EU AI Act Article 50 — 20 days to seal | Get passport

🐉 DEFONEOS — MOD CRM Tracking Pipeline

12 buyers · 90 days · 5-tier state machine · 12-field daily-cadence record · sovereign-by-construction

Owner: JEEVES @ MiniMax-M3 · Tier: T1 × 6 T2 × 3 T3 × 1 T4 × 1 · Version: v1.0 · 10 Jul 2026 · Co-ordinates: /defoneos-mod-crm-tracking-pipeline.html

Buyers

Fields / Buyer

Day Window

Tier States

Touchpoints

£8M

Pipeline

1. The 12-Field Buyer Record

Every buyer lives in one row. Twelve columns. No more, no less. Sovereign data model — copy this schema verbatim into any tool (Notion, Airtable, Postgres, Google Sheets, sovereign spreadsheet).

#	Field	Type	Sample	Update Rule
1	buyer_id	slug	dstl-ai-assurance	Immutable, set once at record creation
2	buyer_full_name	string	Dr. Eleanor Hartwell	Set at creation, update if name confirmed
3	buyer_role	string	Head of AI Assurance, Dstl	Set at creation, refresh on every reply
4	org_short	slug	dstl	Immutable
5	tier	enum	T1 (35-50% reply-rate)	Re-rank monthly on the Friday 16:00 BST review
6	state	enum (5)	DISCOVER \| DEMO \| PILLAR \| PACT \| CLOSED	Update within 24h of every reply / call / send
7	last_touch	date	2026-07-14	Update on every send, reply, call, meeting
8	next_action	string	"Send follow-up #2 at +7d on 21 Jul 09:00"	Set on every state transition, must be date-bound
9	ask_1line	string ≤200ch	"30-min call re: AI Assurance tool-stack audit"	Tiered — T1 ≤120ch, T4 ≤200ch
10	signal_score	int 0-100	72 (warm — opened 3x, replied)	Recompute weekly per the signal-score rubric
11	deal_value_est	GBP	£450k (Year-1)	Re-estimate every state transition
12	honesty_flag	enum (3)	🟢 honest \| 🟡 partial \| 🔴 blocked	Set on every touch — what stopped / what we don't know

2. The 5-Tier State Machine

Every buyer is in exactly one state. State transitions are append-only — you never erase history, you just promote a record to the next state. A buyer who fails to reply is moved to CLOSED-COLD, not deleted.

State	Meaning	Entry Trigger	Exit Trigger	Min Touches	Max Days
DISCOVER	Identified, not contacted	Record created	First send dispatched (Tier-N sequence)	0	14
DEMO	Contacted, awaiting first reply or open	Send #1 dispatched	Reply OR open+reply confirmed OR +14d silence	1	21
PILLAR	Replied, in conversation	First buyer-side reply received	Meeting scheduled OR buyer explicitly defers	2	30
PACT	Meeting held, next-step agreed	Call/meeting complete + verbal/written next-step	Contract draft signed OR buyer goes dark 14d	3	60
CLOSED	Won (DEFONEOS-SEAL) OR Lost (CLOSED-COLD)	Contract + DEFONEOS-SEAL issued OR 90d silence OR explicit decline	— (terminal)	4+	∞

2.1 The 5-Tier → State Mapping

The buyer's tier (T1-T4) controls how you move through the state machine — not whether you move. T1 buyers get warmer copy + faster escalations. T4 buyers get longer-cycle patience + portal-routing.

Tier	DISCOVER → DEMO (first send)	DEMO → PILLAR (reply)	PILLAR → PACT (meeting)	PACT → CLOSED
T1	3-5 days (warm-intro preferred)	5-10 days	10-21 days	30-60 days
T2	7-10 days (warm-intro OR partner)	10-21 days	21-30 days	60-90 days
T3	14-21 days (cold-direct)	14-30 days	30-60 days	90-120 days
T4	21-30 days (cold-portal)	30-60 days	60-120 days	120-180 days

3. The 7 Touchpoints (Daily-Cadence)

Every active buyer in DEMO/PILLAR/PACT receives exactly 7 documented touchpoints over the 90-day window. A "touchpoint" = anything that produces a buyer-side observable signal (send / open / reply / call / meeting).

#	Touchpoint	Day	Channel	Goal	Success Metric
1	First send (Tier-N sequence)	0	Email (3 sender identities)	Reach + open	Open within 48h
2	+24h nudge	1	Email (different sender)	Move out of inbox	Reply OR click on artefact
3	+72h value-drop	3	Email + linked artefact	Demonstrate substance	Open + scroll depth ≥30%
4	+7d call-ask	7	Email + 30-min Calendly link	Get meeting	Calendly booked OR explicit defer
5	+30d re-engage (cold re-warm)	30	Email (different anchor)	Test for priority shift	Reply OR polite no
6	+60d executive escalation	60	Email (cc exec or partner)	Bump visibility	Reply OR escalation forwarded
7	+90d re-cycle or close	90	Email (final or re-cycle)	Terminal state	Reply OR mark CLOSED-COLD

4. The 90-Day Master Cadence (All 12 Buyers)

Calendar view — every buyer in their own lane. The 90 days start on the Day-10 first-send window (Mon 14 Jul 2026 09:00 BST). Each cell is the touchpoint number for that buyer on that day. Empty cell = no touchpoint scheduled.

Buyer	Tier	D0	D1	D3	D7	D14	D21	D30	D45	D60	D75	D90
dstl-ai-assurance	T1	1	2	3	4	—	5*	—	—	6	—	7
dasa-innovation	T1	1	2	3	4	—	5*	—	—	6	—	7
dstl-cyber	T1	1	2	3	4	—	5*	—	—	6	—	7
navy-autonomy	T1	1	2	3	4	—	5*	—	—	6	—	7
re-digital-eng	T1	1	2	3	4	—	5*	—	—	6	—	7
raf-rapid-cap	T1	1	2	3	4	—	5*	—	—	6	—	7
ukdi-regional	T2	1	2	3	—	4	—	5	—	6	—	7
diana-nato	T2	1	2	3	—	4	—	5	—	6	—	7
uk-aisi	T2	1	2	3	—	4	—	5	—	6	—	7
dstl-cbrn	T3	1	—	2	—	3	—	4	—	5	—	6
uk-stratcom-daic	T4	1	—	2	—	3	—	—	4	—	5	—
mod-dsp-portal	T3	1	—	—	—	2	—	3	—	4	—	5

*5* = Touchpoint #5 (cold re-warm) brought forward for T1 buyers because of higher reply-probability. The 90-day budget is tighter for T1.

5. The Daily Morning Routine (08:30 BST, 10-min)

Every weekday. The literal 10-step sequence Nick runs before opening any other tab.

1. Open CRM spreadsheet → filter `state != CLOSED` 2. Sort by `last_touch` ascending → top of list = who is most overdue 3. For each row where `next_action` date == today: dispatch that action 4. For each row where state == DEMO and last_touch > 14d: prep Touchpoint #4 (call-ask) 5. For each row where state == PILLAR and last_touch > 7d: send value-drop 6. For each row where state == PACT and last_touch > 14d: prep exec escalation 7. Check replies inbox (nicholas@csoai.org / first-contact-2026-07-13@defoneos.org) → update state within 24h 8. Log every action in the `touch_log` sub-table (append-only) 9. Recompute signal_score for any buyer with a new reply 10. Friday 16:00: weekly review → re-rank tiers, re-estimate deal_value

6. The Signal-Score Rubric (0-100)

Computed weekly. Heuristic, transparent, sovereign — no ML black-box. Every point is auditable.

Signal	Points	Notes
First-send delivered	+5	Tracked via SPF/DKIM/DMARC pass
Email opened ≥1x	+5	Tracked via tracking pixel (Mail-Tester compatible)
Email opened ≥3x or forward detected	+10	Strong intent signal
LinkedIn profile visit from buyer IP/org	+8	Track via UTM-tagged profile link
Reply received (any sentiment)	+25	Strongest signal
Reply contains question	+10	Active interest
Calendly booked	+30	Pipeline event
Meeting held	+20	Conversion event
Meeting yielded next-step	+15	PACT-state entered
Referral to colleague	+12	Network expansion
Explicit defer ("not now, next quarter")	+5 (cold)	Still in pipeline, parked
Explicit decline	-100 (terminal)	Move to CLOSED-LOST
No signal after 14d	-10 (decay)	Cooling-off penalty
No signal after 30d	-25 (decay)	Strong cooling
No signal after 60d	-50 (decay)	Auto-archive candidate

7. The Notion Database Schema (canonical)

If using Notion (recommended for sovereign sovereignty + audit-grade trail), the database properties are:

Database: "DEFONEOS MOD CRM" Properties: - Buyer (title) — full name - Buyer ID (rich_text) — slug - Role (rich_text) — position + org - Tier (select) — T1 / T2 / T3 / T4 (colour-coded) - State (select) — DISCOVER / DEMO / PILLAR / PACT / CLOSED - Last Touch (date) - Next Action (rich_text) - Ask 1L (rich_text) - Signal Score (number) - Deal £ (number, GBP) - Honesty Flag (select) — 🟢 / 🟡 / 🔴 - Channel (multi_select) — Email / Call / LinkedIn / Portal / Event - Touch Log (relation → "Touch Log" DB) - Artefacts (relation → "Artefacts" DB) - Owner (person) — Nicholas Templeman Database: "Touch Log" (append-only event store) Properties: - Timestamp (created_time) - Buyer (relation → CRM DB) - Touchpoint # (number, 1-7) - Channel (select) - Outcome (select) — Sent / Opened / Replied / Bounced / Booked / Met / Declined - Notes (rich_text) Database: "Artefacts" (artefact registry) Properties: - Title (title) - URL (url) - SHA-512 (rich_text) - Size bytes (number) - Buyer Linked (multi_select) - Tier Required (select)

8. The Airtable Schema (alternative)

If the team grows beyond 1 owner and a parallel-intern pair, Airtable is the second-tier sovereign tool. Same 12 fields, just re-mapped to Airtable types.

Table: Buyers - buyer_id (Autonumber, primary) - buyer_full_name (Single line text) - buyer_role (Long text) - org_short (Single select: dstl/dasa/navy/re/raf/ukdi/diana/aisi/cbrn/stratcom/dsp) - tier (Single select: T1/T2/T3/T4 with colour) - state (Single select: DISCOVER/DEMO/PILLAR/PACT/CLOSED) - last_touch (Date) - next_action (Long text) - ask_1line (Long text, ≤200ch) - signal_score (Number, 0-100, integer) - deal_value_est (Currency, GBP) - honesty_flag (Single select: 🟢/🟡/🔴) Table: Touch Log (linked record to Buyers) Table: Artefacts (linked record to Buyers)

9. The PostGIS Spreadsheet Schema (no-tool option)

If Nick is on a plane with no Notion / no Airtable / no SaaS, the sovereign-fallback is a Google Sheet with exactly 12 columns. One row per buyer. One tab per week. Archive tabs are append-only.

Tab: "Buyers (master)" A=buyer_id | B=full_name | C=role | D=org | E=tier | F=state | G=last_touch | H=next_action | I=ask_1line | J=signal_score | K=deal_gbp | L=honesty_flag Tab: "Touch Log 2026-W{{n}}" A=date | B=time | C=buyer_id | D=touchpoint_n | E=channel | F=outcome | G=notes Tab: "Weekly Review {{date}}" Re-rank | Re-estimate | Re-tier | Move to CLOSED

10. The Weekly Friday 16:00 BST Review

Every Friday at 16:00 BST, 30-min block, the sovereign review. Five things happen:

Re-rank tiers — any buyer whose signal_score crossed 60 promotes up a tier; any below 15 demotes down a tier.
Re-estimate deal_value — adjust based on the latest reply/intelligence.
Move to CLOSED — any buyer with 90d silence OR explicit decline → state = CLOSED, honesty_flag = 🟡 or 🔴.
Open new DISCOVER — if a new buyer surfaces (referral, event, RSS), create a fresh row with state = DISCOVER.
Roll the 90-day calendar forward — every active buyer gets their next 7 touchpoints re-stamped onto the new 90-day window.

11. The Anti-Stale Guarantee

The CRM decays by design if not maintained. The penalties (-10 / -25 / -50) make stalling visible. No buyer can sit in DEMO for 60 days without the signal-score collapse triggering a Friday-review promotion-or-close decision. This is sovereign-by-construction: the data model makes lying-to-yourself impossible.

12. The Reporting Layer

Three sovereign reports auto-generated every Friday:

Pipeline-by-tier: count of buyers × state × tier × sum(deal_value). Visible at a glance which tier is converting.
Stalled buyers: any row where state = DEMO and last_touch > 14d → must be actioned or moved.
Honesty-flag roll-up: count of 🟢 / 🟡 / 🔴 across the 12 rows. If 🔴 > 3, sprint retro must address.

13. The Audit Trail (BFT-defensible)

Every state transition is logged in the append-only Touch Log table with a SHA-512 hash of the row's contents at that moment. This means anyone — including the 33-agent BFT council or the AUKUS-aligned external verifier — can replay the buyer's journey from DISCOVER to CLOSED and prove no field was tampered with. DEFONEOS-SEAL issuance (for CLOSED-WON) requires the audit trail to be intact.

🟥 7-Line Honesty Register

No real CRM is wired yet. This is the schema + the routine. Nick must copy this into Notion / Airtable / Sheets before 14 Jul 09:00.
The signal_score rubric is heuristic, not validated. It's a starting point — refine weekly based on what actually moves buyers.
The 7-touchpoint budget is tight for T1, generous for T4. Real-world reply-rates will force re-calibration by Aug 2026.
No Calendly is wired yet. The +7d call-ask touchpoint requires a real booking link with 30-min slots in BST.
The 33-agent BFT vote is not yet run on this pipeline. This is a JEEVES-authored artefact, not yet BFT-cleared for issuance.
The deal_value_est column is fiction until signal_score ≥ 60. Pre-pipeline estimates are aspirational; treat them as a thinking-tool, not a forecast.
Email tracking pixels trigger spam filters in some enterprise environments. Use Mail-Tester / SpamAssassin to verify before deploying pixel tracking on T1 sends.

DEFONEOS · Sovereign Public Services OS · Day-10 GTM_PREP · 10 Jul 2026 · Auto-pilot tick 61 · JEEVES @ MiniMax-M3 🐉🔥