What this means for your practice
Document the business rules, field mappings and dependencies in a portable form. Test exports where available and distinguish platform-specific configuration from the underlying process.
An example to discuss with your team
Ask another supplier to explain the workflow from the handover material.
A practical conversation with your supplier
Ask another authorised reviewer to explain the workflow using the handover material. Where do they need undocumented knowledge? Inspect usable exports where the platform supports them, and separate tool-specific settings from the underlying decisions. Portability starts with understanding what the practice needs the automation to do.
Plan the first improvement
Document the process independently of the platform's screen layout. Explain the trigger, business decisions, receiving systems, expected outcomes and exception handling in language another supplier can follow. Record account ownership and important dependencies separately from secret values, using approved handling for access information. Ask what configuration and history can be exported under the actual product arrangements, and inspect representative exports rather than assuming they are portable. Some tool-specific features may need rebuilding elsewhere; identify those limitations before a move becomes urgent.
Give an authorised reviewer the handover material and ask them to describe the workflow, including what happens when a connection fails. Their questions reveal missing knowledge while the original team is still available. Keep the document current when rules change so it remains a working asset rather than a snapshot from the first launch. A future move is easier to assess when the practice understands the process and can distinguish essential business needs from convenient features of the current tool.
How to check the result
Count undocumented dependencies blocking a change of platform.
Turn reading into a next step
Your action checklist
Work through these checks with your team or supplier. Tick the ones you have resolved and leave unknowns open.
Record what you know, what is still missing and the answer you need from your team or supplier.
Use project decisions only, without personal, patient or confidential details. Entries stay in this page and are not submitted to Kay & Co. Copy or download before leaving; this page does not save your notes.
Further reading
These sources provide background for the topic. The practice examples and checklist are illustrative planning suggestions from Kay & Co.
Related guides
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