project-master-orchestrator

name	project-master-orchestrator
description	Central coordinator for multi-platform workflow management across GitHub, Plane.so, and ClickUp. Orchestrates monitoring, reporting, and issue management across platforms.
version	1.0.0
author	Thuong-Tuan Tran
tags	["workflow","orchestration","project-management","clickup","github","plane"]

Project Master Orchestrator

Overview

The Project Master Orchestrator is the central coordinator for a multi-agent workflow management system that integrates with GitHub, Plane.so, and ClickUp. It orchestrates specialized agents to monitor projects, generate reports, and manage issues across platforms.

Core Responsibilities

1. Workflow Orchestration: Coordinate execution across multiple specialized agents
2. State Management: Maintain global state across all platforms and phases
3. Platform Coordination: Manage interactions with GitHub, Plane.so, and ClickUp
4. Error Handling: Implement retry logic, error recovery, and escalation
5. Quality Assurance: Validate outputs before proceeding between phases
6. Reporting: Generate comprehensive workflow reports and summaries

Architecture

Orchestration Pattern

The orchestrator follows a 6-phase hybrid execution model combining sequential and parallel execution:

Phase 0: Initialization (Sequential) - 30s
Phase 1: Discovery & Data Collection (Parallel) - 1-2 min
Phase 2: Analysis & Processing (Sequential) - 2-3 min
Phase 3: Action Execution (Parallel with coordination) - 3-5 min
Phase 4: Synchronization & Validation (Sequential) - 1 min
Phase 5: Reporting & Completion (Sequential) - 1 min

Agent Structure

Phase 1 Agents (ClickUp-focused):

• clickup-integration-agent - ClickUp API client
• monitoring-collector-agent - Event aggregation
• project-report-generator - Report generation
• issue-manager-agent - Task management

Phase 2 Agents (Multi-platform):

• github-integration-agent - GitHub API client
• plane-integration-agent - Plane.so API client

Phase 3 Agents (Advanced):

• communication-facilitator-agent - Communication analysis
• project-manager-agent - Project planning
• data-synchronizer-agent - Cross-platform sync
• alert-system-agent - Alert management

Input Specification

Command-Line Interface

python orchestrate_workflow.py \
  --action <monitor|report|manage|sync> \
  --platforms <clickup|github|plane> \
  --project <project-id> \
  [--report-type <daily|weekly|monthly|sprint>] \
  [--format <markdown|json|html|pdf>] \
  [--list-id <clickup-list-id>] \
  [--assignee <user-id>] \
  [--priority <low|medium|high|critical>]

Input JSON Structure

{
  "action": "monitor|report|manage",
  "platforms": ["clickup"], // Phase 1: ClickUp only
  "project": "project-identifier",
  "parameters": {
    "reportType": "daily|weekly|monthly",
    "format": "markdown|json|html|pdf",
    "listId": "clickup-list-id",
    "assignee": "user-id",
    "priority": "high",
    "sprint": "sprint-24"
  }
}

Output Specification

Global State File

Location: project-workspace/active-projects/{workflow-id}/global-state.json

{
  "workflowId": "workflow-2025-12-02-143022",
  "action": "monitor|report|manage",
  "platforms": ["clickup"],
  "status": "phase_name",
  "createdAt": "2025-12-02T14:30:22.000Z",
  "author": "Thuong-Tuan Tran",
  "phases": {
    "initialization": {
      "status": "complete",
      "output": "global-state.json",
      "timestamp": "2025-12-02T14:30:22.000Z"
    },
    "discovery": {
      "status": "complete",
      "output": "data/clickup-collected.json",
      "agents": {
        "clickup": "complete",
        "monitoring": "complete"
      }
    },
    "analysis": {
      "status": "complete",
      "output": "analysis/clickup-analytics.json"
    },
    "actions": {
      "status": "complete",
      "subphases": {
        "monitoring": "complete",
        "report_generation": "complete",
        "issue_management": "complete"
      }
    },
    "synchronization": {
      "status": "complete",
      "output": "sync/status.json"
    },
    "reporting": {
      "status": "complete",
      "output": "reports/final-report.md"
    }
  },
  "metadata": {
    "executionTime": 485,
    "platformsData": {
      "clickup": {
        "spaces": [],
        "folders": [],
        "lists": [],
        "tasks": [],
        "timeTracked": 0
      }
    },
    "metrics": {
      "tasksCreated": 0,
      "tasksUpdated": 5,
      "tasksCompleted": 3,
      "reportsGenerated": 2,
      "monitoringEventsProcessed": 47
    },
    "errors": []
  }
}

Generated Artifacts

Monitoring:

• monitoring/clickup-events.json - Real-time event stream
• monitoring/dashboard.html - Interactive monitoring dashboard

Reports:

• reports/daily-{date}.md - Daily standup report
• reports/weekly-{week}.md - Weekly progress report
• reports/monthly-{month}.md - Monthly project report
• reports/velocity-report-{week}.md - Sprint velocity report

Analysis:

• analysis/clickup-analytics.json - ClickUp analytics
• analysis/patterns.json - Pattern detection results
• analysis/insights.json - Generated insights

Issues:

• issues/{task-id}.json - Individual task data
• issues/bulk-operations.json - Bulk operation results

Workflow Phases

Phase 0: Initialization

Duration: ~30 seconds

Activities:

1. Parse user input and validate parameters
2. Generate unique workflow ID (format: workflow-YYYY-MM-DD-HHMMSS)
3. Create project workspace directory structure
4. Initialize global state file
5. Load platform configuration files
6. Test platform API connections
7. Setup webhook endpoints (if enabled)

Validation Gates:

• Platform credentials valid
• Required parameters present
• Workspace created successfully

Output:

• global-state.json - Initialized state
• Workspace directory structure

Phase 1: Discovery & Data Collection

Duration: 1-2 minutes (parallel execution)

Activities:

1. Parallel Execution (ClickUp-focused):

   • Fetch spaces, folders, lists from ClickUp
   • Collect tasks with metadata
   • Retrieve time tracking data
   • Gather team activity metrics

2. Monitoring Collection:

   • Aggregate real-time events
   • Normalize event data
   • Detect patterns and correlations

Validation Gates:

• Platform API calls successful
• Data collected > 0
• No critical errors

Output:

• data/clickup-collected.json - ClickUp raw data
• monitoring/clickup-events.json - Event stream

Phase 2: Analysis & Processing

Duration: 2-3 minutes

Activities:

1. Normalize data across platforms
2. Calculate velocity metrics
3. Identify bottlenecks and blockers
4. Generate insights and recommendations
5. Prepare action items

Validation Gates:

• Analysis complete
• Metrics calculated successfully
• Insights generated

Output:

• analysis/clickup-analytics.json - Analytics results
• analysis/patterns.json - Pattern detection
• analysis/insights.json - Generated insights

Phase 3: Action Execution

Duration: 3-5 minutes (parallel with coordination)

Activities:

1. Monitoring (if action=monitor):

   • Process event stream
   • Detect anomalies
   • Generate alerts

2. Report Generation (if action=report):

   • Create daily/weekly/monthly reports
   • Format in requested output type
   • Generate visualizations

3. Issue Management (if action=manage):

   • Create/update tasks
   • Bulk operations
   • Status synchronization

Coordination:

• Shared state file updates
• Lock files for critical sections
• Event-driven triggers

Output:

• Action-specific artifacts
• Updated global state

Phase 4: Synchronization & Validation

Duration: ~1 minute

Activities:

1. Validate all operations completed successfully
2. Check for conflicts or errors
3. Update global state
4. Prepare rollback data (if needed)
5. Log completion metrics

Validation Gates:

• All operations successful
• State consistent
• No unresolved errors

Output:

• sync/status.json - Synchronization status
• Updated global state

Phase 5: Reporting & Completion

Duration: ~1 minute

Activities:

1. Generate final workflow report
2. Archive project artifacts
3. Send notifications (if configured)
4. Cleanup temporary files
5. Update state to "complete"

Output:

• reports/final-report.md - Workflow summary
• Archived project

State Management

MultiPlatformStateManager

The orchestrator uses an enhanced MultiPlatformStateManager class (in scripts/multi_platform_state_manager.py) that extends the existing StateManager:

Key Features:

• Platform-specific state tracking
• Multi-platform data aggregation
• Cross-platform synchronization status
• Error logging with retry logic
• Phase transition validation

Usage:

state_manager = MultiPlatformStateManager(state_file)
state_manager.update_phase("discovery", "complete")
state_manager.add_platform_data("clickup", clickup_data)
state_manager.add_metric("tasks_created", 5)
state_manager.log_error("phase_name", error_details)

Error Handling

Retry Logic

Pattern: 3-attempt retry with exponential backoff

retry_config = {
    "max_attempts": 3,
    "base_delay": 5,  # seconds
    "max_delay": 60,
    "backoff_factor": 2
}

Error Handling Strategy:

1. Log error to state.json
2. Retry operation (up to 3 attempts)
3. If max retries exceeded, mark phase as "error"
4. Continue with other parallel phases
5. Report final status in summary

Error Types

Recoverable Errors:

• Network timeouts
• Rate limit exceeded
• Temporary API failures

Non-Recoverable Errors:

• Invalid authentication
• Missing required parameters
• Workspace creation failure

Platform Integration

ClickUp Integration (Phase 1)

Configuration:

• API token in config/clickup-config.json
• Rate limit: 100 requests/minute
• Webhook support for real-time events

API Endpoints:

• /api/v2/list/{list_id}/task - Task operations
• /api/v2/space/{space_id} - Space operations
• /api/v2/folder/{folder_id} - Folder operations
• /api/v2/team - Team operations

Webhook Events:

• Task created/updated/deleted
• List changed
• Time tracked
• Comment added

GitHub Integration (Phase 2)

Configuration:

• Personal Access Token or GitHub App
• Rate limit: 5000 requests/hour
• Webhook support

API Endpoints:

• /repos/{owner}/{repo}/issues - Issues
• /repos/{owner}/{repo}/pulls - Pull Requests
• /projects - Projects v2
• /repos/{owner}/{repo}/discussions - Discussions

Plane.so Integration (Phase 2)

Configuration:

• X-API-Key header
• Rate limit: 60 requests/minute
• Webhook support

API Endpoints:

• /work-items/ - Work items
• /projects/ - Projects
• /cycles/ - Cycles
• /modules/ - Modules

Quality Gates

Phase Transitions

Requirements for moving to next phase:

1. All previous phase outputs exist
2. No critical errors logged
3. Required data collected
4. Validation checks passed

Output Validation

Checks:

• File exists
• File size > 0
• Valid JSON/Markdown format
• Required fields present
• Data consistency

Performance Targets

Execution Time:

• Total workflow: < 12 minutes
• Phase 0 (Init): < 30 seconds
• Phase 1 (Discovery): < 2 minutes
• Phase 2 (Analysis): < 3 minutes
• Phase 3 (Actions): < 5 minutes
• Phase 4 (Sync): < 1 minute
• Phase 5 (Reporting): < 1 minute

Reliability:

• API success rate: > 99%
• Error rate: < 1%
• Data accuracy: > 99.5%

Monitoring & Metrics

Real-Time Metrics

System Metrics:

• Workflow execution time
• API call success rate
• Error rate by phase
• Agent response time

Business Metrics:

• Tasks monitored
• Reports generated
• Issues managed
• Sync success rate

Alert Conditions

Critical Alerts:

• Execution time > 15 minutes
• API failure rate > 5%
• State corruption

Warning Alerts:

• Execution time > 10 minutes
• API failure rate > 2%
• Rate limit approaching (80%)

Best Practices

File Naming

Conventions:

• data/{platform}-collected.json
• analysis/{type}-analysis.json
• reports/{report-type}-{identifier}.md
• monitoring/{platform}-events.json
• issues/{task-id}.json

State Updates

Pattern:

1. Update phase status before starting phase
2. Add output file path when complete
3. Add timestamp for tracking
4. Log errors with context
5. Update metrics incrementally

Error Logging

Include:

• Phase name
• Error message
• Stack trace
• Timestamp
• Attempt number (for retries)
• Context data

Examples

Example 1: Daily Monitoring

python orchestrate_workflow.py \
  --action monitor \
  --platforms clickup \
  --project "ecommerce-platform" \
  --report-type daily

Expected Output:

• Real-time event monitoring
• Daily standup report
• Monitoring dashboard

Example 2: Weekly Report Generation

python orchestrate_workflow.py \
  --action report \
  --platforms clickup \
  --report-type weekly \
  --format markdown html pdf \
  --sprint "sprint-24"

Expected Output:

• Weekly progress report (3 formats)
• Velocity metrics
• Sprint analytics

Example 3: Task Management

python orchestrate_workflow.py \
  --action manage \
  --platforms clickup \
  --list-id "list-123" \
  --title "Implement new feature" \
  --description "Feature description" \
  --assignee "user-456" \
  --priority high

Expected Output:

• New task created
• Task data in issues/ directory
• Success confirmation

Resources

Scripts

• orchestrate_workflow.py - Main orchestrator script
• multi_platform_state_manager.py - Enhanced state management
• platform_clients/clickup_client.py - ClickUp API client
• platform_clients/github_client.py - GitHub API client (Phase 2)
• platform_clients/plane_client.py - Plane.so API client (Phase 2)

Configuration Files

• config/clickup-config.json - ClickUp credentials
• config/github-config.json - GitHub credentials (Phase 2)
• config/plane-config.json - Plane.so credentials (Phase 2)
• config/monitoring-rules.json - Monitoring thresholds
• config/alert-rules.json - Alert definitions

Workspace Directories

• project-workspace/active-projects/ - Active workflows
• project-workspace/archive/ - Completed workflows
• config/ - Configuration files
• logs/ - Execution logs

Validation Rules

Input Validation

1. Action must be one of: monitor, report, manage, sync
2. At least one platform must be specified
3. Project ID is required
4. Report type required if action=report
5. Format must be one of: markdown, json, html, pdf

State Validation

1. Workflow ID must be unique
2. Phase statuses must be valid (pending, in_progress, complete, error)
3. Metadata must include executionTime
4. Errors array must exist (can be empty)
5. Platforms array must match requested platforms

Output Validation

1. All declared output files must exist
2. File sizes must be > 0
3. JSON files must be valid
4. Required fields present in outputs
5. Timestamps must be valid ISO 8601 format

Troubleshooting

Common Issues

Issue: "ClickUp API authentication failed"

• Solution: Verify API token in config/clickup-config.json
• Check token permissions and expiration

Issue: "Rate limit exceeded"

• Solution: Implement exponential backoff
• Reduce request frequency
• Upgrade API plan if needed

Issue: "Phase validation failed"

• Solution: Check previous phase outputs exist
• Verify file format and required fields
• Review state.json for error details

Issue: "Webhook delivery failed"

• Solution: Verify webhook URL is accessible
• Check webhook signature verification
• Review webhook event payload format

Debug Mode

Enable verbose logging:

export LOG_LEVEL=DEBUG
python orchestrate_workflow.py --action monitor --platforms clickup

Future Enhancements

Phase 2-3 Roadmap:

• GitHub Projects v2 integration
• Plane.so Cycles and Modules
• Cross-platform issue synchronization
• Advanced analytics and predictions
• Machine learning-based insights
• Slack/Discord notifications
• Custom dashboard creation

Version History:

• v1.0.0 - Initial ClickUp integration (Phase 1)
• v1.1.0 - GitHub and Plane.so support (Phase 2)
• v1.2.0 - Advanced features (Phase 3)

---

Author: Thuong-Tuan Tran Version: 1.0.0 Last Updated: 2025-12-02