# Approval Workflow: Tools vs Projects

**Created:** 2026-04-29
**Authority:** Mike Swanson (owner)
**Context:** Cascades CA role gap fix discussion

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## General Tools (Immediate Operational Changes)

**Scope:**
- remediation-tool skill and all subscripts
- onboard-tenant.sh and MSP automation utilities
- Backup scripts, sync scripts, operational tooling
- Any utility designed to support field work

**Approval Authority:**
- **Howard Enos** can modify directly to further his work
- **Claude** can execute changes with approval from **either** Howard **or** Mike
- No roadmap process required
- Changes go directly to implementation

**Rationale:**
Tools need to adapt quickly to field conditions. When a technician hits a blocker (like the CA role gap), the tool should be fixed immediately to unblock the work.

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## Projects (Structured Development)

**Scope:**
- GuruRMM (Rust/Axum server + dashboard)
- ClaudeTools API (FastAPI/MariaDB)
- Radio show audio processor
- Any larger software system with architectural complexity

**Approval Authority:**
- **Requires Mike Swanson approval** for changes
- Feature requests → add to project roadmap
- Bugs → add to project bug list
- More structured development workflow with planning

**Rationale:**
Projects need architectural oversight, version planning, and consideration of downstream impacts. Changes follow formal development process.

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## Examples

### Tool Fix (Approved Immediately)
- **Scenario:** Howard discovers Tenant Admin SP lacks CA Administrator role in newly onboarded tenant
- **Action:** Fix onboard-tenant.sh to assign the role automatically
- **Approval:** Mike approved in conversation; Howard could have approved directly
- **Process:** Implement immediately, test, commit

### Project Feature (Roadmap)
- **Scenario:** Howard wants GuruRMM to add automatic Windows patching workflow
- **Action:** Add to GuruRMM roadmap with priority and scope notes
- **Approval:** Mike reviews roadmap quarterly, prioritizes features
- **Process:** Design → approval → sprint planning → implementation

### Project Bug (Bug List)
- **Scenario:** GuruRMM dashboard doesn't refresh agent status automatically
- **Action:** Add to GuruRMM bug list with severity and reproduction steps
- **Approval:** Mike reviews bug list, assigns priority
- **Process:** Triage → fix → test → deploy

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## When Unclear

**If in doubt about tool vs project:**
- Tools are utilities that **support** the work
- Projects are systems that **are** the work

**If in doubt about approval:**
- Operational blocker in the field → tool fix, proceed with available approval
- Enhancement or new capability → ask Mike first
- Security or credential handling → always confirm with Mike

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**Status:** Active policy
**Last Updated:** 2026-04-29