live Date (sourced from the PGLD -SF field). A project is included only if its Go-Live Date falls within the selected range. The Missing view has no date filter.
OB Date filter (Overdue view only): filters projects by their SOC-10 Onboarding Complete task date. The date used is the actual completion date recorded in Rocketlane when the PM marked the task complete — not the scheduled due date. If the task has not yet been marked complete, the due date is used as a fallback only when the task status is Complete. If neither date is available, the project is excluded from the filtered results.
Go-Live Status filter: projects are classified as Pre Go-Live or Post Go-Live based on whether the Internal Go-Live task in Rocketlane has been marked complete. If the task is complete, the project is Post Go-Live; otherwise it is Pre Go-Live regardless of phase.
Planned/Actual Go-Live Date: the Go-Live Date column is sourced from the PGLD -SF (Planned Go-Live Date — Salesforce) custom field on the Rocketlane project. This field is populated for all projects, including those yet to go live. For projects that have gone live, this value matches the actual Go-Live Date recorded in Rocketlane.
Practice / Practice Manager / PM / PS / IC filter cascading: these five dropdowns are interdependent. When any one is selected, the remaining four automatically narrow to only show values present in projects that match the current selection — and only within the active view. Switching views (Upcoming / Overdue / Missing) refreshes all five dropdowns to reflect only the values present in that view's project pool.
Due Date used per milestone: most milestones use the Rocketlane task due date for both Overdue and Upcoming classification (Upcoming fires one day before). Exceptions — ISW uses the task start date instead (Overdue only triggers when status is In Progress); CSW Overdue only triggers once the task is marked Complete; SRB Review Overdue only triggers when all compliance conditions remain unmet; SOC-8 uses the project Go-Live Date in place of a task due date; SOC-9 Overdue triggers from Day 3 post Go-Live (Upcoming from Day 2), yellow through Day 5, red from Day 6; SOC-10 falls back to the project Go-Live Date if no task due date is set.
Artefact Compliance
For the DV Call, Solution Walkthrough, SRB Review, SOC-7, and SOC-10 milestones, the dashboard checks whether the required supporting documents and recordings have been shared. Artefacts are detected from three sources, checked in order:
- Task attachments — files uploaded directly to the Rocketlane task (not via a message). The attachment filename must match a recognised file extension pattern.
- Message-level attachments — files attached to task comments/messages, accessible via the Rocketlane All Files endpoint. For image attachments (.png, .jpg, .jpeg, etc.), OCR is additionally applied — allowing screenshots of emails or meeting notes to be matched against keyword patterns. When detected via screenshot, the source is labelled (Email Screenshot). Note: Deck and Solution Doc are not promoted to compliant via OCR as their detection patterns (file extensions) are too generic.
- Task message text (fallback) — if no qualifying attachment is found, message text on the task is scanned against the patterns listed below.
For milestones with a dedicated Rocketlane task (DV Call, SRB Review, SOC-7, SOC-8, SOC-10), all messages are already scoped to the milestone — no keyword pre-filter is applied. Exception: ISW and CSW share a single task, so messages are split into separate keyword-filtered pools before artefact checks run.
Note: In addition to all artefacts being present, the corresponding Rocketlane task must also be marked Complete for the milestone to be considered compliant.
Deck uploads: Deck artefacts are only considered present if the file is directly uploaded to Rocketlane (as a task attachment or message attachment). Sharing a deck via a SharePoint or external link is not sufficient — the file must be uploaded so it can be downloaded and scored against the reference deck.
| Milestone | RL Task Name | Artefact | Message Text Patterns | Keyword Pre-filter | Source |
|---|---|---|---|---|---|
| DV Call | Task name contains "data validation call" | Deck | .pptx, .ppt, .pdfFuzzy-scored against reference deck (content ≥70%, order 100%) |
— | Att. + Msg |
| MOM | minutes of meeting, meeting minutes, meeting summary, meeting notes, summary, mom below, mom:, action items, key points, next steps | — | Msg only | ||
| Recording | .vtt, .mp4, .mov, .webm, .avi, .mkv, /:v:/ (SharePoint), gong |
— | Att. + Msg | ||
| ISW | Task name contains "solution walkthrough" | Deck | .pptx, .ppt, .pdfFuzzy-scored against reference deck (content ≥70%, order 100%) |
isw, initial solution walkthrough, initial system walkthrough, initial solution | Att. + Msg |
| MOM | minutes of meeting, meeting minutes, meeting summary, meeting notes, summary, mom below, mom:, action items, key points, next steps | isw, initial solution walkthrough, initial system walkthrough, initial solution | Msg only | ||
| Recording | .vtt, .mp4, .mov, .webm, .avi, .mkv, /:v:/ (SharePoint), gong |
isw, initial solution walkthrough, initial system walkthrough, initial solution | Att. + Msg | ||
| CSW | Task name contains "solution walkthrough" | Deck | .pptx, .ppt, .pdfFuzzy-scored against reference deck (content ≥70%, order 100%) |
csw, complete solution walkthrough, complete system walkthrough, fsw, final solution walkthrough, final system walkthrough, complete solution, final solution | Att. + Msg |
| MOM | minutes of meeting, meeting minutes, meeting summary, meeting notes, summary, mom below, mom:, action items, key points, next steps | csw, complete solution walkthrough, complete system walkthrough, fsw, final solution walkthrough, final system walkthrough, complete solution, final solution | Msg only | ||
| Recording | .vtt, .mp4, .mov, .webm, .avi, .mkv, /:v:/ (SharePoint), gong |
csw, complete solution walkthrough, complete system walkthrough, fsw, final solution walkthrough, final system walkthrough, complete solution, final solution | Att. + Msg | ||
| SRB Compliant | Derived from SRB milestone: SRB task complete + Solution Doc present + Reviewer Approval present + SRB approval message predates CSW MOM message | — | Milestone | ||
| SRB Review | Task name contains "srb review" or "srb review form" | Solution Doc | .xlsx, .xls |
— | Att. + Msg |
| Reviewer Approval | reviewed and approved, solution is reviewed, approved the solution, srb approved, review approved, review is complete, review complete, approved. all the best, all the best, is reviewed and approved, approved, go ahead, partially approved Excluded if message contains: "not approved", "not yet approved" |
— | Msg only | ||
| SOC-7: Go Live Readiness Call | Task name contains "go live readiness call" or "go-live readiness call" | Deck | .pptx, .ppt, .pdfFuzzy-scored against reference deck (content ≥70%, order 100%) |
— | Att. + Msg |
| MOM | minutes of meeting, meeting minutes, meeting summary, meeting notes, summary, mom below, mom:, action items, key points, next steps | — | Msg only | ||
| Recording | .vtt, .mp4, .mov, .webm, .avi, .mkv, /:v:/ (SharePoint), gong |
— | Att. + Msg | ||
| Go-Live Date | go-live date, go live date, golive date, cutover date, cutover commencement date, soft launch date, launch date | — | Msg only | ||
| SOC-8: Go-Live Comm | Task name contains "live on zenoti" | Comm Sent | sent to customer, communicated to customer, notified customer, go-live email, go live email, communication sent, confirmation sent, dear customer, congratulations, you are now live, you are live on zenoti, went live, is now live, go-live communication, go live communication, live on zenoti | — | Msg only |
| SOC-9: Usage Reports | Task name contains "view daily usage reports post go-live" or "daily usage report" | Stats Shared | stat, stats, usage Requires ≥3 qualifying messages with a customer @mention, across the SOC-9 task and its Day N subtasks |
— | Msg only |
| SOC-10: Onboarding Complete | Task name contains "onboarding complete (value delivery)" | Deck | .pptx, .ppt, .pdfFuzzy-scored against reference deck (content ≥70%, order 100%) |
— | Att. + Msg |
| MOM | Keyword-only mode — MOM phrase not required. onboarding complete, onboarding completion, implementation complete, implementation completion, implementation concludes, implementation concluded |
— | Msg only | ||
| Recording | .vtt, .mp4, .mov, .webm, .avi, .mkv, /:v:/ (SharePoint), gong |
— | Att. + Msg |
Solution Walkthrough — ISW & CSW Split
The Solution Walkthrough task in Rocketlane covers two separate sessions: the Initial Solution Walkthrough (ISW) and the Complete Solution Walkthrough (CSW). The dashboard tracks these independently. When the task status is set to In Progress in Rocketlane, this is treated as the ISW session being underway and its start date is used as the ISW milestone date.
| Session | Date Used | How Identified |
|---|---|---|
| ISW | Task start date | Messages on the task containing "initial solution walkthrough", "initial system walkthrough", or "isw" (including in recording link or attachment names within the message) |
| CSW | Task due date | Messages on the task containing "complete solution walkthrough", "complete system walkthrough", "csw", "fsw", "final solution walkthrough", or "final system walkthrough" |
The Deck, MOM, and Recording artefacts are checked independently for each session. One session being compliant does not affect the status of the other — both are reported separately. Since ISW and CSW share the same Rocketlane task, attachments and messages are split into separate pools based on whether the filename or message contains an ISW or CSW keyword before artefact checks are applied. Untagged attachments and messages (containing neither ISW nor CSW keywords) are excluded from both pools.
CSW has an additional compliance parameter — SRB Compliant. CSW is only fully compliant when the SRB Review milestone is also complete and all its artefacts (Solution Document and Reviewer Approval) are present. This reflects the requirement that the SRB must be concluded before the CSW can be considered complete.
Key Assumptions & Known Limitations
- SOC-9 Day N tasks — Rocketlane does not make the parent–child relationship of subtasks available via its API. Day 1, Day 2 … tasks are therefore identified by their name rather than by their position in the task hierarchy.
- SOC-10 filter date vs. displayed date — the date range filter uses the actual date the PM marked the Onboarding Complete task as done in Rocketlane. The date shown in the milestone detail row is still the task's scheduled due date.
- MISSING vs. To do — a MISSING status means no task matching the milestone keyword was found in the project at all. "To do" means the task exists but has not been started yet.
- Duplicate projects — if two or more projects share the same name, the older copy is treated as a stale duplicate and suppressed from all dashboard views. A warning banner lists the suppressed projects. The newer project (by creation date) is always the one shown. Stale duplicates should be archived in Rocketlane to keep the project list clean.