For: Dan Sofer, Anna Braybrooke, Jessica Jeffery
Date: July 2, 2025
Purpose: Project approval and strategic alignment
We propose building an integrated platform that connects our existing information systems while adding new capabilities for personalized learning and automated compliance documentation. This platform would combine two complementary systems—Coterie for relationship management and Seeker for learning management—creating a unified view of our learning community from application through alumni engagement.
The platform would consolidate data from Airtable, Notion, and Google Calendar while adding AI-powered learning paths, automated OFSTED evidence collection, and visual mapping of the complex relationships within our organization. Rather than replacing existing tools immediately, it would integrate with them while providing new capabilities we don't currently have.
Our organizational data currently exists in several separate systems:
- Airtable contains cohort and learner information
- Notion houses curriculum resources and documentation
- Google Calendar manages scheduling and events
- Important relationships and context often exist in conversations and institutional memory
Current workflows involve:
- Accessing multiple systems to get complete information about learners or cohorts
- Manually compiling information for stakeholder updates and external requirements
- Tracking complex relationships (mentorship, facilitation history, skill development) through informal methods
- Setting up new cohorts by updating information across several platforms
Meeting regulatory requirements currently involves:
- Gathering evidence from multiple sources
- Manual compilation of learner progress documentation
- Creating reports from disparate data sources
This proposal details two integrated systems that work together as a unified platform:
Coterie would function as an intelligent mapping system for our entire learning community. Built on a graph database, it would store and visualize the complex relationships between people, cohorts, projects, skills, events, and resources.
Core capabilities:
- Complete relationship tracking: Who facilitated which cohorts, who mentored whom, which learners worked on which projects, and how these connections evolved over time
- Interactive visualization: Visual, explorable maps showing how people, skills, and projects connect across the organization
- Intelligent querying: Both predefined queries for common needs and free-text questions like "Show me all facilitators with React experience from London cohorts"
- Automated reporting: Generate reports and worksheets by pulling together related information from across the network
- Alumni tracking: Maintain connections and engagement with graduates as they move into their careers
Integration features:
- Import existing data from Airtable and Notion while maintaining those systems
- Sync with Google Calendar for event scheduling
- Export data in multiple formats for external communications
- Role-based access ensuring different user types see appropriate information
Seeker would provide structured, adaptive learning experiences for both applicants and current learners, using AI to personalize paths and provide feedback.
Core capabilities:
- Personalized learning paths: Generate individualized sequences based on skill assessments, adapting as learners progress
- AI-powered feedback: Provide structured feedback on code submissions and identify areas needing improvement
- Application readiness assessment: Automatically evaluate when applicants are prepared for the program
- Progress monitoring: Track skill acquisition, engagement metrics, and milestone completion
- Resource recommendation: Curate relevant learning materials based on individual progress and learning style
Learning environment features:
- Containerized workshops: Isolated development environments for each learner with automatic provisioning
- Collaborative coding: Enable cohort-based collaborative work within secure containers
- Git-based progress tracking: Parse commit histories to understand learning patterns and development
- Intervention alerts: Identify learners who may need additional support based on engagement and progress indicators
The two systems would share data seamlessly:
- Learning achievements in Seeker automatically update learner profiles in Coterie
- Relationship information from Coterie informs personalized recommendations in Seeker
- Skills assessments flow between both systems
- Event scheduling coordinates across both platforms
This integration means that as someone progresses from applicant to learner to facilitator, their complete journey is tracked and their changing role automatically reflected in both their learning experience and their position in the organizational network.
- Single location for complete learner and cohort information
- Reduced need to access multiple systems for routine queries
- Comprehensive view of organizational relationships and history
- Automated collection of evidence for regulatory requirements
- Streamlined report generation from integrated data
- Comprehensive documentation of learner journeys and outcomes
- Clear, personalized learning paths for applicants
- Tailored resource recommendations for current learners
- Better identification of learners needing additional support
- Visual insights into patterns across cohorts and time periods
- Data-driven understanding of what approaches work best
- Preserved institutional knowledge independent of individual staff
12-month development timeline in four phases:
- Months 1-3: Foundation - Core data structure and basic interface
- Months 4-6: Learning Features - Personalized paths and automated assessment
- Months 7-9: Integration - Connection with existing Google, Airtable, and Notion systems
- Months 10-12: Compliance - OFSTED reporting and documentation automation
Each phase delivers working functionality, allowing for feedback and adjustment throughout development.
- Maintain existing systems during development with gradual data integration
- Regular stakeholder feedback to ensure the system meets actual needs
- Modular design allowing each phase to provide standalone value
This overview focuses on organizational impact and strategic considerations. Detailed technical specifications are available in the full Project Requirements Document for development planning.