Permission set in force
Oakridge Property Management Revised summary, sign-off pending 2 approvals pending
What the Oakridge maintenance triage pilot is permitted to do, who permitted it, and every approval and permission change on record, written for the security reviewer. Prepared by Sam Okoro, lead consultant at Fernway Automation, for the Oakridge security reviewer and Diane Foster, operations director at Oakridge Property Management. Record as of October 1, 2026.
- Read the maintenance inbox
- Read only, sending is not enabled. Approved by Diane Foster on Aug 26.
- Create tickets in the coordinator queue
- Create only, the pilot cannot edit or close tickets. Approved by Diane Foster on Aug 28.
- Read the approved vendor list
- Scoped to the vendor list only. Approved by Diane Foster on Sep 2.
- Route after-hours requests to the on-call coordinator
- Approved by Diane Foster on Sep 16. Applies to requests received between 6 pm and 7 am.
- Dispatch vendors
- Never a standing permission. Every dispatch waits for a named approver.
- Not permitted
- Messaging tenants (excluded from scope), sending from the inbox, editing or closing tickets, and dispatching under a spend limit (not approved).
Oakridge permission history
Every Oakridge permission and approval request on record, oldest first. The approver is the person named on the record, never a shared account.
| Date | Record | Permission | Decision | Approver | Owner |
|---|---|---|---|---|---|
| Aug 26, 10:30 | Maintenance inbox read access | Read the maintenance inbox | Approved | Diane Foster | Elise Fontaine |
| Aug 28, 15:00 | Coordinator queue ticket creation | Create tickets in the coordinator queue | Approved | Diane Foster | Elise Fontaine |
| Sep 2, 14:00 | Vendor list read access | Read the approved vendor list | Approved | Diane Foster | Elise Fontaine |
| Sep 16, 15:30 | After-hours routing rule | Route after-hours requests to the on-call coordinator | Approved | Diane Foster | Sam Okoro |
| Sep 25, 16:00 | Vendor visit spend limit | Dispatch routine vendor visits under a spend limit | Pending | Diane Foster | Sam Okoro |
| Sep 30, 23:45 | Emergency vendor dispatch | Dispatch approved vendors after hours | Pending | Diane Foster | Sam Okoro |
Approval gates in the pilot record
The pilot record keeps each approval as a gate: approved with its date, or waiting for the named approver.
Who may approve
- Diane FosterOperations director, Oakridge Property Management, approver of record on every Oakridge permission
- Priya RamanMaintenance operations manager, Oakridge Property Management, second named approver, confirmation pending
- Sam OkoroLead consultant, Fernway Automation, requests permissions and cannot approve them
- Ines MoreauAutomation engineer, Fernway Automation, checks that each run stays inside its permission
- Who may approve
- Two named Oakridge approvers. A shared account, the pilot itself and Fernway Automation staff cannot approve.
- Needs a person every time
- Every vendor dispatch, including after-hours dispatch. Nothing is dispatched under a standing approval.
- Standing approvals
- Read access to the maintenance inbox and the approved vendor list, ticket creation in the coordinator queue, and routing after-hours requests to the on-call coordinator.
- When an approver is unavailable
- The second named approver decides once Diane Foster has confirmed them. Until then a request stays pending and nothing is dispatched.
- Narrowing or withdrawing
- Diane Foster can narrow or withdraw any permission, and the record shows who did it and when.
How one approval is recorded
The example follows the burst pipe report of Sep 30. The run cannot dispatch on its own, so it holds a draft and asks a named approver. Whatever the answer, the record gets one entry.
- Request loggedWith the permission it needs
- Draft heldA dispatch is never sent on its own
- Named approver askedDiane Foster or the second named approver
- Decision recordedApproved, declined or still pending
- Run recordedIdentity, scope, time and result
Retention and data handling
Reviewer checklist
For the Oakridge security reviewer
- Every Oakridge permission names a scope and a named approverdone
- No shared account is listed as an approverdone
- Vendor dispatch always waits for a named approverdone
- Every execution shows identity, scope, time and resultdone
- Diane Foster confirms Priya Raman as the second named approver (Sam Okoro asked, confirmation outstanding)open
- Diane Foster decides the vendor visit spend limit and the emergency vendor dispatchopen
- Retention and data handling terms checked against the engagement agreementopen
- Reviewer signs off the revised summary (Sam Okoro sends it once the approvers are confirmed, planned Oct 6)open
Sign-off
The revised summary goes to the security reviewer with the two named approvers as soon as Diane Foster confirms them. The conversion checklist review with Diane, after two weeks of the new tenant form, is planned for the week of Oct 12.