Services

Discover, build, govern, maintain.

Services organized by the operating cycle of an AI workflow — not by buzzword. We identify the right workflow, build a working system, govern how it is used, and maintain it after launch.

Book an AI Workflow Audit See Example Systems

§ 01 · Stage · Discover

Help buyers identify the right workflow and avoid wasted AI spend.

Service · S-01

AI Workflow Audit

Map repetitive workflows, bottlenecks, systems, data sources, risk points, and automation opportunities.

Workflow: Any repetitive document, intake, CRM, or reporting workflow.
Who uses it: Companies unsure where AI can help or recovering from a failed pilot.
Systems: Existing CRM, Microsoft 365, email, document stores, and line-of-business tools.
What AI does: Supports discovery by analyzing sample documents and workflow artifacts.
What AI doesn't: Decide business strategy or replace owner judgment.
Human review: thevivangroup consultants lead interviews, synthesize findings, and present recommendations.
Deliverables: Workflow map, automation scorecard, risk review, ROI estimate, recommended prototype, implementation plan.
Metrics: Clarity on which workflows are AI-ready; estimated hours saved per workflow.
Industries: All target segments.

Service · S-02

AI Readiness Assessment

Evaluate data, tooling, permissions, and organizational readiness to operate AI workflows reliably.

Workflow: Foundations required before AI workflows can run safely in production.
Who uses it: Leaders who want an honest pre-build check.
Systems: Identity, data stores, permissions, CRMs, and integration surfaces.
What AI does: Assist with document and data inventory.
What AI doesn't: Fix underlying data or tooling gaps — it reports them.
Human review: Findings reviewed with leadership and IT owners.
Deliverables: Readiness scorecard, gap list, remediation plan.
Metrics: Reduced risk of failed pilots; known blockers surfaced early.
Industries: All target segments.

Service · S-03

Data and Tooling Review

Inventory existing data sources, integration surfaces, and automation tools already in use.

Workflow: Shared-drive content, CRM data, SharePoint libraries, and no-code automations.
Who uses it: Teams whose data is scattered across systems and shadow tools.
Systems: SharePoint, Google Drive, CRMs, ERPs, Zapier/Make/n8n flows, internal scripts.
What AI does: Help classify and summarize content for review.
What AI doesn't: Move or delete data.
Human review: IT and operations owners validate findings.
Deliverables: Data and tooling map with risk and ownership notes.
Metrics: Visibility into hidden sources of truth and fragile integrations.
Industries: All target segments.

Service · S-04

Use-Case Prioritization

Score and sequence candidate AI workflows by value, risk, and feasibility.

Workflow: Any AI automation backlog that has grown faster than capacity.
Who uses it: Operations leads evaluating multiple ideas.
Systems: Whatever the candidate workflows touch.
What AI does: Support scoring with retrieval over existing SOPs and samples.
What AI doesn't: Pick priorities unilaterally.
Human review: Prioritization reviewed with stakeholders.
Deliverables: Scored backlog, recommended first build, ROI notes.
Metrics: Focus on the highest-value workflow; fewer stalled pilots.
Industries: All target segments.

§ 02 · Stage · Build

Build working systems for specific workflows using existing tools.

Service · S-01

AI Workflow Prototype Sprint

Build a working prototype for one workflow using real or sample data.

Workflow: One high-value workflow identified through audit or obvious pain.
Who uses it: Buyers who need tangible proof before a full build.
Systems: Whatever the target workflow already uses.
What AI does: Extract, summarize, retrieve, classify, or draft — scoped to the workflow.
What AI doesn't: Replace the production workflow until validated.
Human review: Built-in reviewer steps on all AI decisions during the sprint.
Deliverables: Working prototype, evaluation notes, decision memo for go/no-go.
Metrics: Confidence and accuracy on real samples; time-to-first-result.
Industries: All target segments.

Service · S-02

Document Intelligence Systems

Extract, classify, summarize, check, and route documents into the right system.

Workflow: BOLs, PODs, invoices, RFIs, contracts, intake forms, safety reports, referrals, policies, SOPs.
Who uses it: Logistics, construction, healthcare admin, legal, finance, industrial services.
Systems: Email intake, DMS, TMS, ERP, CRM, SharePoint, Google Drive.
What AI does: Extract fields, classify types, detect mismatches, summarize, and route exceptions.
What AI doesn't: Approve final submissions on sensitive documents without review.
Human review: Low-confidence fields and exceptions route to a reviewer queue.
Deliverables: Intake pipeline, extraction schema, reviewer UI, integrations, audit log.
Metrics: Manual touches per document, exception-clearance time, error rate.
Industries: Logistics, construction, healthcare admin, legal, finance, industrial services.

Service · S-03

Internal Knowledge Copilots

Permission-aware search and chat over company documents with citations.

Workflow: Repeated internal questions answered from scattered knowledge.
Who uses it: Growing SMBs and mid-market teams.
Systems: SharePoint, Google Drive, SOPs, policies, manuals, contracts, product docs, project folders.
What AI does: Retrieve and answer with cited sources, respecting user permissions.
What AI doesn't: Expose content outside the user's access.
Human review: Feedback loop flags wrong or stale answers for remediation.
Deliverables: Connectors, permission model, chat/search UI, analytics, re-indexing plan.
Metrics: Time to answer, citation coverage, repeat-question rate.
Industries: Operations, support, sales, onboarding, professional services.

Service · S-04

AI Intake & Follow-Up

Capture leads or client requests, qualify, draft replies, schedule, and update CRM.

Workflow: Inbound intake from website forms, email, chat, and phone transcripts.
Who uses it: Service businesses, real estate, legal intake, clinics, agencies, B2B sales.
Systems: Email, chat, web forms, calendar, CRM, phone transcription.
What AI does: Qualify, draft responses, schedule calls, create CRM records, trigger sequences.
What AI doesn't: Send high-stakes replies without approval.
Human review: Reps approve drafts and handle edge cases.
Deliverables: Intake flow, qualification rules, draft editor, CRM integration, follow-up logic.
Metrics: Response time, qualification accuracy, CRM completeness.
Industries: Service businesses, professional services, B2B sales.

Service · S-05

CRM / Revenue Ops Automation

Automate pipeline hygiene, lead reactivation, customer updates, proposal reminders, and reporting.

Workflow: Sales admin and revenue operations tasks that pile up on reps and managers.
Who uses it: Sales-led SMBs and professional service firms.
Systems: CRM (HubSpot, Salesforce, others), email, calendar, proposal tools, dashboards.
What AI does: Draft outreach, detect pipeline risks, surface reactivation candidates, generate summaries.
What AI doesn't: Close deals or commit to pricing.
Human review: Owners review drafts and flagged risks before send.
Deliverables: Hygiene rules, reactivation drafts, reporting automations.
Metrics: Pipeline coverage, follow-up consistency, reporting turnaround.
Industries: Sales-led SMBs and professional service firms.

Service · S-06

Microsoft Copilot / Power Platform Agents

Copilot Studio agents, Power Automate flows, SharePoint copilots, Teams workflows, and Dataverse integrations.

Workflow: Microsoft-native workflows that underuse the licenses you already pay for.
Who uses it: Microsoft-heavy organizations.
Systems: Microsoft 365, SharePoint, Teams, Power Automate, Dynamics, Dataverse.
What AI does: Run retrieval, drafting, and routing inside the Microsoft stack.
What AI doesn't: Replace the Microsoft stack — it lives inside it.
Human review: Approval gates configured inside Teams and SharePoint.
Deliverables: Copilot Studio agents, Power Automate flows, governance guidance.
Metrics: Task completion inside existing tools; reduced context switching.
Industries: All, especially Microsoft-standardized organizations.

note
Positioned as a capability under workflow implementation — not thevivangroup's entire identity.

§ 03 · Stage · Govern

Reduce hallucination, privacy, compliance, and adoption risk.

Service · S-01

Human-in-the-Loop Design

Define review points, approval gates, and escalation paths so humans stay in control.

Workflow: Any AI workflow with meaningful consequences.
Who uses it: Legal, healthcare admin, finance, industrial, and professional-service teams.
Systems: The systems where decisions are recorded (CRM, DMS, ticketing, email).
What AI does: Propose, draft, and classify within declared confidence.
What AI doesn't: Finalize decisions beyond its declared scope.
Human review: Named reviewers with queues, SLAs, and escalation.
Deliverables: Review policy, queue UI, escalation rules, documentation.
Metrics: Override rate, review throughput, incident count.
Industries: Compliance-sensitive and high-stakes workflows.

Service · S-02

AI Evaluation and Testing

Build repeatable evaluation sets so changes to prompts or models don't silently regress.

Workflow: Anywhere changes to AI behavior need to be verified.
Who uses it: Any team running production AI workflows.
Systems: Eval harness, logs, versioned prompts and retrieval indexes.
What AI does: Run against held-out examples with graded outputs.
What AI doesn't: Self-certify — humans own the rubric.
Human review: SMEs grade samples and approve the rubric.
Deliverables: Eval set, rubric, test reports, regression thresholds.
Metrics: Accuracy, grounding, regression frequency.
Industries: All.

Service · S-03

Security and Access Controls

Permissions, data minimization, redaction, and auditability baked into the workflow.

Workflow: Any workflow touching sensitive or regulated data.
Who uses it: Legal, healthcare, finance, industrial, and government-facing teams.
Systems: Identity providers, data stores, integrations, logging.
What AI does: Operate inside permission boundaries only.
What AI doesn't: Bypass access controls or retain data beyond policy.
Human review: Security owners review access patterns and logs.
Deliverables: Access map, data handling policy, logging plan.
Metrics: Access-violation rate (target zero), audit readiness.
Industries: Regulated and sensitive-data environments.

Service · S-04

Compliance-Aware Workflow Design

Align AI workflows with domain rules in legal, finance, healthcare admin, and industrial contexts.

Workflow: Workflows where rules and documentation requirements matter.
Who uses it: Teams with real compliance exposure.
Systems: Existing compliance and document systems.
What AI does: Assist with checklists, summaries, and extraction.
What AI doesn't: Provide legal, medical, or regulated advice.
Human review: Required approvals preserved; AI output treated as drafts.
Deliverables: Controls mapping, documentation guidance, reviewer workflows.
Metrics: Audit findings reduced; submission completeness improved.
Industries: Healthcare admin, legal, finance, industrial services.

Service · S-05

Fallback and Escalation Rules

Decide what happens when the AI is uncertain, blocked, or wrong.

Workflow: Any workflow with real consequences or variable inputs.
Who uses it: Operations teams that cannot tolerate silent failures.
Systems: Ticketing, paging, email, or reviewer queues.
What AI does: Signal uncertainty, hand off, and log context.
What AI doesn't: Guess when the data or permissions don't support an answer.
Human review: Escalations land with named owners with SLAs.
Deliverables: Confidence thresholds, fallback paths, on-call patterns.
Metrics: Silent failure rate, time-to-acknowledge, resolution time.
Industries: All production AI workflows.

§ 04 · Stage · Maintain

Keep AI systems reliable after launch.

Service · S-01

Managed AI Workflow Support

Ongoing support for prompt updates, re-indexing, API changes, integration fixes, monitoring, and optimization.

Workflow: Any production AI workflow.
Who uses it: Any company running AI workflows beyond pilots.
Systems: All systems the workflow touches, plus monitoring and logging.
What AI does: Continue operating under maintained prompts, retrieval, and integrations.
What AI doesn't: Maintain itself — owners and support cycles are required.
Human review: Named owner and periodic review cadence.
Deliverables: Support agreement, monitoring dashboards, change log.
Metrics: Uptime, incident count, time-to-repair.
Industries: All.

Service · S-02

Monitoring and Break/Fix

Detect and resolve failures in integrations, retrieval, and model behavior before users do.

Workflow: Production integrations and AI steps.
Who uses it: Operations leaders who can't afford silent outages.
Systems: Logging, alerting, dashboards, ticketing.
What AI does: Run under instrumentation that surfaces anomalies.
What AI doesn't: Self-heal — humans resolve incidents.
Human review: On-call rotation and postmortems.
Deliverables: Alerts, dashboards, runbooks.
Metrics: Mean time to detect and repair; incident frequency.
Industries: All.

Service · S-03

Re-indexing and Prompt Updates

Keep retrieval current and prompts aligned as content, policies, and models evolve.

Workflow: Internal knowledge copilots and retrieval-heavy workflows.
Who uses it: Teams whose documentation changes frequently.
Systems: Content sources, vector stores, prompt libraries.
What AI does: Retrieve against refreshed content with versioned prompts.
What AI doesn't: Detect what to change without a monitoring plan.
Human review: SMEs validate changes against eval sets.
Deliverables: Re-index cadence, prompt versioning, change log.
Metrics: Freshness, answer quality on eval sets.
Industries: All retrieval-heavy workflows.

Service · S-04

Workflow Analytics

Show leaders what the AI workflow is actually doing — and where it's helping or failing.

Workflow: Any live AI workflow.
Who uses it: Operations leaders and workflow owners.
Systems: Logs, CRM/ERP updates, dashboards.
What AI does: Feed structured events into analytics.
What AI doesn't: Replace business judgment.
Human review: Owners review dashboards in a regular cadence.
Deliverables: Dashboards, KPIs, review ritual.
Metrics: Throughput, override rate, workflow ROI.
Industries: All.

Service · S-05

Optimization Cycles

Targeted improvements based on real usage data, not assumptions.

Workflow: Workflows with enough data to evaluate.
Who uses it: Teams that want continuous improvement.
Systems: Eval harness, logs, prompt and retrieval versions.
What AI does: Run A/B variations under evaluation.
What AI doesn't: Change production without sign-off.
Human review: Owners approve promotion of improvements.
Deliverables: Optimization report, released changes, before/after metrics.
Metrics: Quality and efficiency gains per cycle.
Industries: All.

§ 09 · Final step

Bring us one workflow your team repeats every week.

We'll help you determine whether AI should automate it, assist it, or stay out of it.

· 30-minute first call
· reply within one business day
· no slide decks

Book an AI Workflow Audit See Example Systems