Processes & Workflows — Hotel Operations Mapped to the 8 Process Families

Status: Domain Specification
Sources: Comprehensive Business Processes Specification, Sovereign OS Playbook Architecture: Common Business Workflows (canonical playbook process taxonomy), S-13 — Wider Scenarios: Schools, Help Desk, Housing, Facilities, Traffic and Compliance (stakeholder)

1. The 8 Process Families Applied to Hotels

The platform's canonical playbook process taxonomy (Comprehensive Business Processes Specification §1) maps directly onto hotel operations:

Each family is implemented with zero bespoke tables, declarative thresholds (NATS KV lookups), PoCE-governed transitions, and external mediation via integration_entity.

2. Process 1 — Requisition-to-PO (F&B & Procurement)

Maps to Comprehensive Business Processes Specification §2.

Canonical claim: cns://workflow/requisition

Truth edges: requisition→submitted_by→procurement officer; requisition→charges_budget→resource:budget_fnb_q4; requisition→requires_gate→tiered approval claim.

Declarative threshold policy (lookup.claims.threshold.procurement.v1): currency KES, tiers compute TIER_1_AUTO / TIER_2_MANAGEMENT / TIER_3_EXECUTIVE. Bands are data; the resolver never defaults — no matching band refuses instead of inventing min_approvals.

External mediation: Approved requisition → Camel → ERPNext POST /api/resource/Purchase Order (idempotency key = requisition id); PO number recorded in integration_entity (system: "erpnext").

Guard rails: No PO without PoCE-approved requisition; no synthetic vendor IDs; ERPNext owns fiscal GL/tax; Sovereign owns approval state. Fail closed (502) if ERPNext unreachable.

3. Process 2 — Task Lists, Checklists & Gates (Housekeeping)

Maps to Comprehensive Business Processes Specification §2 (Task Lists & Approvals).

Canonical claim: cns://workflow/task

Hotel instantiation: Housekeeping turnover task per room (housekeeping_HK-{room}), room inspection task, public-area rounds task, night-audit checklist.

Flow:

1. Trigger (room departure / scheduled tick) creates task claim bound to room resource via truth_edge
2. Task assigned to attendant via truth_edge; checklist bound from lookup.claims.checklist.v1
3. Attendant completes items; records photo evidence (MinIO, SHA-256 in claim.evidence)
4. Stage gate: inspector sign-off required (SoD: inspector ≠ cleaner, lookup.claims.sod.v1)
5. fn::poce::record_step at clean-sign-off; room → READY; occupancy lease can rebind

Guard rails: No auto-mark-clean without inspector sign-off; no room released while task OPEN; no invented checklist items.

Evidence: Task claim, checklist, photo hashes, inspector sign-off, PoCE receipt.

4. Process 3 — Schedules & Resource Booking (Reservations & Function Space)

Maps to Comprehensive Business Processes Specification §2 (Schedules & Resource Booking).

Canonical CNS: cns://workflow/schedule

Hotel instantiation:

• Room reservation (guest → room, date range, rate) — time-bounded lease, no double-booking
• Function space booking (banquet hall, boardroom) — resource lease + F&B minimum
• Equipment reservation (AV, projector, laundry equipment)
• Staff shift scheduling — staff→shift→role truth_edge

SoR boundary: Sovereign/OpenMAINT (asset scheduling). Sovereign wins on booking availability; OpenMAINT wins on asset spec.

Guard rails: No double-booking (lease conflict check); no booking without resource resolution (unknown/ambiguous space refuses); no auto-release of held blocks.

5. Process 4 — Meeting Notes & Decision Records (Ops & Events)

Maps to Comprehensive Business Processes Specification §4.

Canonical CNS: cns://knowledge/meeting_note

Hotel instantiation: Banquet Event Orders (BEO), shift handover notes, revenue management meetings, owner/investor meeting minutes, renovation decision records.

Flow: Discussion thread created → Synapse Matrix room → integration_entity mirror → meeting note claim with decisions, action items, owners, due dates. Governance promotion button: "Promote to Formal Proposal" → governance proposal claim (s165).

Guard rails: Synapse is real-time transport; Sovereign is authoritative record. No decision from chat alone.

6. Process 5 — Threaded Discussions & RFCs (Staff & Vendor Comms)

Maps to Comprehensive Business Processes Specification §5.

Canonical CNS: cns://collaboration/discussion

Hotel instantiation: Staff break-room channels, department coordination rooms, vendor negotiation threads, event client communication.

External mediation: Synapse (Matrix :8008). E2E encrypted rooms; room_id stored in integration_entity; inbound Matrix events mirrored as cns://collaboration/discussion_comment claims preserving cryptographic provenance.

Guard rails: No governance decision from chat; message stream is transport, claim is record.

7. Process 6 — Mood Boards & Creative Review (Events Design)

Maps to Comprehensive Business Processes Specification §7.

Canonical CNS: cns://creative/mood_board

Hotel instantiation: Wedding/event decor design, color palette approval, floral arrangements, renovation mood boards, brand asset review.

External mediation: Gotenberg (:3094) export route /services/playbook/moodboard/{board_id}/export-pdf → signed PDF → MinIO → hash on claim.

Guard rails: No asset pinned without SHA-256; no export without board claim; no client delivery without sign-off.

8. Process 7 — Cross-Org B2B Joint Procurement (Hotel Groups)

Maps to Comprehensive Business Processes Specification §8 and Cross-Organization Federation & Federated PoCE Specification.

Canonical CNS: cns://federation/procurement

Hotel instantiation: Hotel group aggregates F&B/amenity/linens demand across properties for volume pricing; federated escrow release on multi-property delivery verification.

Flow: Federated requisition (is_federated: true) bound to peer property scopes via record_federation_binding (s184); each property signs quota with BBS+ key (selective disclosure); shared PoCE escrow session; supplier payment released on multi-property delivery verification.

Guard rails: Authority verdict required before award; missing verdict blocks; no autonomous escrow release; selective disclosure — no internal margin leakage.

9. Process 8 — Asset Maintenance & Remediation (Engineering)

Maps to Comprehensive Business Processes Specification §9.

Canonical CNS: cns://operations/work_order

Hotel instantiation: Fault work orders (HVAC, plumbing, electrical, lifts), preventive maintenance cycles, spare-parts inventory deduction, vendor dispatch.

Execution pipeline:

1. Field agent/guest submits incident claim (cns://operations/incident)
2. Camel → OpenMAINT card (openmaint.v1.cmd.workorder.create); WO id in integration_entity
3. OpenMAINT schedules technician; status syncs back over NATS
4. Technician completes, logs parts; parts deducted from resource:budget_maintenance
5. Expert sign-off mandatory (SoD); fn::poce::finalize_session; WO closed

Guard rails: No auto-close without expert sign-off; no parts deduction without close; no synthetic technician/vendor IDs.

SoR boundary: Sovereign/OpenMAINT — Sovereign wins on booking availability and sign-off; OpenMAINT wins on asset spec and depreciation.

10. Honest Limits

• No process auto-settles payment without PoCE finalize (machines propose, rules dispose — S-12 — Sourcing and Optimization: First-Class Capabilities (stakeholder)).
• No process invents rates, counts, or prices; all values bind from governed NATS KV lookups.
• If an external peer (ERPNext, OpenMAINT, solver-gateway) is down, the process fails closed with 502/503 — never a synthetic "optimal" schedule or PO.