Renewal Planning Process¶

Executive Summary¶

The Renewal Planning Process is part of the Compliance Readiness process wave. It defines the controlled operating step that produces this outcome: Plan renewal actions, owners, deadlines, reminders, and escalation paths for expiring compliance documents.

This is a business process specification. It does not define software implementation, API contracts, database schemas, or legal, tax, accounting, or regulatory advice.

Why This Exists¶

This process exists because procurement readiness requires repeatable evidence collection, validation, expiry monitoring, tender-specific checks, scoring, corrective action, escalation, reporting, and learning. Compliance work must be auditable and owned by the Compliance Domain while supporting Opportunity and Bid workflows.

Owner¶

The owning Practice is Compliance. The primary Digital Professional is Lex. The Chief Product Officer and Enterprise Architect owns the process standard. Domains retain ownership of business facts.

Business Value¶

This process creates business value by improving procurement readiness, reducing failed submissions, preventing expired-document issues, making tender-specific compliance visible, and giving executives clear risk and corrective action options.

Domain Ownership¶

Domain	Ownership in Compliance Readiness
Compliance	Owns compliance requirements, documents, verification state, expiry, readiness, risk, corrective actions, and Procurement Readiness Score.
Organization	Owns organization identity, profile, directors, contacts, addresses, capabilities, services, products, resources, and experience.
Opportunity	Owns tender opportunity records, tender requirements, tender deadlines, and opportunity recommendation state that may consume compliance readiness.
Bid	Owns bid workspace, bid artefacts, submission checklist, approval workflow, and submission records that consume compliance readiness.
Notification	Owns reminders, escalation delivery, read status, communication history, and notification preferences.
Analytics	Owns compliance reporting views, KPI snapshots, readiness trends, risk summaries, and executive insights.
Intelligence	Owns reasoning records, recommendations, confidence scores, explainability, memory coordination, and AI-assisted analysis.

Practices and Digital Professionals¶

Practice	Digital Professionals	Contribution
Compliance	Lex	Leads compliance onboarding, requirements, document review, validation, expiry monitoring, tender-specific checks, readiness scoring, risk escalation, corrective actions, reporting, and lessons learned.
Business Analysis	Orion	Supports organization context, profile interpretation, capability evidence, director/profile completeness, and readiness dependencies.
Procurement Intelligence	Nova	Provides tender-specific requirements and opportunity context that depend on readiness.
Bid Management	Atlas	Consumes readiness for bid checklists, submission readiness, SBD preparation, and bid risk.
Business Intelligence	Pulse	Tracks compliance KPIs, readiness trends, risk patterns, and executive reporting views.
Executive Office	Ari, Ava	Coordinates executive decisions, approvals, escalations, reminders, schedules, and customer leadership briefings.

Primary Boundary¶

Compliance owns renewal planning state; humans own actual external renewal actions where required.

South African Compliance Context¶

Compliance Area	Process Treatment
SARS tax compliance and tax clearance indicators	Tracked as compliance evidence, requirement, verification, expiry, risk, or corrective action where applicable.
CIPC registration and company standing evidence	Tracked as compliance evidence, requirement, verification, expiry, risk, or corrective action where applicable.
CSD supplier registration and status evidence	Tracked as compliance evidence, requirement, verification, expiry, risk, or corrective action where applicable.
CIDB grading and contractor registration where relevant	Tracked as compliance evidence, requirement, verification, expiry, risk, or corrective action where applicable.
COIDA registration, letter of good standing, and worker-related compliance where relevant	Tracked as compliance evidence, requirement, verification, expiry, risk, or corrective action where applicable.
B-BBEE certificate or affidavit evidence and expiry where relevant	Tracked as compliance evidence, requirement, verification, expiry, risk, or corrective action where applicable.

Trigger¶

Document expiry is approaching, procurement readiness is at risk, or tender eligibility depends on renewal.
Human request from the customer CEO, compliance owner, bid team, or delegated user.
AIOS event orchestration from a prior Compliance Readiness process state.

Inputs¶

Input	Source Owner
Compliance requirements, documents, validation state, expiry, readiness score, risk, and corrective actions	Compliance Domain
Organization identity, profile, directors, addresses, capabilities, services, products, resources, and experience	Organization Domain
Tender requirements, eligibility criteria, closing date, briefing requirements, and opportunity context	Opportunity Domain
Bid workspace, submission checklist, SBD requirements, approval workflow, and submission readiness context	Bid Domain
Notification preferences, reminder schedules, escalation delivery, and communication history	Notification Domain
Readiness trends, risk summaries, KPI snapshots, and executive reports	Analytics Domain
Reasoning, recommendations, confidence scores, explainability, and memory proposals	Intelligence Domain

Procedure¶

AIOS receives the trigger and creates or updates the process instance.
AIOS assembles authorized context from Compliance, Organization, Opportunity, Bid, Notification, Analytics, and Intelligence where relevant.
Lex receives a scoped work packet with SOP, task objective, evidence requirements, guardrails, and deadline.
Lex performs the assigned review, validation, analysis, coordination, scoring, reporting, or escalation within Compliance authority.
Supporting Digital Professionals contribute only where their Practice expertise is required.
AIOS checks missing evidence, source ownership, expiry risk, tender deadline risk, approval thresholds, confidence, and exception conditions.
High-impact compliance outputs are routed to authorized human approvers through Ari and Ava where executive coordination is required.
Accepted outcomes are recorded through the owning Compliance workflow or relevant Domain workflow.
Notification sends reminders or escalations only when requested by the process or event policy.
Analytics captures KPI signals and compliance performance summaries.
AIOS records audit evidence and proposes memory updates when approved learning is available.

AIOS Orchestration¶

sequenceDiagram
    participant Event as Trigger/Event
    participant AIOS as AIOS
    participant Lead as Lex
    participant Domains as Source Domains
    participant Human as Human Approver
    participant Audit as Audit Trail
    Event->>AIOS: Start or advance process
    AIOS->>Domains: Request authoritative context
    Domains-->>AIOS: Domain-owned facts and events
    AIOS->>Lead: Delegate scoped compliance readiness task
    Lead-->>AIOS: Output, evidence, confidence, exceptions
    AIOS->>Human: Approval package when required
    Human-->>AIOS: Approve, reject, or request revision
    AIOS->>Audit: Record process execution and decision

Events¶

Event	Trigger	Primary Consumers
RenewalPlanningStarted	Process trigger accepted.	AIOS, Compliance, Executive Office
RenewalPlanningTaskAssigned	Work packet assigned to Lex.	Lex, AIOS
RenewalPlanningApprovalRequested	High-impact compliance position, corrective action, tender blocker, or external submission requires approval.	Ari, Ava, human approver
RenewalPlanningCompleted	Required process outcome is recorded.	Analytics, Executive Office, dependent Opportunity or Bid workflows
RenewalPlanningExceptionRaised	Process cannot continue normally.	Ari, owning Practice, AIOS governance

Process States¶

stateDiagram-v2
    [*] --> NotStarted
    NotStarted --> Triggered
    Triggered --> InProgress
    InProgress --> WaitingForEvidence
    WaitingForEvidence --> InProgress
    InProgress --> WaitingForValidation
    WaitingForValidation --> InProgress
    InProgress --> WaitingForApproval
    WaitingForApproval --> Approved
    WaitingForApproval --> Rejected
    WaitingForApproval --> RevisionRequested
    RevisionRequested --> InProgress
    Approved --> Completed
    Rejected --> Closed
    InProgress --> ExceptionRaised
    ExceptionRaised --> Escalated
    Escalated --> InProgress
    Completed --> [*]
    Closed --> [*]

Human Approvals¶

Approval Point	Required When	Approver
Compliance acceptance	The process changes accepted compliance state, readiness position, verification outcome, or tender-specific compliance conclusion.	Authorized compliance owner
External declaration or submission	The process prepares evidence or compliance statements for external tender use.	Authorized business representative
Corrective action commitment	The process requires external renewal, payment, registration, professional service, or customer commitment.	Authorized organization or compliance owner
High-impact tender decision	Compliance risk affects bid/no-bid, submission readiness, or eligibility.	Customer CEO or delegated executive approver
Durable memory update	The process creates learning that affects future reasoning.	Owning Practice or Domain-aligned reviewer

Exceptions¶

Exception	Response
Missing organization identity or profile data	Route to Organization-owned workflow and Orion for business context support.
Missing compliance document	Create document collection task, notify responsible owner, and update readiness impact.
Expired document	Mark readiness impact, trigger renewal planning, and notify affected bid or opportunity workflows.
Failed validation	Record validation issue, request corrected evidence, and prevent accepted compliance state from changing until resolved.
Tender-specific blocker	Escalate to Lex, Ari, and relevant human decision owner before bid decision or submission.
Low AI confidence	Require additional evidence or human review before Compliance accepts a recommendation.
Reminder delivery failure	Notification records delivery failure and Ava coordinates alternate escalation where material.

KPIs¶

KPI	Definition
Readiness score	Current Procurement Readiness Score and movement over time.
Document completeness rate	Percentage of required documents collected and available.
Validation pass rate	Percentage of documents accepted after validation.
Expiry risk count	Number of documents expiring inside defined risk windows.
Renewal lead time	Time between expiry risk detection and renewal completion.
Tender-specific blocker rate	Percentage of tender checks blocked by compliance issues.
Corrective action closure time	Time from corrective action creation to closure.
Escalation response time	Time from risk escalation to human response or decision.
Audit completeness	Percentage of process instances with required evidence, decisions, events, and outcomes.

Audit Evidence¶

Trigger event and process instance ID.
Compliance, Organization, Opportunity, Bid, Notification, Analytics, and Intelligence references used.
Work packet assigned to Lex.
Evidence reviewed, validation result, readiness impact, and confidence score where applicable.
Human approval package and decision record where required.
Events emitted or consumed.
Exceptions, escalations, reminders, corrective actions, and resolution.
Final process outcome and dependent workflow handoff.

Collaboration¶

Lex leads Compliance Readiness work unless a specialized supporting Practice owns the process step. Orion supports organization context and readiness dependencies. Nova provides opportunity and tender requirement context. Atlas consumes readiness for bid preparation and submission review. Pulse supports reporting and KPI insight. Ari and Ava coordinate executive approvals, schedules, reminders, and escalations.

Operating Principles¶

Compliance owns compliance facts, readiness state, requirements, verification, expiry, risk, corrective action state, and Procurement Readiness Score.
Organization owns organization identity, organization profile, directors, addresses, services, products, capabilities, experience, people, and resources.
Opportunity and Bid consume compliance readiness for tender qualification and bid preparation but do not own compliance facts.
Notification delivers reminders, escalations, and communication history but does not own compliance facts.
Analytics owns reporting views, KPI snapshots, compliance trends, and executive insights but does not own compliance source state.
Intelligence may analyse, summarize, recommend, explain, and score confidence, but Compliance owns accepted compliance state.
AIOS orchestrates execution, context, delegation, events, approvals, exceptions, and audit evidence.
Humans approve high-impact compliance declarations, corrective action decisions, tender-specific compliance positions, and external submissions.
This process wave is professional decision support and operating guidance; it is not legal, tax, accounting, or regulatory advice.