Owner: Head of Delivery (HoD — Hamza Tasneem)
Contributors: CEO (approves all decisions) · BA (cost analysis) ·
DevOps Lead (technical agent-readiness assessment) ·
Any workflow owner raising a gap (D1–D6)
Department: D6 — Operations
Entity: REMAP.ai + PrivateAI (both)
Status: v1.1 · In Progress
Version: 1.1 | Last updated: 2026-07-19
Reviewed by: Pending — HoD review
Classification: Confidential
⚠️ CEO involved — every decision. CEO approves every tool adoption,
rejection, or deferral decision before it becomes part of the confirmed stack.
Standing priority: reduce CEO's day-to-day bottleneck by delegating more
assessment work to HoD/BA over time, keeping CEO only at final sign-off.
What this workflow does: Provides the single, standard process for evaluating,
adopting, replacing, or removing any tool in the REMAP.ai / PrivateAI technology
stack — and for recording that decision permanently so the reasoning is never lost.
What triggers it: A gap is identified in the stack — this can come from:
What it produces: A completed Technology Decision Paper (Adopt / Reject / Defer)
for the tool in question, and an updated Technology Stack Register reflecting the
current approved state of the stack.
Why it matters: The stack is the operational backbone both entities run on.
Every workflow across D1–D5 depends on tools being agent-ready and cost-justified.
An undisciplined stack creates duplicated tools, unmanaged cost, and blockers to
automation — this workflow keeps tool decisions deliberate, auditable, and aligned
to the agent-ready / open-source-preferred standard.
| Role | Department | Responsibility | CEO? |
|---|---|---|---|
| HoD | D6 | Primary owner — authors every Decision Paper, maintains the Stack Register, runs quarterly stack review, routes each recommendation to CEO for sign-off | No |
| CEO | D6 | Approves every Adopt/Reject/Defer decision before it takes effect · provides strategic input on tool priorities at quarterly planning (OPS-O04b) | Yes — approval authority |
| BA | D6 | Supports cost analysis · feeds pricing/cost impact into Decision Paper | No |
| DevOps Lead | D5 | Provides technical agent-readiness assessment (API/webhook/MCP availability) for infrastructure-adjacent tools | No |
| Workflow owner raising the gap | D1–D6 | Submits the gap description and operational need driving it | No |
Primary owner: HoD — accountable for stack register and decision log accuracy.
Review authority: HoD with CEO sign-off required on every individual decision.
Every tool assessed against two mandatory requirements:
| Criterion | Requirement |
|---|---|
| Agent-ready | Must have API / webhook / MCP support — rated: Agent-ready / Conditional / Not agent-ready |
| Open-source preference | Open-source preferred where functionality is equivalent to a paid alternative |
Evaluation matrix (scored per candidate):
| Dimension | What is assessed |
|---|---|
| Agent-readiness | API/webhook/MCP support |
| Open-source status | Open-source or proprietary |
| Cost | Licence + hosting + maintenance cost |
| Integration ease | How easily it connects to the existing stack |
| Support | Documentation quality + community/vendor support |
| Security | Data handling, access controls, compliance posture |
| Vendor stability | Risk of tool being discontinued or pivoting |
Step 1 — Gap identified
Step 2 — Gap logged in Stack Register
Step 3 — Candidate tools identified 🤖
Step 4 — Agent-readiness assessment
Step 5 — Evaluation matrix scored
Step 6 — Decision Paper drafted
Step 7 — CEO review and sign-off ⚠️ Hard gate
Step 8 — Tool adopted and stack updated
Step 9 — Decision Paper filed 🤖
Step 10 — Quarterly stack review
| Tool | How it's used | Agent-ready |
|---|---|---|
| Jira | Gap logging + initial assessment (candidates, scoring) through Steps 1–5 | Yes — confirmed |
| Wiki.js | Final Decision Paper documentation (Steps 6–9) + Decision Paper index | Yes — self-hosted |
| Google Sheets | Technology Stack Register — confirmed stack, gaps, deprecated tools | Yes — API + MCP |
| Discord | Internal discussion + CEO review notification | Yes — API |
| n8n | Automation of register updates and decision index notifications | Yes — core agent tool |
Tool gap note: The specific wiki platform confirmation is pending OPS-O02
Knowledge Management assessment — the practice of using a wiki for final
Decision Papers is confirmed regardless of platform.
CEO sign-off verdict (Step 7)
| Outcome | Action | Owner |
|---|---|---|
| Approved | Adoption + stack update (Step 8) | HoD |
| Changes requested | Revise Decision Paper · resubmit (Step 6) | HoD |
| Declined | Gap logged as Deferred/Rejected · paper filed (Step 9) | HoD |
| Scenario | How to handle | Escalation |
|---|---|---|
| CEO unavailable for time-sensitive decision | HoD proceeds with provisional pilot under capped budget + time limit — flagged as "pilot, pending CEO ratification" in the register | Discord escalation · formal ratification at next available review |
| Adopted tool fails agent-readiness after adoption | Log as new gap immediately · treat as Replace decision through the same process | HoD → CEO (Replace decision) |
| Two workflow owners request conflicting tools for the same gap | HoD consolidates requirements from both parties before scoring · CEO breaks tie if unresolved | HoD → CEO |
| No candidate meets agent-readiness bar | Log as "Deferred — no viable candidate" · keep gap open · revisit at next quarterly review | HoD → CEO note in OPS-O04b |
| Metric | Type | Target |
|---|---|---|
| Open gaps older than 1 quarter (count) | Leading | 0 |
| Decision Papers completed vs gaps raised (%) | Lagging | 100% of gaps have a filed paper within 1 quarter |
| Confirmed stack tools that are agent-ready (%) | Leading | 100% |
| Time from gap logged to CEO sign-off (days) | Leading | TBD — baseline not yet measured |
| Step | Current state | Suggested automation | Tool | Effort |
|---|---|---|---|---|
| Steps 1–2 — Gap logging | Manual register entry | Auto-create register row from Jira ticket tagged "tech-stack-gap" | n8n | Low |
| Step 9 — Decision Paper filing | Manual index update | Auto-append new Decision Paper to index on Wiki.js page creation | n8n | Low |
| Step 10 — Quarterly review prep | Manual pull of open gaps | Auto-generate pre-review summary of all open gaps and their age | n8n | Medium |
Upstream:
Downstream:
| Version | Date | Description | Author |
|---|---|---|---|
| 1.0 | 2026-07-19 | Initial build from Operating Manual and Annex A (D6) | Workflow Builder |
| 1.1 | 2026-07-19 | HoD review: Jira confirmed for Steps 1–5, Wiki confirmed for Steps 6–9 · tools table updated | Workflow Builder |
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