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Cleveland Kitchen POC - Timeline & Roadmap

Objective: Build Phase 1 email extraction PoC for Cleveland Kitchen, validate extraction accuracy, decide whether to proceed with Phase 2 WhereFour integration.

Start Date: March 5, 2026
Phase 1 Target: Week of March 17, 2026

This Week (Mar 5 - Mar 9)

Section titled “This Week (Mar 5 - Mar 9)”

Monday, Mar 5 - Onsite Meeting + Demo Fixes

Section titled “Monday, Mar 5 - Onsite Meeting + Demo Fixes”
  • ✅ Onsite meeting with Ben (Customer Service), Dan (Management), others
  • ✅ Demo blocked by Excel extraction bug
  • ✅ Fixed same-day: xlrd fallback for .xls files
  • ✅ Updated feature request doc

Tuesday, Mar 6 - Video Production

Section titled “Tuesday, Mar 6 - Video Production”
  • Task: Produce demo video with real Cleveland Kitchen files
  • Scope:
    • Giant Eagle .xlsx extraction (15 lines, clean)
    • Heinen’s .xls extraction (19 rows, legacy format)
    • PDF extraction (Four Seasons, Sysco)
    • Discount chip visual indicator
  • Deliverable: 5-minute video walkthrough for Ben + Philippines team
  • Owner: David

Wednesday, Mar 7 - WhereFour API Exploration Starts

Section titled “Wednesday, Mar 7 - WhereFour API Exploration Starts”
  • Task: Analyze WhereFour OpenAPI spec
  • Scope:
    • Document all endpoints
    • Identify must-haves for Phase 1 (customer, inventory, orders, pricing)
    • Prepare list of unanswerable questions for WhereFour support
  • Owner: David
  • Depends on: WhereFour sandbox access from Dan

Thursday, Mar 8 - Data Package Receipt

Section titled “Thursday, Mar 8 - Data Package Receipt”
  • Expected: 4-month historical order data from Dan
  • Expected: Master item list + customer cross-ref table from Ben
  • Expected: WhereFour sandbox access + credentials
  • Action: Load test data into development environment

Friday, Mar 9 - Week 1 Wrap-up

Section titled “Friday, Mar 9 - Week 1 Wrap-up”
  • Submit demo video to Ben + Philippines team
  • Compile WhereFour API questions for Dan
  • Confirm Phase 1 scope with team

Week 2 (Mar 10 - Mar 16)

Section titled “Week 2 (Mar 10 - Mar 16)”

Mon-Wed: WhereFour Mock Setup

Section titled “Mon-Wed: WhereFour Mock Setup”
  • Build comprehensive Mockoon mock based on OpenAPI spec
  • Seed with real Cleveland Kitchen data:
    • Customers: Giant Eagle, Heinen’s, Rainforest, Four Seasons, Sysco, SirNA Sons, Misfits Market, Armada
    • Products: Kimchi (classic, spicy), Krauts (caraway, curry), Pickles (dill, bread & butter), Salsas
    • Pricing tiers: per customer + location
  • Create mock endpoints:
    • GET /customers/search - lookup by company name
    • GET /customers/{id}/orders - order history for “same as last time”
    • GET /inventory/search - product/UPC lookup
    • POST /orders - order creation
    • Custom pricing tier API (verify endpoint in spec)

Thu-Fri: Dagster Pipeline Simulation

Section titled “Thu-Fri: Dagster Pipeline Simulation”
  • Wire up Dagster pipeline to crawl mock WhereFour
  • Extract products → sync to Ordermatic
  • Extract pricing tiers → cache locally
  • Test order validation against mock inventory

Week 3 (Mar 17 - Mar 23) - PHASE 1 IMPLEMENTATION

Section titled “Week 3 (Mar 17 - Mar 23) - PHASE 1 IMPLEMENTATION”

Mon-Tue: Extraction Logic Refinement

Section titled “Mon-Tue: Extraction Logic Refinement”
  • Finalize extraction prompts for:
    • Customer identification
    • All three address types
    • SKU/quantity/price
    • Discount detection
    • UPC normalization (12-digit ↔ 14-digit)
  • Train AI on Cleveland Kitchen-specific formats
  • Build cross-reference table structure

Wed: Accuracy Testing

Section titled “Wed: Accuracy Testing”
  • Run extraction against 10-15 sample orders
  • Measure:
    • Customer ID match: target >95%
    • Address extraction: target >90%
    • SKU accuracy: target >90%
    • Discount detection: target >95%
  • Iterate on prompts until targets met

Thu: UI Polish

Section titled “Thu: UI Polish”
  • Implement discount chip visual indicator
  • Build address validation display
  • Show pricing confidence scores
  • Clean up review interface

Fri: Demo Preparation

Section titled “Fri: Demo Preparation”
  • Run full end-to-end extraction flow
  • Demo to internal Ordermatic team first
  • Fix any issues before customer demo

Week 4 (Mar 24 - Mar 30) - PHASE 1 VALIDATION

Section titled “Week 4 (Mar 24 - Mar 30) - PHASE 1 VALIDATION”

Mon: Customer Demo

Section titled “Mon: Customer Demo”
  • Video call with Ben, Dan, Philippines team
  • Walkthrough of extraction results
  • Q&A: accuracy, user experience, next steps

Tue-Wed: Feedback & Iteration

Section titled “Tue-Wed: Feedback & Iteration”
  • Incorporate feedback from demo
  • Refine extraction as needed
  • Validate ROI analysis (4-month historical data)

Thu: Phase 1 Sign-off

Section titled “Thu: Phase 1 Sign-off”
  • Ben + Dan confirm extraction quality
  • Discuss Phase 2 commitment & pricing
  • Finalize WhereFour integration requirements

Fri: Decision Point

Section titled “Fri: Decision Point”
  • GO: Proceed to Phase 2 WhereFour integration
  • NO-GO: Part ways professionally, Ordermatic keeps WhereFour integration for future customers

IF PHASE 1 APPROVED - Week 5-10: Phase 2 (WhereFour Integration)

Section titled “IF PHASE 1 APPROVED - Week 5-10: Phase 2 (WhereFour Integration)”

Week 5: API Documentation + Implementation Plan

Section titled “Week 5: API Documentation + Implementation Plan”
  • Compile complete WhereFour API reference (David’s crawl + official spec)
  • Design order creation workflow
  • Finalize auto-submission rules

Week 6-7: WhereFour Integration

Section titled “Week 6-7: WhereFour Integration”
  • Implement order submission
  • Add validation logic (pricing, addresses, allowances)
  • Build error handling + reporting

Week 8: Testing & UAT

Section titled “Week 8: Testing & UAT”
  • Test against mock WhereFour
  • Test against real sandbox (if available)
  • UAT with Philippines team

Week 9-10: Production Deployment

Section titled “Week 9-10: Production Deployment”
  • Deploy Ordermatic ↔ WhereFour integration to prod
  • Monitor extraction accuracy
  • Iterate on business rules

Success Criteria Checklist

Section titled “Success Criteria Checklist”

Phase 1 - Week 4 Sign-off

Section titled “Phase 1 - Week 4 Sign-off”
  • Excel extraction: both .xlsx and .xls working
  • Extraction accuracy: 90%+ across sample orders
  • UPC normalization: 12-digit ↔ 14-digit correct
  • Discount detection: 95%+ accuracy
  • Address extraction: all three types, >90% accuracy
  • Ben + Philippines team approve quality
  • ROI analysis completed (time savings calculated)
  • Demo video delivered

Phase 2 - Week 10 Sign-off (if approved)

Section titled “Phase 2 - Week 10 Sign-off (if approved)”
  • Orders successfully created in WhereFour
  • Pricing validation working (flags new customer/SKU combos)
  • Inventory blocking disabled
  • Auto-submission on zero validation issues working
  • Error rate < 2%
  • Integration log visible in WhereFour
  • Philippines team reports time savings

Key Dependencies

Section titled “Key Dependencies”
Item Owner Status Target Date
WhereFour Sandbox Access Dan (CK) ⏳ Pending Mar 7
4-Month Historical Data Dan (CK) ⏳ Pending Mar 8
Master Item List Ben (CK) ⏳ Pending Mar 8
Customer Cross-Ref Table Ben (CK) ⏳ Pending Mar 8
WhereFour OpenAPI Spec Dan (CK) ✅ Received Mar 5
Demo Video David 🔄 In Progress Mar 9
Mockoon WhereFour Mock David 🔄 In Progress Mar 16

Risk Register

Section titled “Risk Register”
Risk Probability Impact Mitigation
WhereFour API insufficient Medium High Early exploration, fallback to ODBC/CSV
Extraction accuracy < 90% Low High Iterate on prompts, expand training data
Philippines team doesn’t trust system Low Medium Involve Ben early, demo regularly
Email threading chaos Low Medium Initial-PO-only mode confirmed
Inventory blocking trap Low High Feature explicitly disabled, config flag

Post-Phase 1 Strategy

Section titled “Post-Phase 1 Strategy”

If Phase 2 Approved

Section titled “If Phase 2 Approved”
  • Pricing: Full integration fee ($15K) OR waived as “design partner” status
  • Timeline: Weeks 5-10 WhereFour integration
  • Incentive: 3 months free service if Phase 1 success

If Phase 1 Blocked

Section titled “If Phase 1 Blocked”
  • Learn from edge cases, improve WhereFour extraction template
  • Ordermatic keeps WhereFour integration as IP for future food/bev customers
  • Remain friendly, open door for future partnership (e.g., Prisma ERP)

Long-term Vision (Prisma Opportunity)

Section titled “Long-term Vision (Prisma Opportunity)”

Cleveland Kitchen is evaluating Prisma - a custom ERP for food manufacturers.

Strategic Implication:

  • WhereFour integration may have 1-2 year shelf life
  • Opportunity: Ordermatic becomes consultant/partner for Prisma integration
  • Outcome: Extract → Validate → Submit to Prisma (not WhereFour)
  • Custom WhereFour API docs → transferable to Prisma

Action: David to connect with Prisma founder (intro from Dan)