Describe the current workflow
The FTC’s personal-information guide provides useful questions for identifying sensitive records, their purpose, and who needs access as you map the workflow.
Walk through one real example from intake to completion. Identify where information is copied, where approvals occur, and where work waits. Record exceptions as well as the normal path. A system designed only for the easiest case can move the difficult work into spreadsheets and email.
Decide who uses the application and what each role can see or change. Identify the source of important records and how corrections are handled. Keep the scope small enough that the first useful version can be tested with real work.
Evaluate existing options
Compare configuration of an existing business tool with custom development. Include licensing, integrations, maintenance, and the cost of changing the workflow. Custom software is most useful when its specific benefits justify ongoing ownership.
If AI is part of the proposal, define where a person reviews its output. Do not let uncertain generated content silently become an authoritative business record. Specify what happens when an integration or model is unavailable.
Write acceptance tests in business language
Examples include “an approved request creates one work item,” “a rejected request leaves a reason,” and “a staff member cannot view another team’s restricted records.” Include duplicate submissions, missing information, and failures of outside services.
Plan the handoff
Use NIST’s MFA guidance as background when reviewing protection for the application’s administrative accounts during handoff.
Establish ownership of source, hosting, data, and administrative access. Agree on backups, updates, support, and export of business records. A working demonstration is only part of a usable application.
See AI and business automation services to discuss a workflow, or contact Your Expert Tech with a description of the task and its current bottleneck.