Delivery Handoff

Coordinates the transition from construction delivery to operating asset. Fires on Procore schedule_milestone `temp_co_received` or `final_co_received` (with units_ready_for_lease >= 1), or on AppFolio C/O recording (Handoff 8 in reference/connectors/_core/stack_wave4/lifecycle_handoffs.md). Drives TCO/CO recording, punchlist state review, retainage release schedule, rent-roll transition from lease-up plan to active, construction-sub vs operating-vendor rationalization, warranty package handoff, system as-built documentation acceptance, capex project closeout in Intacct, and dev_project_crosswalk closure (procore_project_id -> property_id linkage). Triggers lease_up_first_period once the AppFolio unit roster is active. Writes back to master_data crosswalks via approval. Handoff is not complete until every item lands within the tolerance band and development_lead signs off.

Inputs (required / optional)

Outputs

Required context

asset_class, segment, form_factor, lifecycle_stage (development or construction at trigger, transitioning to lease_up), management_mode, market, property_id, construction_project_id, dev_project_id, org_id. jurisdiction required for C/O recording and any permitting signoffs.

Process

1. Receive delivery trigger. Consume the Procore TCO/CO milestone (temp_co_received or final_co_received with units_ready_for_lease >= 1) per Handoff 8 in lifecycle_handoffs.md. Alternatively consume the AppFolio C/O record for the property. If both arrive, reconcile via stack_reconciliation_matrix.md::recon_pc_to_af_at_delivery. If neither trigger is valid, refuse.
2. Load baseline. Pull canonical development_project, construction_project, capex_project, placeholder property, and the unit roster drafted from construction drawings. Per source_of_truth_matrix.md, Procore is primary for construction_project and schedule_milestone; AppFolio is primary for property once operating.
3. TCO/CO recording. Verify the certificate of occupancy has been received and recorded in AppFolio. If only temp CO is in hand, classify the handoff as partial_delivery and run in partial_mode_behavior until final CO recorded.
4. Punchlist state review. Read the Procore punchlist; compute punchlist_closeout_rate (existing; see _core/metrics.md). Outstanding p1/p2 punchlist items block operating handoff for units with those items; cite punchlist_sla__middle_market.csv for SLA band.
5. Retainage release schedule. Confirm the retainage release plan per trade, target release date, and trigger condition. Compute retainage_release_lag_days (proposed). Outside-band items flagged for reporting_finance_ops_lead.
6. Rent-roll transition. Move the AppFolio unit roster from the lease-up plan (hypothetical units per development) to active (real units available for lease). Unit count must match construction drawings exactly per appfolio_pms.dq_rules.yaml::ap_lease_up_setup_complete. Mismatch is a blocker.
7. Vendor rationalization (construction subs vs operating service vendors). For each construction sub: confirm archived / flagged as non-operating in vendor_master_crosswalk.yaml. For each new operating vendor: run identity resolution per master_data/identity_resolution_framework.md; emit proposed additions or merges. Count goes to vendor_rationalization_count (proposed, shared with acquisition_handoff).
8. Warranty package handoff. Read the warranty package; confirm GC warranty start date + manufacturer warranties + effective windows are all captured. Track (proposed). Missing warranty items escalate via row 17.

Metrics used

• cco_to_first_lease_days (proposed: true) — days from final CO recording to first executed lease on the property; grain=property, unit=days, time_basis=event_stamped.
• tco_to_first_unit_ready_days (proposed: true) — days from temp CO to first unit marked ready-to-lease in AppFolio; grain=property, unit=days.
• delivery_handoff_completeness_score (proposed: true) — weighted completion of the delivery handoff checklist; grain=property, time_basis=as_of_date.
• punchlist_closeout_rate (existing; see _core/metrics.md) — percent of punchlist items closed at handoff; grain=project.
• retainage_release_lag_days (proposed: true) — days between release trigger met and actual release; grain=project, unit=days.
• warranty_package_completeness (proposed: true) — percent of required warranty docs on file; grain=property, unit=percent.
• as_built_doc_completeness (proposed: true) — percent of required as-built docs on file; grain=property, unit=percent.
• vendor_rationalization_count (proposed: true) — count of vendor master rows rationalized at delivery handoff (construction subs archived + operating vendors onboarded); grain=property.
• capex_closeout_lag_days (proposed: true) — days between final sign-off target and capex closeout posted in Intacct; grain=project, unit=days.
• dev_project_crosswalk_closure_lag_days (proposed: true) — days between delivery trigger and dev_project_crosswalk.yaml row closure; grain=project, unit=days.
• lease_up_pace_post_delivery (existing; see _core/metrics.md) — units leased per week after TCO; surfaced as the downstream handoff metric into lease_up_first_period.

Proposed metrics will be lifted into _core/metrics.md in a dedicated change-log entry before the workflow is promoted beyond draft.

Reference files used

• reference/connectors/_core/stack_wave4/lifecycle_handoffs.md — handoff definitions (Handoff 8).
• reference/connectors/_core/stack_wave4/source_of_truth_matrix.md — primacy rules for development_project, construction_project, capex_project, property, schedule_milestone.
• reference/connectors/_core/stack_wave4/stack_reconciliation_matrix.md — recon_pc_to_af_at_delivery blocker-severity check.
• reference/connectors/adapters/procore_construction/manifest.yaml, dq_rules.yaml, reconciliation_checks.yaml — source shape; pc_to_af_handoff check cited.
• reference/connectors/adapters/appfolio_pms/manifest.yaml, dq_rules.yaml — ap_lease_up_setup_complete rule cited.
• reference/connectors/adapters/sage_intacct_gl/manifest.yaml — GL primary for capex posted spend and closeout.
• reference/connectors/adapters/dealpath_deal_pipeline/manifest.yaml — Dealpath governance signoffs for development project.
• reference/connectors/master_data/property_master_crosswalk.yaml, dev_project_crosswalk.yaml, capex_project_crosswalk.yaml, vendor_master_crosswalk.yaml — crosswalks the workflow proposes rows for / closes.
• reference/connectors/master_data/identity_resolution_framework.md, survivorship_rules.md — identity and survivorship policy (specifically dev_project_default and capex_project_default).
• reference/normalized/schemas/reconciliation_tolerance_band.yaml — handoff-lag bands.
• reference/normalized/approval_threshold_defaults.csv — approval thresholds (rows 4, 7, 11, 17, 19).
• reference/normalized/punchlist_sla__middle_market.csv — punchlist SLA band for p1/p2 items at delivery.

Escalation points

• Handoff lag. Any workstream exceeding handoff_lag_threshold_days escalates to development_lead -> asset_mgmt_director and opens approval_request row 7.
• Missing required approver. If the development_lead sign-off cannot be routed (role vacant per approver roster), escalates per row 17.
• Vendor master conflict. Unresolved duplicate or survivorship conflict goes to master_data/unresolved_exceptions_queue.md and routes to row 19.
• Warranty package incomplete. Missing warranty documentation escalates to development_lead + legal counsel per row 17.
• TCO before punchlist complete. Temp CO received while p1/p2 punchlist items are open on units proposed for lease. Escalates to development_lead + construction_manager per row 4 (safety-critical maintenance decision). Workflow runs in partial_mode_behavior.
• Capex closeout drift. Major capex closeout posting lag in Intacct beyond band routes to reporting_finance_ops_lead per row 11 (change-order threshold class).
• Doc package incomplete. As-built package below completeness threshold routes to reporting_finance_ops_lead.

Required approvals

• development_lead_handoff_signoff — terminal approval that marks delivery handoff complete. Required for every delivery. Row 7 policy.
• capex_project_closeout_in_intacct — row 11 (major CO / capex closeout) for the final capex posting in Intacct.
• warranty_package_acceptance — row 17 (policy-marked, legal review of warranty terms prior to acceptance).
• lease_up_pricing_policy_seeded — row 13 (pricing policy above / at policy) for the opening lease-up pricing structure.
• Crosswalk row transitions and closures (property_master, dev_project, capex_project, vendor_master): routed via workflows/owner_approval_routing per survivorship_rules.md.

Failure modes

1. Silent lifecycle_stage advance. Property flipped to lease_up in AppFolio without Procore TCO/CO primacy confirmation. Fix: recon_pc_to_af_at_delivery is a blocker-severity check; workflow halts on mismatch.
2. Unit roster mismatch. AppFolio unit roster differs from construction drawings. Fix: ap_lease_up_setup_complete dq rule gates; refuse until reconciled.
3. Punchlist ignored. Operating handoff marked complete while p1/p2 items open on proposed-lease units. Fix: workflow refuses unit-by-unit handoff for affected units; escalates via row 4.
4. Warranty package incomplete. Delivery marked complete without warranty coverage in docs registry. Fix: conditional required input; warranty_package_acceptance approval gate.
5. Capex closeout drift. Capex project closed in Procore but not posted in Intacct. Fix: capex_closeout_lag_days tracked; row 11 approval required.
6. dev_project_crosswalk left open. Row never closes; procore_project_id and property_id never linked in canonical crosswalk. Fix: closure is a mandatory checklist item.
7. Construction subs not archived. Construction subs remain active in operating vendor master. Fix: vendor rationalization step is required; vendor_master_conflict escalation.
8. Operating vendors not onboarded. Handoff complete but no operating service vendors on file. Fix: operating vendor list is a required input; gap surfaces in handoff checklist.
9. Stale confidence banner. as_of_date references older than the TCO/CO date without acknowledgement. Fix: banner required per overlay staleness rule.
10. lease_up_first_period triggered prematurely. Downstream workflow fires before sign-off completes. Fix: trigger is gated on terminal sign-off.

Edge cases

• Late deal close. Not applicable (delivery is a development event, not an acquisition event). For acquisition path late close see workflows/acquisition_handoff.
• Multi-asset deal split. For development, one deal spawns one or more properties. The workflow opens one delivery-handoff instance per property delivered; parent development_project carries union status across siblings.
• Dev TCO before punch list complete. The workflow runs in partial_mode_behavior. TCO-proven units with no open p1/p2 items may be marked ready-to-lease; other units remain pre-lease until punchlist closed. tco_to_first_unit_ready_days computed on first-ready unit.
• Partial delivery. Phase-1 delivery ahead of phase-2: one delivery handoff per phase; property_master_crosswalk row updates lifecycle_stage only for the unit set delivered. dev_project_crosswalk closure deferred until final phase delivery unless survivorship_rules.md::dev_project_phase_closure allows per-phase close.
• Vendor master not rationalized. Delivery proceeds for operating rent-roll activation while vendor rationalization remains in_progress; vendor_rationalization_count tracks. Sign-off allowed only if rationalization deferred via row 19 waiver.
• Crosswalk row not created on time. dev_project_crosswalk_closure_lag_days breach triggers data-platform escalation; the workflow refuses final sign-off.
• Lender notification missed. Lender construction-to-permanent conversion is a distinct workflow; delivery handoff only emits the operating-property readiness signal. A missing lender conversion flag on the dev_project_crosswalk row routes to reporting_finance_ops_lead.
• Insurance gap during transition. Builder's risk policy ending vs. operating property policy effective date. Mid-handoff gap triggers immediate row 17 escalation; rent-roll activation halts for any insurance-dependent checklist item.
• PMA execution lag. Not applicable to delivery (PMA, if TPM, executed at acquisition or dev-deal activation).
• property_master_crosswalk row not merged. If a proposed transition row conflicts with an existing canonical_id or the review is stalled, the item lands in master_data/unresolved_exceptions_queue.md with reviewer: regional_ops_director.
• Final CO delayed past temp CO by >band. The workflow escalates via row 4; partial operating handoff may continue for already-TCO'd units.

Example invocations

1. "Run the delivery handoff for dev_project dev_chs_010_gu_2024 (Greystone Commons). Temp CO received 2026-04-02."
2. "Status of the Greystone delivery handoff — flag any items outside the lag band."
3. "Open the handoff sign-off packet for the development_lead for project dev_chs_010_gu_2024."

Example outputs

Output — Delivery handoff checklist (abridged, Greystone Commons dev_chs_010_gu_2024)

Handoff id. Handoff 8 per lifecycle_handoffs.md.

TCO/CO recording. complete. Temp CO recorded 2026-04-02; final CO targeted 2026-04-30. Partial mode while final CO pending.

Punchlist state. in_progress. punchlist_closeout_rate=87%. All p1/p2 items closed on the first 24 units proposed for lease; other units carry minor cosmetic items.

Retainage release schedule. complete. Per-trade schedule on file; retainage_release_lag_days=2 (within band).

Rent-roll transition. complete. AppFolio unit roster activated for the 24 TCO'd units; remaining 48 units staged. ap_lease_up_setup_complete check passed for the TCO'd set.

Vendor rationalization. in_progress. 9 construction subs archived; 7 of 11 operating vendors onboarded. vendor_rationalization_count=16 (9 archived + 7 onboarded).

Warranty package. complete. GC warranty + 12 manufacturer warranties on file; all start dates captured. warranty_package_completeness=100%.

As-built documentation. complete. Drawings, specs, systems manuals, commissioning reports in registry. as_built_doc_completeness=98% (one minor spec pending).

Capex closeout in Intacct. in_progress. Final cost ledger posted; contingency closeout pending row 11 approval. capex_closeout_lag_days=5.

dev_project_crosswalk closure. in_progress. procore_project_id -> property_id linkage drafted; pending reviewer approval. dev_project_crosswalk_closure_lag_days=3.

property_master_crosswalk transition. in_progress. Draft row transitioning lifecycle_stage from pre_takeover to lease_up for the TCO'd unit set; pending approval.

Lease-up pricing policy seeded. complete. Seeded via workflows/market_rent_refresh; row 13 approval on file.

Handoff completeness score. delivery_handoff_completeness_score=0.86.

Lag days. tco_to_first_unit_ready_days=3; cco_to_first_lease_days=n/a (final CO pending).

Open blockers. Operating vendor identity resolution for 4 rows; property_master_crosswalk + dev_project_crosswalk reviewer approval; capex contingency closeout row 11.

ApprovalRequest. Terminal sign-off packet assembled; routed to development_lead via workflows/owner_approval_routing row 7.

lease_up_first_period trigger. Gated on terminal sign-off; payload staged.

Confidence banner. dev_project_crosswalk@2026-03-31 (sample); capex_project_crosswalk@2026-03-31 (sample); property_master_crosswalk@2026-03-31 (sample); vendor_master_crosswalk@2026-03-31 (sample); source_of_truth_matrix@wave_4_authoritative; stack_reconciliation_matrix@wave_4_authoritative; reconciliation_tolerance_band@2026-03-31 (starter); procore_construction@wave_4 (stub); appfolio_pms@wave_4 (stub); punchlist_sla__middle_market@2026-03-31 (starter). Blocking rules cited: recon_pc_to_af_at_delivery, ap_lease_up_setup_complete, pc_to_af_handoff (none fired as blocker; one confidence-reduced in partial-mode on final CO pending).