Shirin Prajapati

Senior Project Manager at PEMI

Shirin Prajapati

Senior project manager building calmer systems for messy operational work.

I lead complex sub-metering projects and build internal systems, automations, and AI workflows that reduce repetitive work and make the team easier to run.

See selected work Read field notes
№ 01 What I do 01 / 05

I manage projects and build the systems that make the work easier to run.

My work sits at the intersection of live project delivery, internal systems, and practical automation. I care most about making operational work clearer, calmer, and easier to trust.

  1. Project management

    I run complex operational work.

    I manage live sub-metering and operational projects at Provident, keeping moving parts aligned across timelines, people, and field realities.

  2. Internal systems

    I build calmer ways to work.

    When the process is messy, I design practical systems that make project information easier to track, trust, and use.

  3. Automation + AI

    I automate the repetitive layer.

    I use Python, APIs, and AI workflows to reduce manual update cycles and create operating leverage for the team.

500+

hours reclaimed annually

across the two largest automations
280+

active projects inside the system I built

across 4 PMs, one working source of truth
14s

daily reconciliation run time

down from 2.5 hours
№ 02 Selected work 02 / 05

A few systems and workflows I’ve built to make project work easier to run.

These are the clearest examples of how I think: find the friction, understand the workflow, then build something simpler and more reliable.

S01 — 2023
300+ projects tracked

Notion PM System

Built from Scratch — Now the PM Team’s System

A custom PM workspace that replaced scattered trackers with one shared system for intake, status, and handoffs.

company projects
280+
fields per intake
2–3
adoption
PM team
  • Notion
  • Automations
  • Relations

Evaluated Monday, ClickUp, and Notion. Chose Notion and built the system from scratch — intake forms, status automations, milestone tracking, team handoffs. Sales now files a form when a project needs review, so fewer updates get stranded in email. Logistics is partially integrated. Other teams have guest access to see live project data. The PM team runs through it daily: 300+ projects tracked, 280+ actively managed across 4 PMs.

S02 — 2025
8hr/wk saved

Meter Data Portal → Notion

Weekly One-Way API Sync

A scheduled sync that removes weekly manual data entry and keeps project-level progress current automatically.

projects processed
189
cadence
Mon 10:30
team time saved
8hr/wk
  • Python
  • Notion API
  • Scheduler

After the Notion system was running, I wondered if commissioning data from the meter data portal could update Notion automatically. I did not know what an API was yet, so I learned with ChatGPT, requested API access and documentation, and built a Python script to test the pull. That first test worked. The automation now runs every Monday at 10:30 AM, processes 189 projects, applies commodity-specific rules for water, thermal, hydro, EV, and gas meters, and pushes commissioned meter counts into Notion.

S03 — 2025
300hr/yr reclaimed

Payment Reconciliation

Automated Daily Reconciliation

A finance automation that compresses a repetitive morning reconciliation workflow into a short scheduled run.

institutions
14
runtime
14s
per year
300hr
  • Python
  • Pandas
  • Cogsdale

Finance teams used to split transactions by bank, reconcile control reports against statements, then prepare Cogsdale batch files — by hand, every morning. Now one Python script ingests the raw data, reconciles, and produces audit-ready batches across 14 institutions. It runs in under fifteen seconds.

S04 — 2026
In development

Meter Data Validation

Know What’s Late Before Anyone Has to Ask

An in-progress validation service designed to surface late reads and route follow-up before they become surprises.

status
building
trigger
scheduled
goal
clear follow-up
  • Python
  • FastAPI
  • SQLite

Late meter reads were easy to miss until someone manually logged in and checked — or until a report failed. This FastAPI service is being built to run scheduled checks per meter group, flag anything overdue, and route the right signal to the right team. It is currently in development.

№ 03 Field notes 03 / 05

Writing on project work, systems, automation, and AI.

Short notes on things I have built, learned, or figured out while trying to make operational work simpler.

2026.04.24 Featured
  • AI
  • MCP
  • Systems

How I Built a Shared Brain for My AI Agents

My AI setup started splitting into islands. Hermes on my VPS knew one thing, Claude Code and Codex on my MacBook knew another, and I got tired of re-explaining the same context.

Read the note
  1. 2026.04.22 The First API That Made Me Believe I Could Automate Work Python · API · Automation
  2. 2026.04.21 How a Messy Excel Tracker Turned Into My First Internal PM System PM · Notion · Systems
№ 04 Right now 04 / 05

What the logbook says today.

  1. Active

    Running the day job

    Managing 80+ active sub-metering projects at Provident, with the systems I built helping the team stay on top of the work.

    Apr 2026
  2. Pilot

    Building with AI

    Developing shared-brain and AI workflow ideas that make context, follow-up, and repetitive work easier to handle.

    2026.04
  3. Queued

    Looking for the next bottleneck

    Still paying attention to the parts of the job that feel heavier than they should, then figuring out how to simplify them.

    Ongoing

Toolkit — the stack under the hood

Build

  • Python
  • SQL
  • FastAPI
  • Pandas

Orchestrate

  • Notion
  • Notion API
  • Automations

Ship

  • Claude Code
  • VS Code
  • GitHub
  • Vercel
№ 05 Say hello 05 / 05

Inbox is open

Say hello.

The fastest way in is email, especially if you’re working on a messy process that should probably be calmer.

shirinprajapati5@gmail.com
LinkedIn ↗ Based in Toronto, Canada Open to conversations