# AJ IT Solution — AI Automation Discovery Worksheet

Use this worksheet before building an AI-assisted workflow.

## 1. Current Process
- Process name:
- Business owner:
- Who performs it today?
- How often does it run?
- Average minutes per case:
- Current tools/systems:
- Most common failure or delay:

## 2. Trigger, Inputs & Outputs
- What starts the workflow?
- Required inputs:
- Expected output:
- Which input fields are mandatory?
- Which inputs contain personal, confidential, or regulated information?

## 3. Which Steps Need AI?
For each step, mark one:
- Deterministic rule
- API/data lookup
- AI classification
- AI extraction
- AI summarization
- AI drafting
- Human decision

Prefer deterministic rules for calculations, permissions, and hard business constraints.

## 4. Human Approval Boundary
- Which actions can be automatic?
- Which actions require review?
- Who can approve?
- What happens if no one approves?
- Are any actions financial, destructive, customer-facing, or permission-changing?

## 5. Integrations
For each system record:
- System/provider:
- Official API available?
- Authentication method:
- Required permission/scope:
- Rate/quota limit:
- Retry behavior:
- Data retention requirement:

## 6. Failure & Recovery
- What happens on timeout?
- Can the action be safely retried?
- How are duplicates prevented?
- Where is failure logged?
- Who receives an alert?
- Can a human resume/replay the workflow safely?

## 7. Success Metrics
Choose measurable outcomes:
- Minutes saved per case
- Cases processed per day
- Error rate
- Duplicate-entry reduction
- Response time
- Manual review rate
- Recovery rate after failures
- Cost per completed workflow

## 8. Launch Gate
- [ ] Test cases include normal, empty, malformed, and duplicate inputs.
- [ ] Sensitive actions have explicit approval rules.
- [ ] Secrets are stored server-side.
- [ ] Logs do not expose unnecessary personal or secret data.
- [ ] Rollback/disable switch exists.
- [ ] Owner accepts provider data-use and cost boundaries.