03 Operate / AI service
Maintain and improve the workflows we implemented.
Implemented workflows drift. Vendors change interfaces, models change behavior, exceptions accumulate, and the business moves. This is the agreement that keeps what we built useful and accountable.
01 / Operate
What problem does this address?
A workflow that worked at launch can quietly stop working. An integration changes, a model update shifts the output, a new job type does not fit the rules, and the team goes back to the spreadsheet without telling anyone.
Managed operations puts a named owner on that drift, with a review rhythm that produces decisions rather than a status report.
02 / Operate
What do we do?
Monitoring and exception handling
Watch the agreed signals, failed runs, incomplete records, and unresolved approvals. Every material exception gets an owner and a resolution.
Maintenance and evaluation
Check integrations and dependencies, review vendor and model changes, and rerun the relevant evaluation cases before adopting a change.
Operating-cost visibility
Track recurring technology spend and the human review time the workflow requires, so the running cost stays visible next to the benefit.
Adoption support
Onboard new users, refresh documentation, and update preparation when a workflow changes.
Agreed improvement work
A defined amount of refinement each period, prioritized against value, effort, risk, and workforce effects.
Performance reviews
A scheduled review of what the workflow did, what it cost, what broke, what changed for the people using it, and what to do next.
03 / Operate
What do you receive?
A written service scope that states coverage hours, response expectations, escalation routes, and the division of responsibility between your team, Xpancom, and any providers.
A recurring operating review that distinguishes forecast from observed change and observed change from realized financial benefit, including the results that are unfavorable.
04 / Operate
What do we need from you?
- A named operational contact who can decide on exceptions that exceed the agreed rules.
- Continued system access at the agreed permission level, with changes communicated before they happen.
- Notice of business changes that affect the workflow: new locations, new job types, new systems, seasonal peaks.
- Participation in the review, including the parts where the numbers are disappointing.
05 / Operate
How is success evaluated?
By whether the workflow is still doing the job it was accepted for, whether exceptions are resolved rather than accumulating, whether the running cost is understood, and whether the people using it would keep it.
Sustained operation is the measure, not activity. A quiet period with nothing to report is a good outcome.
06 / Operate
What is outside scope?
This is scoped management. It is not unlimited development, not general IT support, not a help desk for your whole business, and not automatically available around the clock. Coverage is whatever the service agreement states and nothing more.
An operations agreement is also not standing permission to automate further. New system access, new data use, material process changes, and expanded financial authority each need explicit approval.
07 / Operate
What happens next?
Continue, expand within an approved scope, or transition the work. Exit terms are agreed while the relationship is healthy: documentation, exportable records, access transfer, credential rotation, open issues, and a defined end of support.
Your AI operating partner.
Tell us where the work gets stuck.
A short first conversation about the operation, the people it affects, and whether there is a useful question to investigate. It is free and it is separate from the paid assessment.