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Fairhaven steering decision log, meeting of Sep 24

Fairhaven steering decision log, meeting of Sep 24

A sponsor and a PMO analyst reviewing steering decisions

Decision log Fairhaven Home Stores Ferncastle Operations Group

Owner: Emeka Achebe. Updated Oct 1, 2026.

The four decisions of September 24

Steering meeting of Sep 24, 2026 State on Sep 28 Three shift template actions not started

What the steering group decided on Thursday, September 24, 2026, and where each of the four decisions stands on Monday, September 28: the actions it became, who owns them and when they are due. Kept by Emeka Achebe, PMO analyst at Ferncastle Operations Group, and reviewed by Philippa Sinclair, program director, for Gareth Pryce, chief operating officer at Fairhaven Home Stores, and the workstream leads. The rule of the log is simple: every decision turns into owned workstream actions within two days, and a decision still waiting for an owner is shown as such, not hidden.

Decisions taken on Sep 244all four now Owned
Workstream actions from them143 decisions gave 11, the fourth gave 3
Actions done55 more in progress
Actions not started43 shift template, 1 shrink baseline

Each decision shows its owner, the Fairhaven owner and the actions it became. Owned means a named person has accepted it. The two day mark for each decision was Sep 26.

DecisionWorkstreamOwnerFairhaven ownerStatusActions from it
Reset the replenishment pilot date to Oct 16ReplenishmentPhilippa SinclairGareth PryceOwned4 actions: 2 closed, 2 in progress
Pilot the new shift template in eight storesStore labor schedulingEmeka AchebeRegional operations managerOwned Sep 26 Not started3 actions, none started
Hold two stores out of the labor totalsStore labor schedulingPhilippa SinclairGareth PryceOwned2 actions: 1 closed, 1 in progress
Plan wave 2 and the shrink baseline for NovemberDistribution center flowHamish AldousGareth PryceOwned5 actions: 2 closed, 2 in progress, 1 not started

Decisions and their actions

Each steering decision is listed with the actions linked to it, and the sections further down show every action by workstream. Read the Status column for actions that are Owned but not started, and the Due column for those due before the Oct 8 steering meeting. The log holds 18 rows: the four decisions and their 14 actions.

Did every decision get an owner in two days?

The squares below show the state two days after the meeting: three decisions had owned actions within two days, and one was still waiting for an owner, which was named later. The one waiting was the shift template pilot. Gareth Pryce then named the regional operations manager as its owner on Sep 26, so the table above, which is the state on Sep 28, shows all four as Owned.

The shift template decision had no store operations owner at the meeting

At the Sep 24 meeting nobody on the Fairhaven side was named as the store operations owner for the shift template pilot, so its three actions sat unassigned. Emeka Achebe raised the gap. On Sep 26 Gareth Pryce named the regional operations manager as owner.On Sep 28 the decision and its three actions are Owned, but none has started: choose the eight pilot stores (Emeka Achebe, due Oct 9), train store managers on the shift template (Emeka Achebe, due Oct 16) and set the review measure (Philippa Sinclair, due Oct 16). All three wait for dates to be agreed with the regional operations manager, and the HR sign-off on the shift template is due Oct 5. Consequence: if the actions have not started by the Oct 8 steering meeting, the labor scheduling pilot date is at risk.

I had not named a store operations owner in the room. Seeing the decision sit there with no one against it is what made me name one the same week.

Gareth PryceChief operating officer, Fairhaven Home Stores

Where the 14 actions stand

All 14 actions from the four decisions are counted by workstream and status. Five are done, five are in progress and four are not started. Store labor scheduling carries three of the four that have not started.

Replenishment

Decision: Reset the replenishment pilot date to Oct 16. Owner: Philippa Sinclair.

ActionOwnerFairhaven ownerDueStatus
Agree the new pilot date with the 12 pilot storesEmeka AchebeRegional operations managerSep 29Closed
Update the replenishment rules calendarSaoirse QuigleyMerchandising managerSep 30Closed
Re-run the store stock test on the extract sampleSaoirse QuigleyIT directorOct 12In progress
Brief store managers on the Oct 16 startEmeka AchebeRegional operations managerOct 9In progress

Store labor scheduling

Decisions: Hold two stores out of the labor totals (Philippa Sinclair) and Pilot the new shift template in eight stores (Emeka Achebe).

ActionOwnerFairhaven ownerDueStatus
Exclude the two stores from the pack totalsEmeka AchebeGareth PryceSep 25Closed
Reconcile the two store labor trackersHamish AldousRegional operations managerOct 7In progress
Choose the eight pilot stores for the shift templateEmeka AchebeRegional operations managerOct 9Owned
Train store managers on the shift templateEmeka AchebeRegional operations managerOct 16Owned
Set the review measure for the shift templatePhilippa SinclairRegional operations managerOct 16Owned

Shrink reduction

Decision: Plan wave 2 and the shrink baseline for November. Owner: Hamish Aldous.

ActionOwnerFairhaven ownerDueStatus
Request loss prevention system accessPhilippa SinclairNone yetOct 9In progress
Draft the shrink baseline methodSaoirse QuigleyLoss prevention leadOct 23Owned

The access request is drafted but needs a Fairhaven owner to approve it. The baseline method starts once access is granted.

Distribution center flow

Decision: Plan wave 2 and the shrink baseline for November. Owner: Hamish Aldous.

ActionOwnerFairhaven ownerDueStatus
Confirm wave 2 carrier appointmentsHamish AldousDC operations managerSep 30Closed
Map wave 2 receiving doorsSaoirse QuigleyDC operations managerSep 30Closed
Plan the wave 2 cutover weekendHamish AldousDC operations managerOct 16In progress

From decision to action

How each decision of Sep 24 reached its actions, and where one of them waited:

DecisionActions it becameWhere it waited
Reset the replenishment pilot date to Oct 164 actions: 2 closed, 2 in progressNowhere. Owned within two days
Pilot the new shift template in eight stores3 actions, owned and not startedThree actions sat unassigned until the regional operations manager was named on Sep 26
Hold two stores out of the labor totals2 actions: 1 closed, 1 in progressNowhere. Owned within two days
Plan wave 2 and the shrink baseline for November5 actions: 2 closed, 2 in progress, 1 not startedNowhere. Owned within two days
Details
Two day ruleEvery decision is turned into owned actions within two days of the meeting. Each decision and action names a Ferncastle owner and a Fairhaven owner.
Missing ownerA missing owner is shown as missing and never filled in. Request loss prevention system access shows no Fairhaven owner for that reason.
OwnedA named person has accepted the decision or action. For an action, work has not started yet.
Closing an actionAn action closes when its owner confirms the result, with the evidence in the record.

Check before the next steering meeting

Before Thursday, October 8
Check the three shift template actions are underway. Owner: Emeka Achebe, before Oct 8
Reconcile the two store labor trackers with both store managers. Owner: Hamish Aldous, Oct 7
Check the four replenishment actions at the steering meeting. Owner: Philippa Sinclair, Oct 8
Review the five wave 2 and shrink baseline actions at the steering meeting. Owner: Hamish Aldous, Oct 8
Send the loss prevention access request once a Fairhaven owner is named. Owner: Philippa Sinclair, Oct 9
✓Exclude the two stores from the pack totals. Owner: Emeka Achebe, done
✓Name an owner for the shift template decision. Owner: Gareth Pryce, done Sep 26

Who keeps this log

EAEmeka AchebePMO analyst, Ferncastle Operations Group, keeps the log and raised the owner gap
PSPhilippa SinclairProgram director, Ferncastle Operations Group, reviews the log
GPGareth PryceChief operating officer, Fairhaven Home Stores, takes the decisions

Demo client portal. Ferncastle Operations Group, Fairhaven Home Stores, the people and every figure are fictional sample data. Built on FuseBase.