--- name: pl-project-jourfix-protocols description: "Create baumanagement-taugliche Protokolle from internal PL/Teamleiter project Jourfix audio/transcripts in Swiss Hochdeutsch, including management summary, ampels, decisions, risks, and pendenzen." version: 1.0.0 author: Hermes Agent license: MIT metadata: hermes: tags: [meetings, transcription, baumanagement, jourfix, protocols, project-management, swiss-german] --- # PL Project Jourfix Protocols Use this skill whenever the user sends or references an internal **Projekt-Jourfix** / **PL Jourfix** audio, Teams recording, transcript, MP4, or meeting notes and asks for a protocol rather than only a transcript. If the user says **"nur Transkribieren"**, do **not** apply this protocol transformation. Return only the transcript in the requested/easy-to-open document format. ## Purpose Transform audio or Teams transcripts from internal project Jourfix meetings in Hochbau / Holzbau-GU into a concise, management-oriented protocol. The goal is **not** a chronological conversation log, but a baumanagement-taugliche steering document that shows: - Was ist gelaufen? - Wo brennt es? - Was ist offen? - Wer macht was bis wann? - Welche Themen sind termin-, kosten-, qualitäts-, sicherheits- oder eskalationskritisch? ## Meeting context Internal Jourfix meetings may appear in two forms: 1. **Classical internal Fach-/Projekt-Jourfix** with sections such as: - Allgemeines - Stand Holzbauplanung - Stand Engineering - Stand Haustechnik - Termine - Abwesenheiten - Nächster Jour Fix - Pendenzen 2. **Teamleiter-/Projektleitungs-Jourfix** with stronger management and steering focus: - Kopfdaten - Management Summary - Ampelstatus - Rückblick - Projektstand & Termine - Offene Punkte / Herausforderungen - Controlling / Finanzen - Vergaben / Subunternehmer - Qualität / Risiken / PQM - Inputs Teamleiter - Strategischer Ausblick / Weitschuss - Entscheide - Offene Fragen - Risiken & Chancen - Pendenzenliste - Punkte für nächste Sitzung - Lessons Learned - Unklare Punkte - Kurzversion zum Weiterleiten Jourfix is also a leadership instrument for cost control, Nachtragsmanagement, Ausschreibungen, Vergaben, Werkverträge, Abrechnungen, Garantiescheine, quality focus, Abnahmen, Arbeitssicherheit, risk analysis, team briefing, and coordination of internal/external Jourfix meetings. ## Core processing workflow ### 1. Rohtranskription First capture the content as completely as possible: - speakers if identifiable - statements - numbers - dates and deadlines - decisions - tasks - names - companies - trades / Gewerke - materials - planning status - open questions Mark uncertain sections explicitly. Do not hide uncertainty behind polished prose. ### 2. Themenbündelung Do **not** protocol chronologically. Construction management conversations jump between topics. Cluster them thematically. If the same topic occurs three times in different parts of the audio, consolidate it into **one** protocol section. Examples of thematic clusters: - Sanika / Fertigbäder - Dachdecker / Vergabe - Nachträge / Kosten - Sika / Abdichtungsdokumentation - Nachbarschaden - Montage-/Logistikkonzept ### 3. Führungsrelevanz classify Internally classify every relevant statement as one or more of: - terminrelevant - kostenrelevant - qualitätsrelevant - sicherheitsrelevant - entscheidungsrelevant - eskalationsrelevant - Risiko / Chance - Pendenz - reine Information / Nebenbemerkung ### 4. Protocol output Create a structured protocol, not a prose summary. ## Standard output structure Use the following structure unless the user provides a project-specific template that overrides it. ```markdown # Projekt-Jourfix Protokoll – ## 1. Kopfdaten | Feld | Inhalt | |---|---| | Projekt | | | Datum | | | Ort / Medium | | | Projektleiter/in | | | Teamleiter/in | | | Teilnehmer | | | Protokollbasis | Audio / Teams-Transkript / MP4 / Nutzerkontext | | Erstellungsdatum | | ## 2. Management Summary für Teamleiter - Max. 8 Punkte. - Gesamtzustand, Fortschritt, Risiken, Terminlage, Kostenlage, offene Entscheide, Unterstützungsbedarf Teamleiter, kritische Unklarheiten. ## 3. Ampelstatus | Bereich | Status | Begründung / Handlungsbedarf | |---|---|---| | Gesamtstatus | Grün/Gelb/Rot/Unklar | ... | | Termine | Grün/Gelb/Rot/Unklar | ... | | Kosten | Grün/Gelb/Rot/Unklar | ... | | Qualität / PQM | Grün/Gelb/Rot/Unklar | ... | | Zusammenarbeit | Grün/Gelb/Rot/Unklar | ... | | Entscheide / Eskalation | Grün/Gelb/Rot/Unklar | ... | ## 4. Rückblick Projektteam ## 5. Projektstand & Termine ## 6. Offene Punkte / Herausforderungen ## 7. Controlling / Finanzen ## 8. Vergaben / Subunternehmer ## 9. Qualität / Risiken / PQM ## 10. Inputs Teamleiter ## 11. Strategischer Ausblick / Weitschuss ## 12. Varia / Allgemein ## 13. Entscheide | Entscheid | Kontext | Verantwortlich / Folge | |---|---|---| ## 14. Offene Fragen | Frage | Kontext | Klärung durch | Termin | |---|---|---|---| ## 15. Risiken und Chancen | Thema | Art | Bewertung | Auswirkung | Nächster Schritt | |---|---|---|---|---| ## 16. Pendenzenliste | Nr. | Pendenz | Verantwortlich | Termin | Priorität | Risiko/Kostenrelevanz | Status | |---|---|---|---|---|---|---| ## 17. Punkte für nächste Sitzung ## 18. Lessons Learned / Best Practice ## 19. Unklare oder widersprüchliche Punkte ## 20. Kurzversion zum Weiterleiten 5–6 Zeilen für Führung / Teamleiter. ``` ## Content rules 1. **Keine Erfindungen.** Names, deadlines, responsibilities, decisions, and numbers only if clearly stated in the transcript or provided context. 2. **Use “Unklar” / “Nicht erwähnt”.** If responsibility or deadline is not explicit, write `Unklar` instead of guessing. 3. **Smalltalk entfernen.** Remove side talk, repetitions, emotions, fragmented reactions unless fachlich relevant. Calibrate the boundary from the recording itself: greetings, private travel/traffic/parking, leisure, weather commentary and generic city/politics talk remain Smalltalk even when words such as Bauleiter, Sicherheit, Verkehr or Transport occur. The fachliche meeting begins only at the explicit project transition (for example «Was steht beim Projekt an?») or the first concrete project fact, company, deadline, decision or task. Later weather/technical interruptions and private closing talk are likewise excluded; only the resulting project action (for example work stoppage during a storm) is retained. 4. **Only real decisions under Entscheide.** Discussed ideas, assumptions, and tendencies belong under open questions, risks, or pendenzen. 5. **Pendenzen require action.** A pendenz must contain an actual action such as klären, prüfen, nachführen, einholen, abstimmen, entscheiden, informieren. 6. **Cluster by topic, not chronology.** Combine repeated mentions of the same topic. 7. **Separate evidence levels.** Distinguish secured statement, open question, risk, decision, pendenz, and unclear/contradictory info. 8. **No artificial pendenzen.** Do not create tasks just to fill the table. 9. **Schweizer Hochdeutsch.** Style: sachlich, knapp, professionell, OneNote-tauglich, no emojis, no speculation. ## Typical topics to detect - Projektstand / Baufortschritt - Planung / Engineering / Schnittstellen - Termine / Meilensteine / Bauablauf - Kosten / Controlling / Nachträge - Ausschreibungen / Vergaben / Unternehmer / Werkverträge - Qualität / PQM / Abnahmen / Revisionsunterlagen - Arbeitssicherheit / Sicherheitskonzept / Gerüst / S&G - Risiken / Schäden / Eskalationen - Abwesenheiten / Organisation / nächste Sitzung - Teamleiter-Inputs, strategischer Ausblick, Lessons Learned Common detailed topics: - Fenster / Türen / Produktion / Lieferungen - D+14-Ausblick - Nachträge / Baukostenindex / Rekurs / Stundenansätze - Dachdecker / Vergabegespräche - Unternehmerleistung / Erreichbarkeit / Qualität / Zuverlässigkeit - Dokumentation von Abdichtungen / Revisionsunterlagen / Garantiefähigkeit - Fertigbäder / Sanitärplanung / Installationen / Planungsübernahme - Montage- und Logistikkonzept / Gerüst / Wetterschutz / Kranlogik / Zwischenlager - Nachbarschäden / Begehungen / Gutachter / Beweissicherung - Sicherheitskonzept / Arbeitssicherheit / Baustellendokumentation - Abwesenheiten / Ferien / nächste Sitzung / organisatorische Punkte ## Practical deliverables When the user asks for a protocol from audio/transcript plus an existing hand-written protocol or template: 1. Extract and use the hand-written protocol as the structural/source-of-truth template, but correct it against what was actually discussed in the transcript. Add missing relevant points and remove smalltalk, fillers, speculative items, and unrelated details. 2. Produce or save the cleaned transcript separately when requested or when standard meeting workflow calls for transcript + protocol. For “bereinigtes Transkript”, keep speaker/time/aussage traceability, but remove joining chatter, greetings, filler-only turns, and obvious non-technical short reactions; do not invent polished content. 3. Produce the protocol using the structure above, or the supplied project/company protocol layout if it overrides the generic structure. 4. If the user supplies corporate-design assets (CD manual, color sheet, Word header/footer template), create a branded `.docx` and matching `.pdf`: use the provided header/footer/template where possible, apply the official office font and colors, and visually verify rendered PDF pages for clipped tables, overlap, footer correctness, and readability. For ERNE AG Holzbau protocols, also consult `document-productivity-workflows/references/erne-protocol-docx-pdf-formatting.md`: use the learned title sizes, full-width tables, Traktandum keep-together rules, and Pendenzen/Risiken pagination rules. 5. If creating files, prefer `.docx` for user-facing iPhone/PC workflows and Markdown internally for the knowledge vault. When a PDF is requested, deliver both DOCX and PDF, generated from the final DOCX rather than a separate older rendering. 6. If only transcript is requested, do not summarize or create action items. ### Layout pitfalls learned from protocol finalisation When the user iterates on formatting after seeing a DOCX/PDF, treat those corrections as part of the protocol workflow: - Use the user's latest edited/optimised DOCX as the new formatting source of truth; do not regenerate the PDF or revised document from an older intermediate file. - Keep generous clearance from corporate header/footer elements. Increase top/bottom margins and header/footer distances before PDF conversion when logos or beige/blue header strips are present. - Keep each Traktandum together where possible. Apply `keep_together` and `keep_with_next` to Traktandum headings and their bullet paragraphs so a tight page break moves the block forward rather than splitting it awkwardly. - Add visible spacing after a Traktandum before the next one starts; avoid dense consecutive protocol blocks. - Generate the PDF from the final DOCX with LibreOffice/headless conversion (or equivalent) so DOCX and PDF stay on the same content/layout state. - Verify the rendered PDF, not only the DOCX: inspect first page, Traktandum transition pages, large tables/Pendenzen, and last page for clipped rows, orphaned rows, overlap, and footer/header clearance. - If a large Pendenzen table leaves one row orphaned on the next page, first try denser table formatting (smaller font, reduced cell margins, no row splitting) before accepting the split. - Remove optional final sections such as `Kurzversion zum Weiterleiten` when the user asks for a cleaner formal protocol. ### Vorlageprotokoll + Teams transcript pattern When the user provides a hand-prepared protocol as a **Vorlage** together with the transcript, use the template for participants/traktanden/format but verify and correct it against the actual transcript. Do not copy the template blindly. Add discussed items that are missing, remove items not supported by the transcript, and reduce filler. See `references/fachplaner-jourfix-from-template-and-transcript.md` for the recommended extraction → reconciliation → DOCX/PDF/transcript workflow. ### Internal PL/Baumanagement Jourfix audio pattern When the user sends or references a long internal PL/Baumanagement Jourfix recording and asks for transcription plus protocol, use `references/internal-pl-jourfix-audio-to-protocol-furkastrasse-pattern.md`. It captures the proven workflow: local WhisperX transcription, separate raw/clean transcript and protocol artifacts, CodexCLI synthesis via stdin file for long prompts, FPS-style DOCX/PDF generation, explicit A4 page setup, and visual PDF QA. ## Project context integration Before final protocol generation, load/read any available project file under: ```text ~/jarvis_memory/work/projects//project.md ``` Use it only to improve recognition of project-specific names, abbreviations, and topics. Do not import unrelated project facts into the protocol unless the meeting content supports them.