Owner: HR Recruiter (Delivery & Client Operations function)
Joint Ownership: Delivery & Client Operations Lead (⭕ seat vacant) · Integrator
(headcount approval) · CEO (final hiring decision + all termination sign-off)
Department: D6 — Operations (HR & People)
Entity: REMAP.ai + PrivateAI (both)
Status: v0.9 · In Progress / Reviewing
Upstream: Quarterly Priorities · OPS-F01c (Budget) · AIS Placement SOP
Downstream: OPS-H01 People Register · OPS-L01b (Contracts) · DEL-11 (Performance)
ℹ️ In the BOS, recruiting and bench supply sit with the HR Recruiter under the
Delivery & Client Operations seat. See the
Delivery & Client Operations seat charter
and the Accountability Chart. Where this hub and the BOS
differ, the BOS applies.
HR & People owns the full lifecycle of every person who works at or with REMAP.ai and
PrivateAI — from the moment a hiring need is identified through to departure and access
revocation. Two tracks run in parallel: internal employees (full-time, part-time) and
contractors (general Upwork contractors and AIe/AIc client-facing placements).
⚠️ Integrator and CEO involved — The Integrator approves internal headcount
before recruitment opens (held by the founder while the Integrator seat is vacant).
The CEO conducts the final interview and makes the final hiring decision for internal hires.
For contractors, the CEO posts every Upwork job, reviews all applications, and
makes the final hiring decision. The CEO signs off on every termination decision
(internal employees).
| ID | Name | Owner | Status | Priority |
|---|---|---|---|---|
| OPS-H01a | Internal Hiring & Onboarding | HR Recruiter + Delivery Lead | v0.9 · Reviewing | High |
| OPS-H01b | Internal Offboarding | HR Recruiter | v0.9 · In Progress | High |
| OPS-H01c | Contractor Hiring & Onboarding | HR Recruiter + Delivery Lead | v0.9 · In Progress | High |
| OPS-H01d | Contractor Offboarding | HR Recruiter | v0.9 · In Progress | High |
| Policy | What it covers | Status |
|---|---|---|
| Compensation & Working Conditions | Pay bands and CPI, band progression, AIS retention bonus, Core profit share, leave, working hours | 🟡 Draft — not yet in effect |
Headcount approved (Integrator)
↓
OPS-H01a (Hiring & Onboarding)
↓
[Employment — ongoing]
↓
OPS-H01b (Offboarding)
Capacity need identified
↓
OPS-H01c (Contractor Hiring — Upwork)
↓
[Engagement — active]
↓
OPS-H01d (Contractor Offboarding)
AIe/AIc client-facing placements are NOT covered by OPS-H01c. Those route
through the AIS Placement SOP, which has a
separate, more rigorous vetting process. See OPS-H01c for the distinction.
| Workflow | When the CEO is involved |
|---|---|
| OPS-H01a | (1) Headcount is approved by the Integrator before recruitment opens — hard gate. (2) Conducts the final-stage interview and makes the final hiring decision (Step 11). |
| OPS-H01b | Sign-off required on every termination decision before execution — both performance-based and disciplinary paths. |
| OPS-H01c | Posts every Upwork job (Step 1). Reviews and shortlists all applications (Steps 2–3). Makes the final hiring decision and issues the Upwork contract (Step 6). |
| OPS-H01d | Administrative exception only — closes the Upwork contract if platform permissions require the account owner to act. Not a process ownership role. |
How hiring and exit decisions are approved under the BOS. These rules come from the
Delivery & Client Operations and
Finance & Legal seat charters.
| Decision | Prepared by | Approved by | Source |
|---|---|---|---|
| New internal role or headcount increase | HR Recruiter + relevant Tier 2 lead | Integrator (founder while the seat is vacant) | Delivery charter: internal core headcount above three |
| Internal hire: final interview and decision | HR Recruiter | CEO | Finance & Legal DoA: new engagements |
| General contractor (Upwork): engagement and pay rate | HR Recruiter + relevant Tier 2 lead | CEO | Finance & Legal DoA: contractor pay rates, new engagements |
| AIS hire onto the bench | HR Recruiter, with an Architect technical interview | No approval needed; monthly summary to the Integrator | Delivery charter: AIS hire onto the bench |
| Release of an AIS under the bench rules or after poor-performance feedback | Delivery Lead decides | Monthly summary to the Integrator | Delivery charter |
| Termination of an internal employee or contractor | HR Recruiter + Finance & Legal Lead | CEO | Finance & Legal DoA: terminations |
AIS placements never go through OPS-H01c. Bench hiring follows the
AIS Placement SOP and the rules above.
| Tool | How it's used |
|---|---|
| Indeed | Internal hiring — job posting, screening questions, applicant collection |
| Upwork | Contractor hiring — job posting, application review, contracts, payments |
| Jira | Recruitment tracking — TBD pending OPS-O02 |
| Microsoft Excel | Applicant tracking database, PIP tracker, warnings log |
| Discord | Interviews, onboarding coordination, contractor communication |
| Google Meet / Calendar | Interview scheduling and conducting |
| Loom | Candidate video introduction submissions (internal hiring) |
| ClickUp | Handover task tracking and offboarding checklists (internal offboarding) |
| Google Forms | 360° feedback collection (performance reviews) |
| Google Workspace | Email, Docs — deactivation target on departure |
| AWS | Infrastructure access — revoked by DevOps on departure |
| Canva | Offer letter templates, onboarding documentation |
| Custom GPT | Candidate scoring — currently paused (Step 4 of OPS-H01a) |
| # | Gap | Impact | Owner |
|---|---|---|---|
| 1 | OPS-H01 (HR & People Master) not yet documented | No master People Register governance | HR Recruiter |
| 2 | No formal appeal process for disputed performance warnings | Handled ad hoc — legal risk | HR Recruiter + Finance & Legal Lead |
| 3 | Exit interview not consistently practiced (OPS-H01b Step 12) | Process gap — learning lost | HR Recruiter |
| 4 | OPS-L01b Templates D/E (contractor IP/NDA) not executed alongside Upwork contract | Compliance gap — Upwork T&Cs only | Finance & Legal Lead + CEO |
| 5 | No formal contractor offboarding checklist | Access revocation manual and unverified | HR Recruiter + OPS-O02 |
| 6 | PIP tracking tool, payroll software, HRIS not yet confirmed | Multiple manual processes pending OPS-O02 | OPS-O02 |
| 7 | AI candidate assessment (OPS-H01a Step 4) currently paused | Scoring inconsistent during high-volume hiring | HR Recruiter — reinstate when volume normalises |