Process Automation Review Worksheet

Nothing entered here is sent or stored. Copy the prompts into your own document and omit passwords, secrets, regulated information, and unnecessary personal data.

1. 01

   Name the process

   Define a clear start, end, responsible owner, desired operating outcome, and one recent sanitized example.

   • Process name
   • Trigger
   • End state
   • Process owner
   • Desired outcome
   • Recent sanitized example
2. 02

   Map the current steps

   For every step, record the person or team, current tool, input, output, rule or decision, known exception, and evidence of completion.

   • Step
   • Responsible person or team
   • Current tool
   • Input and output
   • Decision or rule
   • Known exception
   • Completion evidence
3. 03

   Find the repeated work

   Mark repeated entry, copying between systems, reminders, approvals, status updates, and reports. Keep judgment with a person and check existing features first.

   • Repeated task
   • Frequency and source
   • Available time or error evidence
   • Existing feature considered
   • What should remain manual
4. 04

   Inventory systems and authority

   Name every likely source and destination, who controls it, the minimum data needed, the access method, and known vendor or retention constraints.

   • System and owner
   • Purpose
   • Minimum data needed
   • Access method
   • Source or destination
   • Known constraint
5. 05

   Define exceptions and approvals

   Describe missing data, duplicates, provider failures, high-impact decisions, required approvals, fallbacks, and rollback ownership.

   • Exception
   • How it is detected
   • Responsible owner
   • Allowed action
   • Approval required
   • Fallback and rollback
6. 06

   Review data risk

   Document necessary data categories and purpose, access, retention, export, deletion, backup, and isolation needs. Route sensitive or regulated use to separate review.

   • Data category
   • Purpose
   • Who needs access
   • Retention need
   • Export or deletion need
   • Risk requiring separate review
7. 07

   Describe a bounded solution

   Select only capabilities supported by the process: workflow steps, integrations, internal tools, bounded AI assistance, reporting, or ongoing management.

   • Included capability
   • Problem it addresses
   • Excluded behavior
   • Required integration
   • Required human decision
   • Acceptance evidence
8. 08

   Plan synthetic testing

   Cover normal use, invalid input, duplicates, unauthorized access, missing data, provider failure, uncertain model output where applicable, approvals, audit evidence, disable, and recovery.

   • Scenario
   • Synthetic input
   • Expected result
   • Required approval
   • Evidence captured
   • Disable or recovery check
9. 09

   Record the readiness result

   A review is ready when the process, tools, owner, outcome, authority, risks, testing boundary, and operating responsibility can be discussed clearly.

   • Ready facts
   • Unknowns to resolve
   • Existing-tool option
   • Reason to stop
   • Recommended next question