AISP Methodology · Over 20 years · Proven in 14 countries

AISP Methodology: 8 phases to make the platform work

A platform doesn’t fix a process on its own. The AISP Methodology starts with the real operation, only then configures the technology, and stays with you after go-live.

Pilot in about 3 weeksReal process firstRequirements before technologyContinuity after go-live

A continuous cycle

1Understand

2Structure

3Design

4Configure

5Validate

6Train

7Support

8Improve

↻Phase 8 feeds a new improvement cycle.

Principles

Technology provides features. The methodology turns them into results.

Four principles that apply to every project, in any sector and any country.

We start with the operation

Before configuring any technology, we understand the real process: who is involved, what information is controlled, where the risks and administrative tasks are.

Requirements before technology

We turn needs into structured requirements, information, owners, criteria, statuses and notifications, before touching the platform.

Simplify before digitising

Not every step of an existing process deserves to be reproduced. Digital transformation is an opportunity to remove what no longer adds value.

Go-live is not the end

We administer, evolve and, when the client wishes, operate the document management, so the solution stays aligned with the operation.

The starting point

What we almost always find when we start

Identifying these symptoms in phase 1 is what reveals what really needs addressing, before choosing or configuring technology.

!Repetitive tasks

!Scattered information

!Data duplicated across systems

!Reliance on emails and spreadsheets

!Statuses and deadlines hard to track

!No traceability

The 8 phases

From the reality of the operation to the platform in production

Each phase has an objective, concrete work and a result that validates moving on to the next.

1Phase 1 of 8

Understand the operation

Understand how the process works today.

→Stakeholders, responsibilities and documents
→Systems and information flows
→Approval points, requirements and pain points

Result: Real process mapped and priorities identified.

2Phase 2 of 8

Structure the requirements

Turn operational needs into clear requirements.

→Information to collect and owners at each step
→Criteria, statuses and events that trigger notifications
→Requirements by company, worker, equipment, worksite or project

Result: Requirements structured and validated with you.
See an example: requirements matrix (PDF, in Portuguese)

3Phase 3 of 8

Design the solution

Define how the process will work digitally, and simplify it.

→Entities, forms, fields and statuses
→Workflows, permissions and notifications
→Indicators, dashboards and required integrations

Result: Functional design approved before configuration.

4Phase 4 of 8

Configure and integrate

Translate the approved design onto the platform.

→Configuration that feels intuitive to everyday users
→Integration with HR, ERP, BI, maintenance or access control
→Interoperability instead of manual data duplication

Result: Platform configured according to the approved model.

5Phase 5 of 8

Validate before production

Confirm that everything works as defined.

→Tests by user profile
→Workflows, permissions, alerts and notifications checked
→Pilot in a real context, with defined processes, teams or users

Result: Solution validated in a real context before scaling up.

6Phase 6 of 8

Prepare the teams

Ensure adoption, because a correct solution can still fail if nobody uses it.

→Training by profile and by concrete process
→Usage procedures for each profile
→Remote, multilingual training, free for all users

Result: Every user knows how to use the platform and their role in the process.

7Phase 7 of 8

Support the go-live

Be there when the solution enters the real operation.

→Questions, difficulties and adjustments
→Situations that only emerge in production
→First data to confirm the expected results

Result: A stable launch and adjustments based on real data.

8Phase 8 of 8

Administer and evolve

Keep pace with the organisation as it changes.

→New projects, activities, contractors and requirements
→User management, configuration and support
→Document operation by specialist teams, if required

Result: A platform that evolves with the operation, and a new improvement cycle.

Typical timeline

From diagnosis to pilot in about 3 weeks

≈ 3 weeks

Diagnosis, requirements, design, configuration and testing, training and procedures

Then

Pilot

Once the pilot is validated

Go-live

Ongoing

Administration and evolution

Usual timeline. The exact schedule is confirmed at the end of phase 1, depending on scope, number of countries and integrations.

Responsibilities

Who does what, at each stage

Clarity from day one: what the client decides, what AISP carries out and what depends on the platform vendor.

Stage

Client

AISP

Platform vendor

Diagnosis and requirements

Shares the current process and validates the requirements

Leads the assessment and structures the requirements

Not applicable

Design and configuration

Approves the functional design

Designs, configures and integrates

Provides the platform and its features

Validation and pilot

Takes part in testing and accepts the solution

Prepares test scenarios and fixes issues

Technical product support, when needed

Training and go-live

Nominates users and profiles

Trains, supports and adjusts

Not applicable

Administration and evolution

Sets priorities and new requirements

Administers, evolves and, if required, operates

Product updates and evolution

A starting point. The responsibility model is defined and agreed with each client at the start of the project. Download the RACI template (PDF, in Portuguese)

Automation with judgement

We automate where it adds value. We keep human decisions where they're needed.

Workflows, notifications, integrations, data extraction and artificial intelligence, already in use for reading and classifying documents, reduce repetitive tasks.

We automate when…

→it reduces administrative effort
→it makes decisions more consistent
→it allows information to be handled more efficiently
→it avoids entering the same data twice

We keep the human decision when…

→the decision is critical for safety or access
→the information is ambiguous or incomplete
→a document's equivalence needs to be assessed
→the context requires specialist knowledge

Engagement models

The level of support your organisation needs

We define the model according to size, complexity, available resources and the autonomy you want.

Implement and enable

AISP implements the solution and prepares your internal team to take over the operation.

Implement and administer

We keep administering and evolving the platform after go-live, with the hours you subscribe to.

Implement, administer and operate

We also take on the document operation, through specialist teams based in Portugal.

20+ years

refining the methodology in real operational settings

14 countries

with operations supported from Portugal

All sectors

energy, industry, construction, logistics, oil & gas and chemicals

Free training

for all users of the platforms we implement

Frequently asked questions

What companies ask us about the methodology

How long does an implementation take?

Usually about 3 weeks from diagnosis to the start of the pilot, including design, configuration, training and procedures. The exact schedule is confirmed at the end of phase 1, depending on scope and integrations.

Can we start with a pilot?

Yes. When size or complexity justify it, we start with a limited set of processes, teams or users and scale up once validated.

What do we need to prepare?

The processes you use today, your existing systems and the main challenges of the operation. We do the rest with you in phase 1.

Which platforms do you work with?

We favour configurable platforms that evolve without custom development. Glartek is our most recent technology partnership.

Is training included?

Yes. Training is remote, multilingual and free for all users of the platforms we implement.

What happens after go-live?

We support the launch and, depending on the chosen model, continue to administer, evolve and operate the solution.

We start with the reality of your operation

Show us the processes you use, your existing systems and the main challenges. From there, we identify what should be simplified, digitised, integrated or supported.