De-risk Migration, Integrations, and AI Workflows

IT teams need a clear view of what data moves, what systems connect, how access is controlled, and how AI-assisted communication handles sensitive operational data.

• Structure requirements for migration, integrations, permissions, and auditability.
• Separate approved security claims from vendor marketing language.
• Make AI data handling an explicit evaluation category.

Software Replacements Fail When Technical Scope Is Vague

Waste software touches customer records, addresses, service history, route data, pricing, invoices, payments, scale tickets, call transcripts, photos, and accounting records.

• Migration scope is underestimated until implementation is already underway.
• Accounting, telephony, payments, maps, websites, and reporting tools are not mapped early enough.
• Role permissions and audit logs are treated as afterthoughts.
• AI features are evaluated without data retention, privacy, and review controls.

IT and Security Requirements to Include

These requirements help IT evaluate real implementation risk before vendor selection.

Migration Inventory

List customers, sites, contacts, pricing, assets, routes, invoices, payments, tickets, photos, and historical service records.

Integration Map

Define accounting, payments, telephony, email, SMS, maps, API, SSO, BI, and customer website integrations.

Access and Audit Model

Require role-based access, permission groups, audit history, export controls, and admin visibility.

AI Governance

Ask how transcripts, summaries, prompts, actions, approvals, retention, and human review are handled.

How This Role Should Run the Evaluation

Inventory Data and Systems

Document systems of record, data owners, historical depth, cleanup needs, and integration dependencies.

Define Security Review

Create required questions for access, auditability, encryption, backups, subprocessors, and AI handling.

Plan Implementation Controls

Set migration testing, rollback, training, support, and go-live readiness criteria.

What Other Stakeholders Need from This Role

• Operations: Technical requirements that preserve field usability and avoid implementation gridlock.
• Finance: Accounting sync, payments, invoice data, permissions, and audit trails that pass review.
• Procurement: A structured security and implementation questionnaire vendors can answer consistently.

Build the Packet, Then Align the Room

Generate an IT/security section for your vendor packet.

FAQ

What Should IT Ask About AI Order Taking?

• Start with the RFP, then make the demo prove the workflow.
• Build a requirements packet for procurement, then bring real dispatch, billing, route, scale, customer, and migration examples to the sales conversation.