Internal procedures with source references
How do you prototype an assistant that finds the applicable procedure, cites its source and knows when to hand over?
3500 € per session, excl. VAT
In short
Two days, comprising 14 hours excluding breaks, to design a prototype document assistant for operations and procurement. You prepare a controlled corpus, define response rules, test sensitive situations and develop a pilot plan. The aim remains verifiable assistance, without autonomous decision-making or execution.
Why this training?
A plausible answer about a purchasing threshold or a disputed goods receipt can trigger the wrong action. The assistant must distinguish between an applicable procedure, an outdated document and missing information, rather than filling in the gaps. Quality depends as much on the corpus and access rights as on the instructions given to the model. The training combines document preparation, source-referenced answers and adversarial testing to make the prototype’s limitations visible. Running case study: The fictitious organisation « Ostraline Assemblage » has procedures for procurement, goods receipt and handling non-conformities. Conflicting versions are circulating. The prototype must direct a warehouse operative or buyer to the correct rule, without revealing restricted information or authorising an exception. Transfer to the workplace: Submit the pilot dossier to those responsible for procurement, document management and security; then select an authorised scope, appoint testers and compare the answers against approved procedures before widening access.
Objectives of this training
- Define the requests covered and the decisions excluded.
- Structure a corpus with versions, owners and restrictions.
- Configure a prototype that produces source-referenced answers.
- Measure errors using a documented test set.
- Formalise the conditions for launching a pilot.
Who is it for and what are the prerequisites?
Roles and tasks concerned
- Operations, procurement and quality managers who own procedures.
- AI leads and project managers supporting an internal document assistant.
Prior skills
- Use generative AI regularly and write structured instructions.
- Be familiar with a procurement or operations process and its approvals.
- Be able to organise documents and record results in a table.
What you will work on
Define the scope of use
Objective: Set the assistant’s boundaries. Procedural questions, exclusions, human approvals.
Assess the documents
Objective: Select the applicable sources. Versions, effective dates, contradictions and owners.
Design access arrangements
Objective: Separate document access scopes. Confidentiality, data minimisation and control outside the model.
Specify the responses
Objective: Make the instructions verifiable. Citations, clarification, abstention and human handover.
Assemble the prototype
Objective: Link questions to sources. Document retrieval according to available capabilities; otherwise, manually selected context.
Build the testing reference framework
Objective: Define the expected answers. Standard cases, ambiguous cases, cases with missing information and contradictory cases.
Evaluate the answers
Objective: Measure deviations from procedures. Scoring grid and severity of errors.
Put the safeguards to the test
Objective: Identify ways of bypassing safeguards. Malicious instructions in documents, information disclosure and false exceptions.
Correct and retest
Objective: Verify improvements without regression. Corrections to the corpus, instructions or scope.
Prepare the pilot
Objective: Set conditions for a limited rollout. Responsibilities, acceptance thresholds, error reporting and updating.
What you take away
- Assessed corpus dossier and access matrix.
- Prototype and response rule specification.
- Annotated test set and review of corrections.
- Pilot plan with responsibilities and stopping criteria.
Method and assessment
- Short explanations followed by immediate practice on the case study used throughout.
- Individual work followed by work in pairs, with participants reviewing each other’s outputs.
- Facilitated group discussion: what works, what needs correcting and what remains a human decision.
- Preparation: Provide only fictitious or anonymised procedures, retaining dates and versions. Check access to a tool authorised by the organisation and its document-handling capabilities.
Observable criteria: Every usable response refers to a verifiable section of the applicable document collection. ; Requests without sufficient source material result in abstention or clarification. ; No restricted content appears in tests using unauthorised profiles. ; Scores distinguish between accuracy, traceability, abstention and confidentiality. ; The pilot plan specifies human approval, document maintenance and shutdown..
Frequently asked questions
Is programming required?
No; the prototype depends on the capabilities of the authorised environment.
Can we use our own procedures?
Only fictitious or anonymised procedures during the exercises, using authorised tools.
Can the assistant approve a purchase?
No; it explains the procedure and refers the user to the appropriate approver.
Is the prototype ready for all employees?
No; security, actual access rights and maintenance require validation before wider rollout.
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