How It Works
From the first conversation with our AI chatbot to enterprise-wide approval, every initiative follows a structured, auditable path.
The 3-Stage Governance Flow
Every initiative moves through Intake, Functional Review, and Enterprise Workflow with explicit status transitions.
Step-by-Step Walkthrough
Here is how an initiative flows from idea to enterprise deployment.
Submit via AI Chatbot
An employee has a technology need. They open the AI intake chatbot and have a natural conversation about their initiative — what tool they need, why, who will use it, and how it handles data.
- The chatbot extracts structured fields: initiative name, vendor, licensing model, deployment model, data handling, user scope, target function, problem statement, business value, estimated users, and urgency.
- Conversations are persisted — close the browser and come back anytime.
Automatic Duplicate Detection
While conversing, the AI searches your tech inventory using fuzzy matching to find tools that might already solve the need.
- If a match is found, the submitter can choose "Connect to Owner" (the system sends an intro email) or "Proceed Anyway" with justification.
- If no match, the chatbot compiles an intake document and routes to the right functional queue.
Smart Queue Routing
The AI uses your company description and queue definitions to map the initiative to the correct department review queue.
- If uncertain, the AI flags for admin manual routing.
- Submitters can override the suggested queue before submission.
Function Lead Reviews
The Function Lead for that department evaluates the initiative. They can approve for prototype, reject, hold for future, or escalate to enterprise.
- Security and legal reviews are auto-triggered based on data sensitivity and vendor status.
- Reviewers provide traffic light ratings (Green / Yellow / Red) as advisory signals.
Controlled Experimentation
Approved initiatives enter a prototype phase. The team runs a controlled pilot within their department before requesting enterprise scale.
- Function Leads capture resource requests (headcount, roles) and financial requests (licensing, infrastructure costs).
- After a successful pilot, they escalate to "Request for Scaling".
Enterprise Approval
Enterprise Leads review the full package: intake document, all reviews, financial asks, and pilot results. They approve for enterprise rollout or return for revision.
- Approved tools are automatically added to the tech inventory.
- Returned initiatives go back to functional review with mandatory feedback.
Automated Review Triggers
Security and legal reviews are automatically triggered based on the initiative's characteristics — no manual flagging needed.
Security Review
Triggered when deployment is cloud-based AND data includes PII or PHI. Security reviewers assess risk with traffic light ratings.
Legal / Contract Review
Triggered when the vendor is not already in the tech inventory. Legal reviewers evaluate contract terms and compliance.
Traffic Light Risk Ratings
Reviewers use a simple, universally understood system to communicate risk.
Green
All good — no concerns identified.
Yellow
Not ideal, but can work — proceed with caution.
Red
Do not proceed — significant risk or blockers.
Ready to Get Started?
Bring structure, visibility, and speed to your technology governance.