AI Solutions Intake Workflow

Vigor Marine Group · how an AI Solutions request moves from ticket to delivered work
What this is. The AI Solutions intake process, drawn from the whiteboard photo IMG_0058 (October 6, 2026) in the Teams Artifacts workflow format: blue boxes are steps, purple are decisions, grey are outputs, and labelled arrows are the ticket approvals (Approval 1, 2 and 3) and decision outcomes.
Prepared October 6, 2026. Documentation only; this map is not stored in the Teams Artifacts app.
Target state — how it should work

AI Solutions intake: request to delivered work

How an AI Solutions request moves from the TOE team's ticket to delivered work. Three ticket approvals gate it: TOE approval (1), the plan going to the IT Steering Committee (2), and the committee's yes (3). Stage 1 is capped at 1–3 hours, and no build work starts before approval 3.

10 steps 10 connections Status: Agreed Owner: Steven Cox
Source: Whiteboard photo IMG_0058, Tuesday, October 6, 2026
Step

Submit request form / ticket

TOE teamJira form

Stage 0 · Request. The request arrives on the form / ticket. The AI Team does no work yet.

Decision

TOE approval

Transformation & Operational Excellence (TOE) team

Ticket approval 1. An approved request moves to the AI Team.

Decision

Go / no-go

AI TeamAI Solutions · Proposed solutions

Stage 1 · Assess begins. Go / no-go, possibilities, discovery and the plan together take 1–3 hours.

Step

Possibilities

AI Team

What could be built for this request.

Step

Discovery

AI Team

Discovery with the requester.

Step

Plan

AI TeamAI Solutions · Proposed solutions

The plan goes to the IT Steering Committee with ticket approval 2.

Output

Request closed

A no-go at stage 1, or a plan the committee does not approve.

Decision

IT Steering Committee review

IT Steering Committee

Stage 2 · Decide. We do not work until approved.

Step

Perform the work

AI TeamAI Solutions app

Stage 3 · Deliver, after ticket approval 3.

Output

Delivered solution

AI TeamAI Solutions app

Tracked as a solution in the AI Solutions app, through sign-off.

Approval 1 Go No-go Approval 2 Approval 3 Not approved

The steps in full

Submit request form / ticket
Step
TOE team
Jira form
Stage 0 · Request. The request arrives on the form / ticket. The AI Team does no work yet.
TOE approval
Decision
Transformation & Operational Excellence (TOE) team
Ticket approval 1. An approved request moves to the AI Team.
Go / no-go
Decision
AI Team
AI Solutions · Proposed solutions
Stage 1 · Assess begins. Go / no-go, possibilities, discovery and the plan together take 1–3 hours.
Possibilities
Step
AI Team
What could be built for this request.
Discovery
Step
AI Team
Discovery with the requester.
Plan
Step
AI Team
AI Solutions · Proposed solutions
The plan goes to the IT Steering Committee with ticket approval 2.
Request closed
Output
A no-go at stage 1, or a plan the committee does not approve.
IT Steering Committee review
Decision
IT Steering Committee
Stage 2 · Decide. We do not work until approved.
Perform the work
Step
AI Team
AI Solutions app
Stage 3 · Deliver, after ticket approval 3.
Delivered solution
Output
AI Team
AI Solutions app
Tracked as a solution in the AI Solutions app, through sign-off.

Notes on this workflow

Constraint

No work before ticket approval 1

A request is only a ticket until the TOE team has approved it.

Constraint

Stage 1 is capped at 1–3 hours

Go / no-go, possibilities, discovery and the plan fit inside 1–3 hours of AI Team work.

Constraint

We do not work until approved

Once the plan is with the IT Steering Committee, the AI Team waits for ticket approval 3.

Person or role

TOE = Transformation & Operational Excellence team

Submits and approves the request (ticket approval 1).

Person or role

IT Steering Committee

Reviews the plan from stage 1. Its yes is ticket approval 3.

Decision on record

Approval 3 is the IT Steering Committee's yes

Recorded on the ticket; it releases the build work. Confirmed by Steven Cox, 2026-10-06.

Fact stated

Request closed is implied, not drawn

The board shows the go / no-go and the committee decision but not where a no lands. The map closes the request in both cases.