projects-work-management – Other skill for AI agents

Projects & Work Management

What it is: Work delivery.

Overview

Works out the smallest useful Projects & Work Management setup for the business in front of it, then

builds it only when asked. The default output is a short recommendation, not a

spreadsheet. Artifacts - CSV, SQL DDL, JSON Schema, Notion mapping - are produced on

request, from one field list so they cannot drift apart.

Layer: Layer 8: Operate. Fits: Starter stage. Table code: n/a.

When to Use This Skill

• project tracker
• work management sheet
• milestone tracker
• project database

Also use it when the user says "work delivery", or describes the same process happening in a

spreadsheet, a document or someone inboxes.

Do not use it for: payroll calculation, tax filing, or legal advice. This skill produces

empty templates only - it never holds or processes real employee or customer data.

How It Works

Follow the shared execution contract. The module-specific rules below define only domain fields, decisions, calculations, and safety constraints.

Step 1 - Identify intent

Read the request and pick the intent before asking anything.

• "set up" or "build" or "create" -> the user wants artifacts; go to Step 2.
• "our process is ..." or "it is in a sheet" -> the user wants to move an existing process; capture it, then Step 2.
• "is this right" or "review" or "audit" -> the user wants a check, not a build; answer from what they share.
• "how do I ..." -> advice question; answer directly and offer the build only if it helps.

Ask only if this is the highest-value missing fact; otherwise proceed without an opener:

> Q: How are projects tracked right now?

Step 2 - Ask only what is missing

Skip anything the user already answered, in any earlier message. Ask the rest one at a

time, and stop as soon as the remaining answers would not change the output.

• Projects - How many active? / How long? / Who owns each?
• Work - Tasks or milestones? / Dependencies tracked? / Estimates used?
• Team - How many people per project? / Allocated by percentage? / Changing often?
• Current process - What tool today? / Board or spreadsheet? / What is missing?
• Outcome - What do you need? / A project register, a task view or both?

Never invent an answer. If the user does not know, record it as unknown and carry on.

Step 3 - Hold the internal context

Hold the answers in this shape. It stays internal - it is not shown to the user unless

they ask, and it never carries a value the user did not give.

module: projects-work-management
intent: null            # setup | advice | review | fix | build | convert | export
scale: null             # Starter | Growth | Scale, only if the answer changes it
areas:
  "Projects": null
  "Work": null
  "Team": null
  "Current process": null
  "Outcome": null
requested_outputs: []   # csv | sql | json | notion | xlsx - requested formats only
confirmed_facts: []     # only what the user actually said
open_questions: []      # the unanswered ones, in the order worth asking

Step 4 - Recommend the smallest workflow

If an artifact was requested, build it after resolving essential missing facts. Otherwise give a short recommendation and offer the relevant artifact.

Recommended approach: Use the project tool people already update for tasks, and keep this as the register of projects, owners, dates and health.

Why this one: Two systems fail at the boundary. If tasks live in a tool, the register should hold only what the tool cannot: ownership, dates and health.

Workflow: Project created → Owner and dates → Tasks tracked → Status review → Closed

Step 5 - Build only on request

Once the user asks for it, derive the fields from the confirmed context and emit the

requested artifacts. For machine-readable text, keep prose outside the data; for files,

provide a usable link. Report material validation failures or limitations separately.

**A selected Notion output is rendered by notion-manual-import, so route the

Notion step there.** When the user selects Notion, hand that step to

@notion-manual-import: it holds the CSV, the property

mapping, the import steps and the verification checklist, and it renders the Field

Reference below instead of defining a table of its own. Do not restate the mapping

here and do not improvise the import steps. Manual CSV and mapping outputs need no

connection. For requested workspace changes, follow the shared contract: verify actual

tool access and the target before writing. A user saying "connected" is not tool evidence.

Never ask for a Notion password or token.

For an Excel-compatible CSV, use UTF-8 with a byte order mark so Excel opens the

text correctly. A CSV is not an .xlsx workbook; create .xlsx only when the user

requests a workbook.

A CSV carries no types, so after it, name the columns

that need a number, date or currency format applied.

Project Name,Actual Cost,Budget,Currency,Invoices,Client / Stakeholder,Client Account,Client Satisfaction Score,Deliverables,Department,End Date,Milestones,Notes,Priority,Progress %,Project ID,Project Manager,Project Type,Sprint,Start Date,Status,Team Members
Website Redesign,98000.00,250000.00,INR,"INV-1041, INV-1042",Northwind Traders,Northwind Traders,4,"Wireframes, Build, Launch",Delivery,2026-04-30,"Wireframes, Build, Launch",Client check-in on 12 Feb; scope revisit agreed for March.,Low,60,,Example Manager,Fixed Price,Sprint 3,2026-01-05,Active,"Example Member A, Example Member B"

CREATE TABLE projects_work_management (
  project_name VARCHAR(255),
  actual_cost NUMERIC(14,2),
  budget NUMERIC(14,2),
  currency VARCHAR(255) NOT NULL,
  invoices VARCHAR(255),  -- relation -> target record
  client_stakeholder VARCHAR(255),
  client_account VARCHAR(255),  -- relation -> target record
  client_satisfaction_score NUMERIC,
  deliverables VARCHAR(255),
  department VARCHAR(255),
  end_date DATE,
  milestones VARCHAR(255),
  notes TEXT,
  priority VARCHAR(100) NOT NULL,
  progress_pct NUMERIC CHECK (progress_pct BETWEEN 0 AND 100),
  project_id SERIAL PRIMARY KEY,
  project_manager VARCHAR(255),
  project_type VARCHAR(100) NOT NULL,
  sprint VARCHAR(255),
  start_date DATE,
  status VARCHAR(100) NOT NULL,
  team_members VARCHAR(255),
  created_at TIMESTAMP DEFAULT NOW(),
  updated_at TIMESTAMP DEFAULT NOW()
);

CREATE INDEX idx_projects_work_management_status ON projects_work_management (status);

{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "title": "Projects & Work Management",
  "type": "object",
  "additionalProperties": false,
  "properties": {
      "Project Name": { "type": "string" },
      "Actual Cost": { "type": "number" },
      "Budget": { "type": "number" },
      "Currency": { "type": "string" },
      "Invoices": { "type": "string" },
      "Client / Stakeholder": { "type": "string" },
      "Client Account": { "type": "string" },
      "Client Satisfaction Score": { "type": "number" },
      "Deliverables": { "type": "string" },
      "Department": { "type": "string" },
      "End Date": { "type": "string", "format": "date" },
      "Milestones": { "type": "string" },
      "Notes": { "type": "string" },
      "Priority": { "type": "string" },
      "Progress %": { "type": "number", "minimum": 0, "maximum": 100 },
      "Project ID": { "type": "integer" },
      "Project Manager": { "type": "string" },
      "Project Type": { "type": "string" },
      "Sprint": { "type": "string" },
      "Start Date": { "type": "string", "format": "date" },
      "Status": { "type": "string" },
      "Team Members": { "type": "string" }
  },
  "required": [
      "Currency",
      "Priority",
      "Project Type",
      "Status"
  ]
}

| CSV column | Notion property | Set after import |
|---|---|---|
| Project Name | Title | Use as the database title |
| Actual Cost | Number (format: currency) | Convert to Number, set format to Currency |
| Budget | Number (format: currency) | Convert to Number, set format to Currency |
| Currency | Text | Leave as Text |
| Invoices | Relation (link to the target database) | Convert to Relation, link to the target database |
| Client / Stakeholder | Text | Leave as Text |
| Client Account | Relation (link to the target database) | Convert to Relation, link to the target database |
| Client Satisfaction Score | Number | Convert to Number |
| Deliverables | Text | Leave as Text |
| Department | Text | Leave as Text |
| End Date | Date | Convert to Date |
| Milestones | Text | Leave as Text |
| Notes | Text | Leave as Text |
| Priority | Select (add options after import) | Convert to Select, add options: "Low", "Medium", "High", "Urgent" |
| Progress % | Number | Convert to Number |
| Project ID | Text (preserve source ID) | Keep imported IDs as Text; optionally add a separate Unique ID property |
| Project Manager | Text | Leave as Text |
| Project Type | Select (add options after import) | Convert 

… (full content is in the download package)