Owner: Head of Delivery (HoD)
Contributors: AI Engineers (build + maintain) · PM (coordination) ·
DevOps Lead (infrastructure + deployment) · CEO (strategic oversight —
quarterly review)
Department: D4 — Delivery
Entity: PrivateAI
Status: v1.0 · Reviewing
Version: 1.0 | Last updated: 2026-07-18
What this workflow does: Governs how all internal AI agents and n8n automations
built by the delivery team are designed, reviewed, deployed, registered, monitored,
and maintained — covering both client-facing delivery automations and internal
operational automations (e.g. automations supporting DEL-08, CS-03, MKT-01c).
What triggers it: Any of the following:
What it produces: A registered, documented, monitored agent in DEL-09-DOC-01
(Internal AI Agent & Automation Register) — with a design brief, build log entry
in DEL-09-DOC-02, and a defined monitoring and maintenance schedule.
Why it matters: REMAP.ai builds AI agents for clients — the internal automation
stack must reflect the same standard of quality, documentation, and governance
that clients expect in their deliverables. An unregistered, undocumented, or
unmonitored internal agent is a liability, not an asset.
⚠️ Agentic coding tool and agentic framework beyond n8n are TBD pending
OPS-O02 (Technology Stack Assessment). Until confirmed, n8n is the default
automation platform for all internal agents. This workflow will be updated
when OPS-O02 confirms the broader toolset.
| In scope | Out of scope |
|---|---|
| n8n workflows built for internal operational use | Client-facing agent builds (governed by DEL-02, DEL-03, DEL-04) |
| Internal AI agents using Claude, GPT, or other LLMs | One-off scripts or manual automations not intended for ongoing operation |
| Automations supporting DEL, CS, MKT, OPS workflows | Client-owned automations post-handover |
| All agents in the DEL-09-DOC-01 register | Prototype or sandbox experiments not yet approved for production |
| Role | Department | Responsibility | CEO? |
|---|---|---|---|
| HoD | D4 | Primary owner — approves all new agents before build, reviews design briefs, signs off deployment, leads quarterly register review | No |
| AI Engineers | D4 | Build, test, deploy, and maintain all internal agents per this workflow | No |
| PM | D4 | Coordinates build timeline, tracks agent status in Jira, logs incidents | No |
| DevOps Lead | D5 | Infrastructure deployment and hosting — AWS, n8n instance, environment access | No |
| CEO | D6 | Quarterly register review — strategic oversight of automation direction | Yes — quarterly |
Step 1 — Agent proposal
Step 2 — Design brief (DEL-09-DOC-01 entry — draft)
INT-[YYYY]-[NNN] e.g. INT-2026-001)Step 3 — Build in development environment
Step 4 — Internal testing
Step 5 — HoD sign-off before production deployment
Step 6 — Production deployment
Step 7 — Register in DEL-09-DOC-01
Step 8 — Team notification
Step 9 — Ongoing monitoring
Step 10 — Incident response
Step 11 — Change management
Step 12 — Deprecation
Step 13 — Quarterly review (CEO attends)
| Field | Required | Notes |
|---|---|---|
| Agent ID | Yes | Format: INT-[YYYY]-[NNN] |
| Agent name | Yes | Descriptive — what it does |
| Supporting workflow | Yes | Which DEL/CS/MKT/OPS workflow this supports |
| Trigger | Yes | What starts the agent |
| Process summary | Yes | What the agent does — step by step |
| Output | Yes | What it produces |
| Tools and integrations | Yes | n8n nodes, APIs, LLMs, platforms |
| Data accessed | Yes | Read / write / both — what data |
| IP sensitivity | Yes | Green / Amber / Red |
| Error handling | Yes | What happens on failure |
| Monitoring approach | Yes | How it is watched |
| Maintenance owner | Yes | Named team member |
| Status | Yes | Proposed / In Build / Active / Paused / Deprecated |
| Build date | Yes (on Active) | Date deployed to production |
| Last reviewed | Yes | Date of last quarterly review |
| DEL-09-DOC-02 reference | Yes | Link to build and change log |
| Tool | How it's used | Agent-ready |
|---|---|---|
| n8n | Primary automation platform — all internal agents built and run here | Yes — native |
| DEL-09-DOC-01 | Internal AI Agent & Automation Register — Wiki.js | Yes — self-hosted |
| DEL-09-DOC-02 | Agent Build & Change Log — Google Workspace | Yes — API + MCP |
| Jira | Build tasks, test cases, incident tracking, quarterly review actions | Yes — confirmed |
| Discord | Agent proposals, incident alerts, team notifications | Yes — API |
| AWS | Infrastructure hosting for n8n and agent dependencies | Yes — confirmed |
| Claude / LLM APIs | AI capability layer for agents that use language models | Yes |
| Google Workspace APIs | Docs, Sheets, Calendar integrations | Yes — API + MCP |
| Agentic coding tool | TBD — pending OPS-O02 | TBD |
| Agentic framework | TBD — pending OPS-O02 | TBD |
Agent proposal (Step 1)
| Outcome | Action | Owner |
|---|---|---|
| Approved | Design brief → Step 2 | HoD |
| Deferred | Logged for future review | HoD |
| Rejected | Reason documented | HoD |
Testing outcome (Step 4)
| Outcome | Action | Owner |
|---|---|---|
| All tests pass | HoD sign-off → production | AI Engineer |
| Tests fail | Fix and retest | AI Engineer → HoD |
Production smoke test (Step 6)
| Outcome | Action | Owner |
|---|---|---|
| Passes | Register as Active | AI Engineer |
| Fails | Rollback → investigate → redeploy | AI Engineer + DevOps Lead |
Incident severity (Step 10)
| Severity | Action | Owner |
|---|---|---|
| Minor — agent fails, no client impact | Maintenance owner resolves < 24h | Maintenance owner |
| Major — repeated failure or data error | HoD leads resolution | HoD |
| Client-impacting | DEL-06 triggered | HoD → DEL-06 |
| Scenario | How to handle | Escalation |
|---|---|---|
| Agent deployed without HoD approval | Immediately disable in n8n. HoD reviews. Redeployment only after proper approval. | HoD |
| Agent causes data error or incorrect output | Disable immediately. Log in DEL-09-DOC-02. HoD investigates. If client data affected → DEL-06 P1. | HoD → DEL-06 |
| n8n production instance unavailable | DevOps Lead leads recovery. Dependent workflows notified by PM. | DevOps Lead → HoD |
| OPS-O02 changes the approved toolset | HoD reviews all Active agents for tooling compatibility. Migration plan created. | HoD + DevOps Lead |
| Agent accesses data outside its brief | Disable immediately. HoD + Legal Lead review for IP or confidentiality breach. | HoD → Legal Lead → DEL-06 if client impact |
| Quarterly review missed | HoD reschedules within 2 weeks. CEO informed of delay. | HoD |
| Metric | Type | Target |
|---|---|---|
| All live agents in DEL-09-DOC-01 register (%) | Leading | 100% — zero unregistered agents |
| HoD approval obtained before production deployment (%) | Process | 100% |
| Agent incidents reported and logged in DEL-09-DOC-02 (%) | Process | 100% |
| Minor incidents resolved within 24h (%) | Leading | 100% |
| Quarterly register review completed on schedule (%) | Process | 100% |
| Changes deployed without dev environment testing (count) | Lagging | 0 |
| Step | Current state | Suggested automation | Tool | Effort |
|---|---|---|---|---|
| Step 9 — Agent monitoring | Manual log checks | n8n self-monitoring: execution failure → Discord alert to maintenance owner within 5 min | n8n + Discord | Low |
| Step 13 — Quarterly review prep | Manual (PM builds pack) | n8n quarterly trigger → compile DEL-09-DOC-01 agent status summary → auto-build review pack | n8n + Wiki.js | Medium |
| Step 1 — Agent proposal tracking | Discord message | Jira proposal card template → HoD notified automatically | n8n + Jira | Low |
| Step 11 — Change approval gate | Manual HoD review | Jira change request card → HoD approval required before build task unlocked | Jira workflow | Low |
This workflow governs internal automations supporting:
Upstream (triggers DEL-09):
Downstream (DEL-09 feeds into):
| Version | Date | Description | Author |
|---|---|---|---|
| 1.0 | 2026-07-18 | Initial release — 5-phase agent lifecycle (proposal, build, deployment, monitoring, quarterly review), DEL-09-DOC-01 register field specification, DEL-09-DOC-02 change log, HoD approval gates, incident severity routing, OPS-O02 tooling TBD noted. | Hamza Tasneem (HoD) |