---
project: pbs-project-tracking
type: project-plan
status: active
path: Tech/Projects
tags:
  - pbs
  - github
  - trello
  - project-management
created: 2026-04-19
updated: 2026-04-19
---
# PBS Project Tracking System

Two-layer project tracking: GitHub Issues for task-level work (linked to
commits), Trello for shared high-level visibility with Jenny.

## Architecture

- **GitHub Issues** — per-repo project boards, task-level tracking, linked
to commits via issue numbers
- **Trello** — shared board with Jenny, high-level project phases and
milestones
- **Gitea** — unchanged, continues as Obsidian vault repo and n8n pipeline
endpoint
- **Lovebug** — references GitHub issue numbers in phase-based commits
(e.g. `closes #14`)

## Phase 1 — Manual Setup (Loose Coupling)

Goal: Get both tracking layers in place and establish the workflow habit.
No automation between GitHub and Trello — manual sync only.

### GitHub Issues Setup

- [ ] Enable GitHub Projects on each active PBS repo
- [ ] Create issue templates for standard task types (feature, bug,
infrastructure)
- [ ] Create labels that map to project areas (e.g. `membership`,
`security`, `content-intelligence`, `infrastructure`)
- [ ] Create milestones for current project phases (e.g. "Membership LOE 1
Phase 3", "Cloudflare Access Setup")
- [ ] Populate initial issues from existing project plans in the vault
- [ ] Confirm Lovebug workflow includes issue number references in commit
messages

### Trello Board Setup

- [ ] Create PBS shared board (or repurpose existing if Jenny has one)
- [ ] Define lists: Backlog, Up Next, In Progress, Done
- [ ] Create cards for each high-level project/phase:
  - Membership Platform LOE 1 — Phase 3 (Sunflower Garden)
  - Cloudflare Access Setup
  - Content Intelligence Platform (YouTube + GSC pipelines)
  - Per-Container Ansible Playbooks
  - WordPress Log Monitor
  - Video Editing queue
- [ ] Add checklists to cards for sub-phase visibility (e.g. Phase 3a–3e
under Membership)
- [ ] Invite Jenny to the board
- [ ] Establish cadence — update Trello cards when starting/finishing a
phase

## Phase 2 — n8n Automation (Trello Sync)

Goal: Automate status updates from GitHub to Trello so the shared board
stays current without manual effort.

### n8n Workflow Design

- [ ] Set up GitHub webhook trigger in n8n (listen for issue state changes)
- [ ] Map GitHub repo + milestone to corresponding Trello card
- [ ] When all issues in a GitHub milestone close → move Trello card to
Done (or update checklist item)
- [ ] When first issue in a milestone moves to In Progress → move Trello
card to In Progress
- [ ] Add Google Chat notification on Trello card transitions (webadmin
space)
- [ ] Test on a single repo/card pair before expanding

### Mapping Strategy

- [ ] Define naming convention so n8n can match GitHub milestones to Trello
cards (e.g. milestone name matches card title)
- [ ] Document the mapping in this project file once established

## Key Decisions

- **Per-repo issue boards** (not a single central tracker) — keeps issues
next to the code
- **Loose coupling first** — validate the workflow before automating
- **GitHub over Gitea for project tracking** — keeps CI/CD and build
compute off the production server
- **Gitea unchanged** — continues serving Obsidian vault and n8n pipeline

## Commit Linking Convention

Reference issues in commit messages for automatic linking:

```bash
# Link to an issue
git commit -m "Build card grid component for Sunflower Garden #12"

# Close an issue from a commit
git commit -m "Wire up save button API, closes #14"
```

This turns git history into a traceable project journal.

-- 
...sent from Jenny & Travis