FotA Summer School 2026

Initial review of the operating system

For: Tauquil + Adam · From: Trevor · Date: 2026-05-02

What this is

A weekly artifact for SLT, every Thursday, answering: “where are we and what are we planning?” — for FotA Summer School 2026.

One screen. One URL. One source of truth. Built around five operating principles.

1. `fota_master` is the single source of truth

Anyone can track work however they like — paper, doc, spreadsheet, vibes — so long as it reaches Neung by Wednesday. Neung consolidates into fota_master. Everything downstream reads only from there. No more chasing five sheets to answer one question.

2. One task list to rule them all

The Gantt tracks who is doing what. Period. No parallel side-trackers, no email threads, no “let me check with X.” If it’s a FotA task, it lives on the Gantt. If it’s not on the Gantt, we don’t owe each other anything for it.

3. Thursday SLT dashboard. 15 minutes weekly. Async otherwise.

Where we are. Who needs to do what. That’s the meeting. Everything else — debate, design, drafts — happens asynchronously, in writing, between Thursdays. Time spent in meetings drops to a single recurring 15-minute slot for the rest of the year.

4. The system outlives anyone at ELC

Input-agnostic. Can be modified to growing and evolving needs. All documented and shared with Anat (IT) as backup so the system doesn’t only live in my brain. If I’m hit by a bus tomorrow, the next person inherits a working artifact and a clean handoff doc, not a panic.

5. Why this matters now

The Festival of the Arts has three primary goals: increase revenue at a time of low cashflow, build brand reputation, and deliver great educational experiences. The build is concentrated in May–June. Most of the lift has already landed (4-product / 9-segment schema, decision records, task pipeline, mockup, parking lot). What remains: ~14 small implementation slices, mostly delegable. Tightly executed, this system gates the +50% revenue + experience target Tauquil set.

What it shows (each Thursday)

┌─────────────────────────────────────────────────────────┐
│  FotA Summer School 2026 — Week of <date>               │
│  +50% better. Last refresh: Wed 23:00 / Thu 08:00       │
├─────────────────────────────────────────────────────────┤
│  Weeks Booked per Audience          (booked / paid)     │
│                                                         │
│            Internal     Local Ext     Overseas Ext      │
│  PE39       42 / 38      8 / 5          0 / 0           │
│  Samakee    18 / 14      3 / 2          1 / 0           │
│  ELC        96 / 84     12 / 8          5 / 4           │
│  Dove       [TBD - April-led]                           │
├─────────────────────────────────────────────────────────┤
│  Last week's activity   [list of done tasks]            │
│  This week's activity   [in-flight tasks]               │
│  Next week's activity   [planned tasks]                 │
│  Backlog                [longer horizon]                │
└─────────────────────────────────────────────────────────┘

Plus, on the Aug 7 inaugural view: a retrospective block (“what changed since 2025”) sourced from Mark — frames the system as a response to the 2025 underperformance, not abstract optimism.

How it works

fota_master (Neung-maintained)  ─┐
Samakee form responses           ├──►  Apps Script  ──►  Dashboard
                                  │    (Wed 23:00 +
                                  │     Thu 08:00)
                                  ▼
                              _hygiene tab
                       (canonical weekly snapshot)

Wed EOD (Neung’s 16:00 deadline): updates fota_master.
Wed 23:00 + Thu 08:00 (Asia/Bangkok): Apps Script reads the master, rolls up into 9 audience cells, writes the snapshot.
Thursday morning: Trevor reviews; SLT meeting at 13:30 reads the dashboard.
If the rebuild breaks: Trevor gets an email at 23:05 Wednesday; SLT sees prior-week numbers with a soft warning, never garbage.

What’s locked

4 products — PE39 (Thong Lor toddlers), Samakee (Nonthaburi cross-age), ELC (City School K1-Y6), Dove (special needs / SSW).
9 audience cells — Internal, External-Local, External-Overseas — across PE39, Samakee, ELC. Plus a Dove placeholder.
Counting model — lifetime weeks booked + weeks paid. Two numbers per cell.
Cadence — Wed EOD → Wed 23:00 + Thu 08:00 rebuild → Thu 13:30 SLT view.
Auth — elc.ac.th login required.
Out of scope on dashboard — pricing, capacity numbers, competition. These stay internal.

What’s open (deferred, not forgotten)

Question	Owner	When
Samakee segment list	Sarah + Trevor	Tue 5/5
Dove segment list, capacity, external-yes-or-no	April	TBD (April-led)
2025 historical backfill (year-over-year deltas)	Mark + Neung	5/15
`INTL` Y/N column added to fota_master	Neung	5/15
Source-of-truth lock between PE doc + fota_master T1/T2	Trevor + Sumeet/Amanda + Neung	TBD
OAuth elc.ac.th (replace link-based)	Trevor + Anat (IT)	Post-MVP

Full open-work list — every issue and every idea — lives in the issue tracker (Anat-managed access).

What we want from you

Approval of the system shape — 4 products, 9 audience cells, weekly Thursday cadence, two-number cells (booked / paid).
Approval of the audience strategy — you + Mel + Federico + Poom get the deep view; the rest of SLT gets a simplified view with plain-English labels.
Sign-off to roll out to SLT on 2026-08-07 for the inaugural view.
Adam specifically: confirm P2 T (teacher child) / P2 S (scholarship child) status definitions per the operational status enum.
Tauquil specifically: any north-star measurement we should be tracking that isn’t already in the 9 cells?

Risks worth naming

FotA Ops Team is green. Mark, Sarah, Marissa, Neung haven’t run a high-throughput sprint cadence. Onboarding to Gantt + weekly rhythm = its own change-management work.
Source-of-truth drift. Sumeet/Amanda may be working from an unstructured PE doc that Neung transcribes into fota_master. If transcription lags, dashboard lags by a week. Resolution task is on the issue tracker.
Marissa as institutional memory. Single point of historical context. Documenting what’s in her head before she’s unavailable is a slow-burn ask.
Mel’s “Early FoTA Interest” backlog. Pre-registration families from an old form aren’t on the current roster. Sarah leading reconciliation.

Transparency: the prompt log

Every design decision in this system was made in conversation with an AI co-pilot. The full record of those conversations — questions asked, options considered, decisions made — is published as the prompt log. Transparency of work; democratization of practice. If you want to see how a decision got made, this is the receipt trail.

One sentence

A scheduled Apps Script reads our enrollment master on Wednesday night, rolls up to 9 audience cells (booked + paid), and serves them via a single dashboard URL every Thursday — so SLT can see whether we’re pulling the +50% lever, week over week, in under 30 seconds.

Happy to walk this together for 30 minutes whenever works for both of you. Or react in writing — this page is the fastest read.