# Industry digital platform: phased build and acceptance checklist

P02 reference template | V1.0 | 19 October 2026

Use actual business facts. Do not pass unchecked items or preset universal durations, scale, technology, vendors or operating effects. Keep unknown-source or unresolved matters pending verification.

## 1. Current-phase build scope

| Matter | Required entry |
| --- | --- |
| Business problem and baseline | To complete; affected step and existing records |
| Start, end and unfinished matters | To complete; start action, end result and tracking open matters |
| Included and excluded scope | To complete; business, categories, participants, nodes and permitted volume |
| Roles and responsibilities | To complete; business owner, builders, record maintenance, acceptance, support and approvers |
| Inputs, outputs and main statuses | To complete; submitter, confirmer and records at each step |
| Necessary functions and manual steps | To complete; manual-step owner, records and checks |
| Acceptance definitions and comparison basis | To complete; define system capability and operating effects separately; record baseline before trial |
| Stage resources and recurring costs | To complete; separate build, data preparation, training, support and maintenance costs |
| Scope-change method | To complete; reviewer/approver of new requests and effective timing |

## 2. Business statuses and corresponding records

Each record type retains its ID and links to original business. Support split orders, partial deliveries and combined reconciliation; do not require one order per delivery or receipt.

| Stage | Input and source | Executor and confirmer | Output and status | Related records and checking method |
| --- | --- | --- | --- | --- |
| Request initiation | To complete | To complete | To complete | To complete |
| Supply confirmation | To complete | To complete | To complete | To complete |
| Performance and delivery | To complete | To complete | To complete | To complete |
| Reconciliation confirmation | To complete | To complete | To complete | To complete |
| Collection tracking where applicable | To complete or outside this phase; explain the handover | To complete | To complete | To complete |

Specify owners of specifications, units and delivery terms; update timing; change confirmer; affected ongoing business; correction method and retained evidence.

## 3. Roles and permissions check

Assign view, entry, confirmation, edit and export rights by actual action. Login access does not confer all business permissions.

| Check item | Current arrangement and basis | Verification result |
| --- | --- | --- |
| Each role operates within authority only | To complete | To complete |
| Key confirmations have traceable owners and basis | To complete | To complete |
| Records have sources, necessity and use authority | To complete | To complete |
| Changes distinguish original, reason and confirmation | To complete | To complete |
| Permission changes after departure, role change or cooperation end | To complete | To complete |
| Export and sharing scope controlled | To complete | To complete |

## 4. Normal and exception workflow checks

Select relevant scenarios. Use “passed / fix pending / further check needed / not applicable this phase, explain”, each with evidence, owner and next action.

| Test scenario | What to observe | Result, evidence and next action |
| --- | --- | --- |
| One normal business cycle | Are input, confirmation, delivery, reconciliation and outstanding duties linked? | To complete |
| Request correction or cancellation | Changed statuses, confirmer and downstream notice | To complete |
| Split orders and partial delivery | Do child records and undelivered portions reconcile to the original? | To complete |
| Quantity, specification or quality differences | Fact recording, owner and return to actual status | To complete |
| Reconciliation dispute or combined reconciliation | How are records linked; do disagreements remain visible? | To complete |
| Duplicate submission | Can duplicates be detected/handled; any duplicate posting or action? | To complete |
| Entry error and correction | Are original evidence and revisions retained? | To complete |
| Excess authority or permission changes | Are unauthorized actions restricted? | To complete |
| Failure and recovery | Are fallback handling and post-recovery reconciliation executable? | To complete |

## 5. Four stages and progression criteria

Progression follows actual delivery and checks; dates track work and do not automatically signify approval.

| Stage | Main deliverable | Checks before advancing |
| --- | --- | --- |
| 1 Define problem and scope | Scope, flow, roles, necessary data, baseline and two acceptance definitions | Shared participant understanding; scope, responsibilities and resources confirmed |
| 2 Complete the limited workflow | Normal/main exceptions, authority, records and checking methods | Key business gaps handled; conditions for actual use verified |
| 3 Controlled trial operation | Limited real business, daily support, suspension/resumption terms, fallback and operating records | Separate system/business conclusions; clear open issues and follow-up |
| 4 Stable handover and expansion review | Operating responsibility, instructions, training, data handling, recovery testing and recurring budget | New owner can operate; review evidence, resources, duties and authority for expansion separately |

Stage 4 may hand over the existing scope first. If operating evidence cannot support expansion, retain limited use, observe further or adjust/retest; do not claim readiness for full rollout.

## 6. Two acceptance records

### A. System capability

- Normal workflows and main exceptions can actually be executed and checked.
- Permissions and key confirmations match agreed responsibilities.
- Original evidence, status, changes and linked records are traceable.
- Important errors, duplicates and reconciliation differences have handling methods.
- Defined fallback works during failures; data and open matters reconcile after recovery.
- Records, export and backup restoration are actually tested; untested parts are marked.

**Current conclusion:** to complete. Separate passed scope, issues, evidence, owners and follow-up.

### B. Operating effects

- Real business and users exist; demonstrations are not counted as operating outcomes.
- Before/after business scope, periods and indicator definitions are clear.
- Identify changes in delivery quality, waiting, rework and reconciliation issues.
- Identify changes in additional staff-hours, costs and burdens for each party.
- Check effects of volume, order complexity, price and supply changes.
- Distinguish supported improvements, observation pending and contrary signals.

**Current conclusion:** to complete; “observation pending” is valid. System acceptance does not establish operating effects, and good business results do not conceal critical system problems.

## 7. Operating handover checklist

| Handover item | Owner, documentation and test evidence |
| --- | --- |
| Daily rules, versions and permission maintenance | To complete |
| Issue intake, response and escalation | To complete |
| Operating suspension, fallback and resumption approval | To complete; triggers, owners, difference handling and retest evidence |
| Staff instructions, training and operation tests | To complete |
| Existing data organization, migration and reconciliation | To complete |
| Data export, retention, access and handling | To complete |
| Actual backup and restoration tests | To complete |
| Failure fallback, post-recovery entries and reconciliation | To complete |
| Primary business record and end conditions for temporary parallel checking | To complete |
| Recurring maintenance budget, open matters and responsibility | To complete |

The new owner must independently handle at least one business event and applicable main exceptions. Receiving instructions alone does not establish operating capability.

## 8. Next-scope review

1. Which categories, participants, nodes, volume or regions are added, and how do they differ?
2. Do workflows, data definitions, permissions and support fit? What must change?
3. Do business evidence, resources, staffing and recurring budget support further investment?
4. Are prior problems handled; will expansion worsen critical open issues?
5. Who approves, how is new scope tested, and how are new uses paused while necessary obligations continue?

**Decision:** retain limited scope / adjust and retest / defer expansion / approve next limited scope. Record basis, owners, resources, authority, open matters and next review; no automatic full deployment.