# 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.