Owner: Head of Delivery (HoD)
Contributors: All delivery team members (contributors) · PM (coordination) ·
CEO (quarterly review + IP policy oversight) · Legal Lead (INF-03 alignment)
Department: D4 — Delivery
Entity: PrivateAI
Status: v1.0 · Active
Version: 1.0 | Last updated: 2026-07-18
What this workflow does: Governs how PrivateAI captures, organises, protects,
and reuses the knowledge generated across all delivery engagements — AIe, AIc, and
AI Projects. Covers four knowledge streams: engagement learnings, reusable technical
components, contractor knowledge capture, and the quarterly health review of the
knowledge base itself.
What triggers it: Four distinct triggers:
What it produces: A maintained Delivery Knowledge Base (DEL-07-DOC-01) on
Wiki.js — organised by engagement type, technology, and framework — plus a
Contractor Knowledge Capture Form per contractor departure, and a quarterly health
review report.
Why it matters: Every engagement generates knowledge — about client industries,
technical architectures, prompt patterns, compliance approaches, and what works
and what doesn't. Without a structured process to capture and organise that
knowledge, it walks out the door with every contractor and stays locked inside
individual team members' heads. DEL-07 is how PrivateAI builds a compounding
advantage over time.
⚠️ IP boundary — what can and cannot be captured. All knowledge capture
must comply with INF-03 (IP & Confidentiality Policy). Client-specific data,
business logic, or proprietary processes cannot be captured. General technical
learnings, anonymised approaches, and reusable components can be captured.
HoD reviews any entry where IP sensitivity is flagged.
| Role | Department | Responsibility | CEO? |
|---|---|---|---|
| HoD | D4 | Primary owner — reviews all knowledge entries for IP compliance, maintains knowledge base structure, leads quarterly health review | No |
| All delivery team members | D4 | Contributors — create knowledge entries at engagement close, incident close, and on an ongoing basis | No |
| PM | D4 | Coordinates knowledge capture timing — ensures entries are filed within SLA | No |
| CEO | D6 | Joins quarterly knowledge base health review · priority: migrating CEO-held tacit knowledge into the shared base | Yes — quarterly |
| Legal Lead | D6 | INF-03 alignment — consulted on any entry where IP sensitivity is unclear | No |
| HR Lead | D6 | Coordinates Contractor Knowledge Capture Form (DEL-07-DOC-02) timing with OPS-H01d | No |
Platform: Wiki.js — wiki.remap.ai (confirmed as group-wide KM platform
per DEL-02 and DEL-04 team confirmation · OPS-O02 formal ratification pending)
Top-level sections:
| Section | Contents |
|---|---|
| AI Engineering | n8n workflow patterns · agent architectures · LLM integration approaches · prompt libraries · tool-specific guides |
| AI Compliance | Framework implementation guides (ISO 27001, GDPR, HIPAA, SOC2, Essential 8, MAS TRM) · gap analysis templates · control libraries |
| AI Projects | Build patterns · deployment approaches · UAT frameworks · client handover templates |
| Industry Context | Anonymised client industry notes — common pain points, regulatory context, integration patterns by sector |
| Lessons Learned | Engagement retrospectives · incident learnings · what-worked and what-didn't entries |
| Reusable Components | Code modules · prompt templates · n8n sub-workflows · QA frameworks · assessment templates |
| Contractor Knowledge | Entries from DEL-07-DOC-02 forms filed at contractor offboarding |
Entry format (mandatory for all entries):
| Field | Required | Notes |
|---|---|---|
| Title | Yes | Descriptive — what this entry is about |
| Date | Yes | Date of entry creation |
| Author | Yes | Team member who created the entry |
| Engagement type | Yes | AIe / AIc / AI Project / Internal |
| Section | Yes | Which top-level section this belongs to |
| Summary | Yes | 2–3 sentences — what this entry covers |
| Detail | Yes | Full content — technical, process, or contextual |
| Reusability | Yes | High / Medium / Low — how reusable is this beyond the original context |
| IP sensitivity flag | Yes | Green (no sensitivity) / Amber (reviewed by HoD) / Red (legal review required) |
| Related entries | No | Links to related Wiki.js pages |
Step 1 — Trigger: engagement close notification
Step 2 — Create knowledge entry (DEL-07-DOC-01)
Step 3 — HoD IP compliance review
Step 4 — Entry published to knowledge base
Step 5 — Trigger: P1 or P2 incident closed (DEL-06)
Step 6 — Create lessons-learned entry
Step 7 — Trigger: contractor offboarding initiated (OPS-H01d)
Step 8 — Contractor completes knowledge capture form
Step 9 — PM review and knowledge base transfer
/Delivery/ContractorKnowledge/.Step 10 — Quarterly health review (CEO joins)
Step 11 — CEO knowledge transfer (priority action)
| Category | Can capture | Cannot capture |
|---|---|---|
| Technical approaches | General methodology, anonymised architecture patterns, prompt structures | Client-specific configurations tied to client IP |
| Industry context | General sector challenges, regulatory landscape, common integration patterns | Client business logic, client data, proprietary client processes |
| Tools and integrations | How a tool was used, what worked and didn't | Client API keys, credentials, or access details |
| Engagement outcomes | Performance benchmarks, quality metrics (anonymised) | Client-specific KPIs or confidential results |
| Lessons learned | Process and technical learnings | Client names or identifying details |
When in doubt — flag as Amber and consult HoD. Never self-approve a Red entry.
Refer to INF-03-DOC-01 for the full IP and confidentiality policy.
| Tool | How it's used | Agent-ready |
|---|---|---|
| Wiki.js | Primary knowledge base platform — DEL-07-DOC-01 | Yes — self-hosted |
| Google Workspace | DEL-07-DOC-02 Contractor Knowledge Capture Form · review packs · archived forms | Yes — API + MCP |
| Jira | Knowledge capture tasks · deadline tracking · DEL-10 action items | Yes — confirmed |
| Discord | PM notification of knowledge capture triggers | Yes — API |
| Google Meet | CEO knowledge transfer sessions · quarterly review | Yes |
| INF-03-DOC-01 | IP policy reference for HoD review step | Yes — internal ref |
IP compliance review (Step 3)
| IP sensitivity | Action | Owner |
|---|---|---|
| Green — no sensitivity | Approve immediately | HoD |
| Amber — unclear | HoD reviews · Legal Lead if needed | HoD → Legal Lead |
| Red — contains sensitive content | Reject · author revises | HoD |
Contractor knowledge capture form completeness (Step 9)
| Condition | Action | Owner |
|---|---|---|
| Complete and IP-clean | Transfer reusable content to Wiki.js | PM → HoD |
| Incomplete | PM follows up with contractor before final day | PM |
| Contains IP-sensitive content | HoD reviews · remove before transferring | HoD |
| Scenario | How to handle | Escalation |
|---|---|---|
| Delivery team member leaves without filing knowledge entry | PM files a best-effort entry from available project documentation. Flag as incomplete. | HoD reviews — determine if additional capture is possible |
| Contractor refuses to complete DEL-07-DOC-02 | Note refusal in Jira. PM files best-effort entry from project records. | HoD assesses whether contractual obligation applies |
| CEO unavailable for quarterly review | Defer CEO knowledge transfer items to next quarter. HoD runs the review without CEO for operational items. | HoD — note delay in review report |
| Knowledge entry contains inadvertent client-identifiable information | HoD unpublishes the entry immediately. Author revises. Re-review before republication. | HoD → Legal Lead if already distributed |
| Wiki.js platform unavailable | File knowledge entry in Google Drive as a holding document. Transfer to Wiki.js when platform is restored. | HoD notifies Moiz (DevOps) |
| Metric | Type | Target |
|---|---|---|
| Engagement knowledge entries filed within 5 days of close (%) | Process | 100% |
| Contractor Knowledge Capture Form filed before final day (%) | Process | 100% |
| P1/P2 lessons-learned entries filed within 5 days of incident close (%) | Process | 100% |
| Quarterly health review completed on schedule (%) | Process | 100% |
| CEO knowledge transfer items completed per quarter (count) | Leading | ≥ 1 per quarter |
| Entries rejected for IP compliance issues (%) | Lagging | Trend to 0 |
| Step | Current state | Suggested automation | Tool | Effort |
|---|---|---|---|---|
| Step 1 — Capture task creation | Manual (PM notifies) | n8n: engagement close event in Jira → auto-create knowledge capture task with 5-day deadline → assign to team member | n8n + Jira | Low |
| Step 5 — Incident lessons capture | Manual | n8n: DEL-06 incident status → Closed → auto-create lessons-learned task in Jira | n8n + Jira | Low |
| Step 7 — Contractor form dispatch | Manual | n8n: OPS-H01d offboarding initiated → auto-send DEL-07-DOC-02 to contractor | n8n + Google Workspace | Low |
| Step 10 — Quarterly review preparation | Manual (PM builds pack) | n8n: quarterly trigger → compile Wiki.js entry count + Jira knowledge task completion rate → auto-build review pack | n8n + Wiki.js + Jira | Medium |
Upstream (triggers DEL-07):
Downstream (DEL-07 feeds into):
| Version | Date | Description | Author |
|---|---|---|---|
| 1.0 | 2026-07-18 | Initial release — 4 knowledge streams (engagement close, incident lessons, contractor capture, quarterly review), Wiki.js confirmed as platform, IP boundary table, mandatory entry format, CEO quarterly knowledge transfer priority. | Hamza Tasneem (HoD) |