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**VENDOR ONBOARDING PLAYBOOK**

**A Step-by-Step Guide to Successful Implementation**

**Version:** 2.0 \| **Date:** January 2026\
**Document Owner:** Customer Success Team\
**Classification:** Customer Confidential

**WELCOME TO PHASE MIRROR**

**About This Playbook**

This playbook guides your organization through the complete process of
onboarding Phase Mirror as a vendor, from initial procurement through
full production deployment. Whether you\'re a regulated financial
institution with rigorous third-party risk management requirements or a
technology company implementing your first AI governance solution, this
guide provides the structure you need for success.

**What This Playbook Covers:**

  Phase                                    Duration    Key Activities
  ---------------------------------------- ----------- ------------------------------------------
  **Phase 0:** Pre-Engagement              1-2 weeks   Stakeholder alignment, business case
  **Phase 1:** Procurement & Contracting   2-4 weeks   Due diligence, contract negotiation
  **Phase 2:** Technical Setup             1-2 weeks   Environment provisioning, integrations
  **Phase 3:** Configuration               2-4 weeks   AI system registration, governance setup
  **Phase 4:** Pilot & Validation          2-4 weeks   Testing, validation, refinement
  **Phase 5:** Production Rollout          2-4 weeks   Go-live, training, adoption
  **Phase 6:** Steady State                Ongoing     Monitoring, optimization, expansion

**Total Timeline:** 10-20 weeks (depending on complexity and tier)

**PHASE 0: PRE-ENGAGEMENT**

**Stakeholder Alignment & Business Case**

**Duration:** 1-2 weeks\
**Goal:** Align internal stakeholders and establish clear success
criteria

**0.1 Identify Key Stakeholders**

**Required Stakeholders:**

  Role                       Responsibility                                     Time Commitment
  -------------------------- -------------------------------------------------- ---------------------------------------
  **Executive Sponsor**      Strategic decisions, budget approval, escalation   2-4 hours/month
  **Project Lead**           Day-to-day coordination, timeline management       8-12 hours/week during implementation
  **IT/Security Lead**       Technical integration, security review             4-8 hours/week during setup
  **Compliance/Risk Lead**   Regulatory alignment, policy integration           4-6 hours/week
  **AI/ML Team Lead**        AI system inventory, technical governance          4-8 hours/week
  **Procurement Lead**       Vendor management, contract execution              As needed

**Optional Stakeholders (depending on organization):**

  Role                        When Involved
  --------------------------- ---------------------------------------------
  **Legal/General Counsel**   Contract review, data processing agreements
  **Privacy Officer**         Data handling, privacy impact assessment
  **Internal Audit**          Control mapping, audit preparation
  **Business Unit Leaders**   AI system ownership, governance adoption

**Action Items:**

-   \[ \] Identify and document all stakeholders

-   \[ \] Schedule kickoff meeting with core team

-   \[ \] Confirm executive sponsor commitment

-   \[ \] Establish communication channels (Slack, Teams, email DL)

**0.2 Define Success Criteria**

**Template: Success Criteria Worksheet**

  Objective        Metric                                         Target                  Timeline
  ---------------- ---------------------------------------------- ----------------------- ------------------
  **Compliance**   Regulatory findings related to AI governance   Zero                    Next examination
  **Coverage**     AI systems under governance                    100% critical systems   90 days
  **Efficiency**   Time to produce audit documentation            \<2 hours               6 months
  **Risk**         Governance gaps identified and remediated      100% critical           90 days
  **Adoption**     Users actively using platform                  80% of target users     6 months

**Questions to Answer:**

1.  What specific regulatory requirements are you addressing?

2.  How many AI systems will be governed?

3.  What audit or examination deadlines exist?

4.  What does success look like in 90 days? 6 months? 1 year?

5.  How will you measure ROI?

**Action Items:**

-   \[ \] Complete success criteria worksheet

-   \[ \] Get executive sponsor sign-off on objectives

-   \[ \] Document baseline metrics (current state)

-   \[ \] Establish reporting cadence for success metrics

**0.3 Build Internal Business Case**

**Business Case Template:**

PHASE MIRROR BUSINESS CASE\
\
1. EXECUTIVE SUMMARY\
\[2-3 sentences on why Phase Mirror, expected outcomes\]\
\
2. PROBLEM STATEMENT\
- Current AI governance gaps: \[describe\]\
- Regulatory pressure: \[specific requirements\]\
- Risk exposure: \[quantify if possible\]\
- Cost of status quo: \[examination findings, delays, etc.\]\
\
3. PROPOSED SOLUTION\
- Phase Mirror tier: \[Team/Business/Enterprise\]\
- Compliance packs: \[list applicable packs\]\
- Professional services: \[if applicable\]\
- Implementation timeline: \[X weeks\]\
\
4. INVESTMENT\
- Platform cost: \$\[X\]/year\
- Compliance packs: \$\[X\] one-time or annual\
- Implementation services: \$\[X\] one-time\
- Internal resource commitment: \[X FTEs for Y weeks\]\
- Total Year 1 investment: \$\[X\]\
\
5. EXPECTED BENEFITS\
- Compliance cost reduction: \[X\]%\
- Audit preparation time: \[X\]% reduction\
- Governance gap remediation: \[X\] gaps addressed\
- Risk reduction: \[qualitative or quantitative\]\
- Avoided costs: \[examination findings, delays, etc.\]\
\
6. ROI CALCULATION\
- Total 3-year investment: \$\[X\]\
- Total 3-year benefit: \$\[X\]\
- Net benefit: \$\[X\]\
- ROI: \[X\]%\
- Payback period: \[X\] months\
\
7. RISKS AND MITIGATION\
- \[Risk 1\]: \[Mitigation\]\
- \[Risk 2\]: \[Mitigation\]\
\
8. RECOMMENDATION\
\[Clear recommendation with requested approval\]\
\
9. APPROVALS\
- \[ \] Executive Sponsor: \_\_\_\_\_\_\_\_\_\_\_\_\_ Date:
\_\_\_\_\_\_\_\
- \[ \] Finance: \_\_\_\_\_\_\_\_\_\_\_\_\_ Date: \_\_\_\_\_\_\_\
- \[ \] IT: \_\_\_\_\_\_\_\_\_\_\_\_\_ Date: \_\_\_\_\_\_\_\
- \[ \] Procurement: \_\_\_\_\_\_\_\_\_\_\_\_\_ Date: \_\_\_\_\_\_\_

**Action Items:**

-   \[ \] Draft business case

-   \[ \] Review with stakeholders

-   \[ \] Obtain required approvals

-   \[ \] Document approval in project records

**0.4 Phase 0 Completion Checklist**

  Item                                    Owner               Status
  --------------------------------------- ------------------- --------
  Stakeholders identified and committed   Project Lead        ☐
  Executive sponsor confirmed             Project Lead        ☐
  Success criteria defined and approved   Project Lead        ☐
  Business case approved                  Executive Sponsor   ☐
  Budget confirmed                        Finance             ☐
  Project timeline agreed                 All stakeholders    ☐
  Communication plan established          Project Lead        ☐

**Gate Criteria:** Proceed to Phase 1 when all items complete

**PHASE 1: PROCUREMENT & CONTRACTING**

**Due Diligence and Agreement Execution**

**Duration:** 2-4 weeks\
**Goal:** Complete vendor due diligence and execute agreements

**1.1 Initiate Procurement Process**

**Request from Phase Mirror:**

  Document                    How to Request                                                               Turnaround
  --------------------------- ---------------------------------------------------------------------------- -------------------
  Standard pricing proposal   [[sales\@phasemirror.com]{.underline}](mailto:sales@phasemirror.com)         1-2 business days
  Custom enterprise quote     Account Executive                                                            3-5 business days
  Due diligence package       Account Executive                                                            2-3 business days
  Security documentation      [[security\@phasemirror.com]{.underline}](mailto:security@phasemirror.com)   2-3 business days

**Internal Activities:**

-   \[ \] Submit vendor intake form to procurement

-   \[ \] Open vendor management record

-   \[ \] Assign risk tier (Critical/Significant/Moderate/Low)

-   \[ \] Initiate due diligence workflow

**1.2 Complete Due Diligence**

**Due Diligence Checklist:**

  Category                  Items to Review                              Phase Mirror Evidence
  ------------------------- -------------------------------------------- ------------------------------------------------------
  **Business Background**   Company registration, ownership, history     Provided in TPRM package
  **Financial Condition**   Financial stability, insurance               D&B report, insurance certificates, financials (NDA)
  **Legal/Regulatory**      Litigation, regulatory actions, compliance   Clean record attestation
  **Security**              Policies, certifications, assessments        SOC 2 Type II, security documentation
  **Operations**            Capacity, BCP/DRP, incident response         Operational documentation
  **Privacy**               Data handling, privacy practices             DPA, privacy policy
  **Subcontractors**        Fourth-party dependencies                    Sub-processor list

**Security Review Process:**

  Step   Activity                                        Owner           Duration
  ------ ----------------------------------------------- --------------- ----------
  1      Request SOC 2 report                            Procurement     Day 1
  2      Complete security questionnaire (if required)   Phase Mirror    3-5 days
  3      Security team review                            IT Security     3-5 days
  4      Risk assessment                                 IT Security     2-3 days
  5      Security approval                               CISO/delegate   1-2 days

**Phase Mirror Security Documentation Available:**

-   ✅ SOC 2 Type II Report (under NDA)

-   ✅ Penetration Test Executive Summary

-   ✅ Security Policy Overview

-   ✅ Encryption Standards

-   ✅ Incident Response Plan Summary

-   ✅ Business Continuity Plan Summary

-   ✅ Sub-processor List

-   ⏳ ISO 27001 (in progress)

**Action Items:**

-   \[ \] Request due diligence package from Phase Mirror

-   \[ \] Complete internal security questionnaire

-   \[ \] Conduct security review

-   \[ \] Document risk assessment findings

-   \[ \] Obtain security approval

**1.3 Contract Negotiation**

**Standard Agreement Package:**

  Document                              Purpose                              Negotiable?
  ------------------------------------- ------------------------------------ ------------------
  **Master Services Agreement (MSA)**   Core terms, liability, termination   Yes
  **Data Processing Agreement (DPA)**   GDPR/privacy compliance              Limited
  **Service Level Agreement (SLA)**     Uptime, support response times       Tier-dependent
  **Statement of Work (SOW)**           Specific services, timeline          Yes
  **Order Form**                        Pricing, term, seats                 Yes
  **Security Addendum**                 Enhanced security terms              Yes (Enterprise)
  **Regulatory Addendum**               OCC/Fed/SEC specific terms           Yes
  **BAA**                               HIPAA compliance (if applicable)     Limited

**Common Negotiation Points:**

  Topic                             Standard Position        Negotiable Range
  --------------------------------- ------------------------ ---------------------------------------------------------
  **Liability cap**                 12 months fees           Up to 24 months, unlimited for data breach (Enterprise)
  **Indemnification**               Mutual, standard scope   Enhanced scope available
  **Insurance minimums**            \$5M cyber, \$2M E&O     Higher limits upon request
  **Audit rights**                  Annual + for-cause       Enhanced frequency (Enterprise)
  **Data residency**                US primary               EU, custom available
  **Termination for convenience**   30 days notice           60-90 days negotiable
  **Transition assistance**         30 days included         Extended period available
  **SLA credits**                   Standard per tier        Enhanced (Enterprise)

**Contract Review Timeline:**

  Activity                   Duration    Owner
  -------------------------- ----------- --------------------
  Initial contract review    3-5 days    Legal
  Redline submission         1 day       Legal
  Phase Mirror response      2-3 days    Phase Mirror Legal
  Negotiation rounds (1-3)   5-10 days   Legal/Procurement
  Final approval             2-3 days    Signatories
  Execution                  1-2 days    Both parties

**Action Items:**

-   \[ \] Request standard agreement package

-   \[ \] Legal review of all documents

-   \[ \] Submit redlines (if any)

-   \[ \] Negotiate open items

-   \[ \] Obtain signature authority approval

-   \[ \] Execute agreements

**1.4 Regulatory-Specific Requirements**

**For OCC-Regulated Institutions:**

-   \[ \] Complete OCC risk assessment template

-   \[ \] Document alignment with OCC Bulletin 2013-29

-   \[ \] Execute OCC Regulatory Addendum

-   \[ \] File in vendor management system per OCC requirements

-   \[ \] Schedule for board/committee reporting (if critical vendor)

**For Federal Reserve-Regulated Institutions:**

-   \[ \] Complete SR 13-19 risk assessment

-   \[ \] Document alignment with SR 11-7 (if model risk applicable)

-   \[ \] Execute Federal Reserve Regulatory Addendum

-   \[ \] Include in TPRM reporting to Federal Reserve

**For SEC-Regulated Entities:**

-   \[ \] Complete Regulation S-P service provider assessment

-   \[ \] Document cybersecurity rule alignment

-   \[ \] Execute SEC Regulatory Addendum

-   \[ \] Include in books and records requirements

**Action Items:**

-   \[ \] Identify applicable regulators

-   \[ \] Complete regulator-specific assessments

-   \[ \] Execute appropriate addenda

-   \[ \] Document in compliance records

**1.5 Phase 1 Completion Checklist**

  Item                                          Owner             Status
  --------------------------------------------- ----------------- --------
  Due diligence package received                Procurement       ☐
  Security review completed                     IT Security       ☐
  Risk assessment documented                    Risk Management   ☐
  All agreements negotiated                     Legal             ☐
  Regulatory addenda executed (if applicable)   Compliance        ☐
  Agreements fully executed                     Procurement       ☐
  Vendor record created in VMS                  Procurement       ☐
  Kickoff meeting scheduled                     Project Lead      ☐

**Gate Criteria:** Proceed to Phase 2 when agreements executed

**PHASE 2: TECHNICAL SETUP**

**Environment Provisioning and Integration**

**Duration:** 1-2 weeks\
**Goal:** Establish technical foundation for Phase Mirror deployment

**2.1 Kickoff Meeting**

**Attendees:**

  Your Team           Phase Mirror Team
  ------------------- ---------------------------
  Executive Sponsor   Account Executive
  Project Lead        Customer Success Manager
  IT/Security Lead    Solutions Engineer
  Compliance Lead     Implementation Consultant
  AI/ML Team Lead     Technical Support Lead

**Kickoff Agenda:**

  Time        Topic                        Owner
  ----------- ---------------------------- --------------
  0:00-0:15   Introductions & objectives   Both
  0:15-0:30   Success criteria review      Customer
  0:30-0:45   Implementation approach      Phase Mirror
  0:45-1:00   Technical requirements       Phase Mirror
  1:00-1:15   Timeline & milestones        Both
  1:15-1:30   Communication & escalation   Both
  1:30-1:45   Q&A                          Both
  1:45-2:00   Next steps & action items    Project Lead

**Kickoff Deliverables:**

-   \[ \] Documented project plan

-   \[ \] RACI matrix

-   \[ \] Communication plan

-   \[ \] Risk register

-   \[ \] Action item tracker

**2.2 Environment Provisioning**

**Phase Mirror will provision based on your tier:**

  Tier             Environment                     Provisioning Time
  ---------------- ------------------------------- -------------------
  **Team**         Shared multi-tenant             \<1 business day
  **Business**     Shared multi-tenant, enhanced   \<1 business day
  **Enterprise**   Dedicated instance (optional)   3-5 business days

**Information Required for Provisioning:**

  Item                    Description                         Example
  ----------------------- ----------------------------------- --------------------------------------------------------------------------
  **Organization name**   Legal entity name                   Acme Financial Corporation
  **Primary domain**      Email domain for users              \@acmefinancial.com
  **Admin contact**       Initial administrator               [[admin\@acmefinancial.com]{.underline}](mailto:admin@acmefinancial.com)
  **Data residency**      Preferred region                    US / EU / Custom
  **SSO provider**        Identity provider (if applicable)   Okta, Azure AD, Ping

**Action Items:**

-   \[ \] Submit provisioning information to Phase Mirror

-   \[ \] Confirm environment URL (e.g.,
    > [[acme.phasemirror.com]{.underline}](http://acme.phasemirror.com))

-   \[ \] Verify admin account access

-   \[ \] Confirm data residency configuration

**2.3 Authentication Setup**

**Option A: Standard Authentication (Username/Password + MFA)**

  Step   Action                           Owner
  ------ -------------------------------- ----------------
  1      Admin receives welcome email     Phase Mirror
  2      Admin sets password              Customer Admin
  3      Admin configures MFA (TOTP)      Customer Admin
  4      Admin invites additional users   Customer Admin
  5      Users complete registration      Customer Users

**Option B: Single Sign-On (SSO) - Recommended for Enterprise**

  Step   Action                                          Owner          Duration
  ------ ----------------------------------------------- -------------- ----------
  1      Phase Mirror provides SSO configuration guide   Phase Mirror   Day 1
  2      IT creates SSO application in IdP               Customer IT    1-2 days
  3      IT provides SSO metadata to Phase Mirror        Customer IT    1 day
  4      Phase Mirror configures SSO                     Phase Mirror   1-2 days
  5      Joint testing of SSO                            Both           1 day
  6      Production SSO activation                       Both           1 day

**SSO Configuration Details:**

  IdP                 Protocol         Documentation
  ------------------- ---------------- --------------------------------
  **Okta**            SAML 2.0, OIDC   \[Link provided at kickoff\]
  **Azure AD**        SAML 2.0, OIDC   \[Link provided at kickoff\]
  **Ping Identity**   SAML 2.0, OIDC   \[Link provided at kickoff\]
  **OneLogin**        SAML 2.0, OIDC   \[Link provided at kickoff\]
  **Other**           SAML 2.0, OIDC   Custom configuration available

**SSO Attributes Required:**

  Attribute    Purpose                      Required
  ------------ ---------------------------- ----------
  email        User identifier              Yes
  firstName    Display name                 Yes
  lastName     Display name                 Yes
  groups       Role assignment (optional)   No
  department   Organizational context       No

**Action Items:**

-   \[ \] Decide authentication method

-   \[ \] If SSO: Create application in IdP

-   \[ \] If SSO: Exchange metadata with Phase Mirror

-   \[ \] Test authentication

-   \[ \] Document authentication configuration

**2.4 Network Configuration**

**Phase Mirror IP Addresses for Allowlisting:**

  Environment         IP Range                  Purpose
  ------------------- ------------------------- ----------------------
  Production          \[Provided at kickoff\]   API, web application
  Status monitoring   \[Provided at kickoff\]   Status page checks

**Customer Network Requirements:**

  Requirement             Details
  ----------------------- -------------------------------------------------------------------------------------------------
  **Outbound HTTPS**      Port 443 to \*.phasemirror.com
  **Webhook endpoints**   If using webhooks, allow inbound from Phase Mirror IPs
  **API endpoints**       If using API, allow outbound to [[api.phasemirror.com]{.underline}](http://api.phasemirror.com)

**For On-Premises Integrations:**

  Integration          Network Requirement
  -------------------- --------------------------------------------
  GitHub Enterprise    Outbound from Phase Mirror to your GitHub
  GitLab Self-Hosted   Outbound from Phase Mirror to your GitLab
  Jira Server          Outbound from Phase Mirror to your Jira
  Jenkins              Outbound from Phase Mirror to your Jenkins

**Action Items:**

-   \[ \] Review firewall requirements

-   \[ \] Allowlist Phase Mirror IP addresses (if applicable)

-   \[ \] Configure outbound access to Phase Mirror

-   \[ \] Test network connectivity

**2.5 Integration Setup**

**Available Integrations:**

  Category             Integrations                                       Setup Complexity
  -------------------- -------------------------------------------------- ------------------
  **Source Control**   GitHub, GitLab, Bitbucket                          Low
  **CI/CD**            Jenkins, GitHub Actions, Azure DevOps, GitLab CI   Medium
  **Ticketing**        Jira, ServiceNow, Linear                           Low
  **Communication**    Slack, Microsoft Teams                             Low
  **SIEM**             Splunk, Sumo Logic, Datadog                        Medium
  **GRC**              ServiceNow GRC, Archer, OneTrust                   Medium-High
  **Identity**         Okta, Azure AD, Ping                               Medium

**Integration Priority Matrix:**

  Integration      Priority   Business Value
  ---------------- ---------- ---------------------------
  SSO              High       Security, user experience
  Source control   High       AI system discovery
  CI/CD            Medium     Governance enforcement
  Ticketing        Medium     Workflow automation
  SIEM             Medium     Security monitoring
  Communication    Low        Notifications

**Integration Setup Process:**

  Step   Action                                  Owner
  ------ --------------------------------------- ----------------
  1      Identify required integrations          Customer
  2      Review integration documentation        Customer IT
  3      Create API tokens/credentials           Customer IT
  4      Configure integration in Phase Mirror   Customer Admin
  5      Test integration                        Both
  6      Document configuration                  Customer

**Action Items:**

-   \[ \] Prioritize integrations

-   \[ \] Review integration documentation

-   \[ \] Create necessary credentials

-   \[ \] Configure integrations

-   \[ \] Test and validate

**2.6 Phase 2 Completion Checklist**

  Item                               Owner            Status
  ---------------------------------- ---------------- --------
  Kickoff meeting completed          Project Lead     ☐
  Environment provisioned            Phase Mirror     ☐
  Admin account configured           Customer Admin   ☐
  Authentication method configured   Customer IT      ☐
  Network configuration complete     Customer IT      ☐
  Priority integrations configured   Customer IT      ☐
  All integrations tested            Both             ☐
  Technical setup documented         Customer         ☐

**Gate Criteria:** Proceed to Phase 3 when technical foundation
established

**PHASE 3: CONFIGURATION**

**AI System Registration and Governance Setup**

**Duration:** 2-4 weeks\
**Goal:** Configure Phase Mirror for your AI governance needs

**3.1 AI System Inventory**

**Step 1: Discovery**

Identify all AI systems in your organization:

  Discovery Method    Description                             Owner
  ------------------- --------------------------------------- --------------
  **Automated**       Source code scanning via integrations   IT/DevOps
  **Survey**          Business unit questionnaire             Project Lead
  **Interviews**      AI/ML team discussions                  AI/ML Lead
  **Documentation**   Review existing model inventories       Compliance

**AI System Inventory Template:**

  Field                   Description                          Example
  ----------------------- ------------------------------------ ----------------------------
  **System Name**         Descriptive name                     Fraud Detection Model v2.1
  **System ID**           Unique identifier                    FRD-001
  **Owner**               Accountable individual               Jane Smith, VP Fraud Ops
  **Business Unit**       Owning department                    Risk Management
  **Type**                ML model, rules engine, LLM, agent   ML Model
  **Use Case**            Business purpose                     Transaction fraud scoring
  **Risk Tier**           High/Medium/Low                      High
  **Regulatory Impact**   Applicable regulations               BSA/AML, Fair Lending
  **Data Sensitivity**    PII, financial, health               Financial, PII
  **Deployment Status**   Production, development, retired     Production
  **Deployment Date**     When deployed                        2024-06-15
  **Last Update**         Most recent change                   2025-11-01

**Step 2: Risk Classification**

  Risk Tier      Criteria                                                   Examples
  -------------- ---------------------------------------------------------- --------------------------------------------------------------
  **Critical**   Customer impact, regulatory scrutiny, material decisions   Credit decisioning, fraud detection, clinical diagnosis
  **High**       Significant business impact, compliance implications       Customer service AI, underwriting support, claims processing
  **Medium**     Operational efficiency, limited external impact            Internal document processing, scheduling optimization
  **Low**        Non-material, experimental, internal only                  Development prototypes, internal chatbots

**Action Items:**

-   \[ \] Conduct AI system discovery

-   \[ \] Complete inventory spreadsheet

-   \[ \] Assign risk classifications

-   \[ \] Identify system owners

-   \[ \] Prioritize for Phase Mirror registration

**3.2 Register AI Systems in Phase Mirror**

**Registration Process:**

  Step   Action                            Owner
  ------ --------------------------------- --------------------
  1      Access AI System Registry         Admin
  2      Create new AI system record       Admin/System Owner
  3      Complete system metadata          System Owner
  4      Upload supporting documentation   System Owner
  5      Assign governance workflows       Admin
  6      Review and approve                Governance Lead

**Required Information per AI System:**

  Section                 Fields
  ----------------------- ----------------------------------------------------------
  **Basic Information**   Name, ID, description, owner, business unit
  **Technical Details**   Type, framework, deployment environment, version
  **Data & Privacy**      Data sources, PII handling, retention
  **Governance**          Policies applicable, approval workflows, review schedule
  **Risk & Compliance**   Risk tier, regulations, controls
  **Documentation**       Design docs, validation reports, monitoring specs

**Documentation to Upload:**

  Document Type              Description                               Required?
  -------------------------- ----------------------------------------- -------------
  System design document     Architecture and design decisions         Yes
  Model card (if ML)         Model documentation per standard format   Recommended
  Validation report          Initial and ongoing validation results    Recommended
  Data dictionary            Data elements used by system              Yes
  Monitoring specification   How system is monitored                   Yes
  Approval documentation     Sign-offs and approvals                   Yes

**Action Items:**

-   \[ \] Register Critical/High risk systems first

-   \[ \] Upload required documentation

-   \[ \] Configure governance workflows

-   \[ \] Validate system records with owners

**3.3 Configure Governance Framework**

**Governance Components to Configure:**

  Component        Description                             Configuration
  ---------------- --------------------------------------- ----------------------------
  **Policies**     Organizational AI governance policies   Upload or link to existing
  **Standards**    Technical and operational standards     Map to AI systems
  **Procedures**   Operational procedures                  Document in workflows
  **Controls**     Specific governance controls            Configure checkpoints

**Policy Mapping:**

  Policy Area             Example Policies                                 Phase Mirror Mapping
  ----------------------- ------------------------------------------------ ------------------------------
  **Development**         AI development standards, testing requirements   Development governance rules
  **Deployment**          Approval requirements, deployment gates          Deployment workflows
  **Monitoring**          Performance monitoring, drift detection          Monitoring specifications
  **Change Management**   Change approval, version control                 Change governance rules
  **Risk Management**     Risk assessment, issue remediation               Risk rules and thresholds
  **Compliance**          Regulatory requirements, audit readiness         Compliance pack rules

**Workflow Configuration:**

  Workflow                    Trigger               Steps                                              Outcome
  --------------------------- --------------------- -------------------------------------------------- --------------------------
  **New AI System**           System registration   Risk assessment → Approval → Documentation         Approved for development
  **Production Deployment**   Deployment request    Validation → Security → Compliance → Approval      Approved for production
  **Material Change**         Change request        Impact assessment → Testing → Approval             Change approved
  **Issue Remediation**       Issue identified      Triage → Assignment → Remediation → Verification   Issue closed
  **Periodic Review**         Scheduled             Documentation → Risk reassessment → Approval       Review complete

**Action Items:**

-   \[ \] Upload organizational policies

-   \[ \] Map policies to AI systems

-   \[ \] Configure governance workflows

-   \[ \] Define approval authorities

-   \[ \] Test workflow execution

**3.4 Configure Compliance Packs**

**If you purchased compliance packs, configure them:**

**EU AI Act Readiness Pack:**

  Configuration             Action
  ------------------------- ---------------------------------------------
  Risk classification       Run classification engine on all AI systems
  Documentation templates   Customize for your organization
  Assessment schedules      Configure periodic assessment cadence
  Reporting                 Configure compliance dashboards

**Financial Services Compliance Pack:**

  Configuration          Action
  ---------------------- -------------------------------------------
  SR 11-7 mapping        Map model risk requirements to AI systems
  Fair lending rules     Configure bias monitoring thresholds
  Regulatory reporting   Set up examination documentation
  Audit trail            Configure retention (7 years)

**Healthcare Compliance Pack:**

  Configuration         Action
  --------------------- ---------------------------------
  HIPAA mapping         Configure PHI handling controls
  FDA guidance          Map SaMD requirements
  Clinical validation   Configure validation workflows
  Patient safety        Set up safety monitoring

**Agentic AI Governance Pack:**

  Configuration         Action
  --------------------- -------------------------------------
  Autonomy boundaries   Define permitted autonomous actions
  Human oversight       Configure oversight checkpoints
  Escalation rules      Define escalation triggers
  Audit logging         Configure comprehensive logging

**Action Items:**

-   \[ \] Review compliance pack documentation

-   \[ \] Configure pack settings

-   \[ \] Customize templates for organization

-   \[ \] Test compliance rules

-   \[ \] Validate with compliance team

**3.5 Configure Users and Roles**

**Standard Roles:**

  Role                  Permissions                              Typical Users
  --------------------- ---------------------------------------- ------------------------------------
  **Admin**             Full platform administration             IT administrators
  **Governance Lead**   Configure governance, approve systems    Compliance officers, risk managers
  **System Owner**      Manage owned AI systems                  AI/ML team leads
  **Contributor**       Update AI system documentation           Developers, analysts
  **Viewer**            Read-only access to dashboards           Executives, auditors
  **Auditor**           Read-only with full audit trail access   Internal/external auditors

**Role Assignment Matrix:**

  User Type            Recommended Role                                    Access Scope
  -------------------- --------------------------------------------------- ---------------------
  Executive Sponsor    Viewer                                              Organization-wide
  Project Lead         Admin (initially), Governance Lead (steady state)   Organization-wide
  IT/Security Lead     Admin                                               Organization-wide
  Compliance Officer   Governance Lead                                     Organization-wide
  AI/ML Team Lead      System Owner                                        Team AI systems
  Developers           Contributor                                         Assigned AI systems
  Auditors             Auditor                                             Organization-wide

**User Provisioning:**

  Method            Description                        Best For
  ----------------- ---------------------------------- --------------------------
  **Manual**        Admin invites users individually   Small teams (\<20 users)
  **Bulk import**   CSV upload of users                Initial onboarding
  **SSO/SCIM**      Automated provisioning via IdP     Enterprise (50+ users)

**Action Items:**

-   \[ \] Define role assignments

-   \[ \] Provision user accounts

-   \[ \] Assign roles to users

-   \[ \] Configure SSO group mappings (if applicable)

-   \[ \] Test user access

**3.6 Phase 3 Completion Checklist**

  Item                                   Owner             Status
  -------------------------------------- ----------------- --------
  AI system inventory complete           AI/ML Lead        ☐
  Risk classifications assigned          Compliance Lead   ☐
  Critical/High systems registered       System Owners     ☐
  Documentation uploaded                 System Owners     ☐
  Governance framework configured        Governance Lead   ☐
  Compliance packs configured            Compliance Lead   ☐
  Users provisioned and roles assigned   Admin             ☐
  Configuration documented               Project Lead      ☐

**Gate Criteria:** Proceed to Phase 4 when core configuration complete

**PHASE 4: PILOT & VALIDATION**

**Testing, Validation, and Refinement**

**Duration:** 2-4 weeks\
**Goal:** Validate Phase Mirror configuration with pilot AI systems

**4.1 Define Pilot Scope**

**Pilot Selection Criteria:**

  Criterion            Description
  -------------------- ------------------------------------------------------
  **Representative**   Reflects typical AI systems in your portfolio
  **Manageable**       3-5 systems maximum for initial pilot
  **Engaged owners**   System owners committed to participate
  **Visible value**    Success will demonstrate clear business value
  **Low disruption**   Pilot activities won\'t impact production operations

**Recommended Pilot Composition:**

  System Type          Count   Rationale
  -------------------- ------- -------------------------------------------------
  Critical/High risk   1-2     Validates governance for most important systems
  Medium risk          1-2     Tests standard workflows
  New/In development   1       Tests full lifecycle governance

**Pilot Success Criteria:**

  Metric                         Target                       Measurement
  ------------------------------ ---------------------------- ------------------------------------
  System registration accuracy   100%                         All fields correctly populated
  Dissonance detection           Identify ≥1 gap per system   Dissonance Reports generated
  Workflow execution             100% completion              All workflows execute successfully
  User satisfaction              ≥4/5 rating                  Pilot participant survey
  Time to documentation          \<1 hour per system          Time tracking

**Action Items:**

-   \[ \] Select pilot AI systems

-   \[ \] Confirm pilot participants

-   \[ \] Define pilot success criteria

-   \[ \] Schedule pilot kickoff

**4.2 Execute Pilot**

**Pilot Activities:**

  Week         Activities
  ------------ --------------------------------------------------------
  **Week 1**   Pilot kickoff, training, initial system registration
  **Week 2**   Complete registration, run initial dissonance analysis
  **Week 3**   Execute governance workflows, refine configuration
  **Week 4**   Generate reports, validate outputs, gather feedback

**Daily Pilot Cadence:**

  Activity                   Frequency        Participants
  -------------------------- ---------------- ---------------------------------
  Standup                    Daily (15 min)   Pilot team
  Issue review               Daily            Project Lead + Phase Mirror CSM
  Configuration adjustment   As needed        Admin + Solutions Engineer

**Pilot Testing Checklist:**

  Test Area            Test Cases                                                   Status
  -------------------- ------------------------------------------------------------ --------
  **Registration**     Create system, update system, upload documents               ☐
  **Workflows**        Trigger approval, complete workflow, reject and resubmit     ☐
  **Dissonance**       Run analysis, review report, create action items             ☐
  **Reporting**        Generate dashboard, export report, schedule report           ☐
  **Integrations**     Sync from source control, create ticket, send notification   ☐
  **Access Control**   Test role permissions, verify restrictions                   ☐
  **Audit Trail**      Verify logging, test audit export                            ☐

**Action Items:**

-   \[ \] Conduct pilot training

-   \[ \] Execute pilot activities

-   \[ \] Track issues and resolutions

-   \[ \] Document configuration changes

**4.3 Run Initial Dissonance Analysis**

**Dissonance Analysis Process:**

  Step   Action                                          Output
  ------ ----------------------------------------------- ---------------------------
  1      Select AI system for analysis                   Target system identified
  2      Gather inputs (policies, documentation, code)   Analysis inputs collected
  3      Run dissonance detection engine                 Raw dissonance data
  4      Review and validate findings                    Validated dissonances
  5      Generate Dissonance Report                      Formal report
  6      Identify action levers                          Actionable improvements

**Sample Dissonance Report Output:**

DISSONANCE REPORT: Fraud Detection Model v2.1\
\
EXECUTIVE SUMMARY\
Analysis Date: \[Date\]\
System: FRD-001 - Fraud Detection Model v2.1\
Owner: Jane Smith, VP Fraud Ops\
Risk Tier: Critical\
\
DISSONANCES IDENTIFIED: 4\
\
DISSONANCE \#1: Human Oversight Gap\
- Policy states: \"All high-risk decisions require human review\"\
- Reality: Model scores 50,000+ transactions/day autonomously\
- Risk: Regulatory finding, fair lending exposure\
- Lever: Define \"human oversight\" as exception-based review with\
audit trail and 5% sampling\
\
DISSONANCE \#2: Documentation Currency\
- Policy states: \"Model documentation updated within 30 days of
changes\"\
- Reality: Last documentation update 6 months ago, 3 model versions
behind\
- Risk: Examination finding, validation gap\
- Lever: Implement automated documentation generation in CI/CD pipeline\
\
DISSONANCE \#3: Bias Monitoring\
- Policy states: \"Bias monitoring performed quarterly\"\
- Reality: No evidence of bias monitoring in past 12 months\
- Risk: Fair lending violation, regulatory action\
- Lever: Configure automated bias monitoring in Phase Mirror,\
assign owner, set quarterly schedule\
\
DISSONANCE \#4: Incident Response\
- Policy states: \"Model incidents reported within 24 hours\"\
- Reality: No incident reporting process documented\
- Risk: Delayed response to model failures\
- Lever: Create incident response procedure, configure alerting\
\
ACTION ITEMS GENERATED: 4\
Total Estimated Remediation: 6-8 weeks\
Recommended Priority: High

**Action Items:**

-   \[ \] Run dissonance analysis on pilot systems

-   \[ \] Review findings with system owners

-   \[ \] Validate dissonance accuracy

-   \[ \] Create action items for remediation

**4.4 Gather Feedback and Refine**

**Feedback Collection:**

  Audience             Method      Timing
  -------------------- ----------- --------------
  Pilot participants   Survey      End of pilot
  System owners        Interview   Week 3-4
  Governance team      Workshop    Week 4
  Executive sponsor    Briefing    End of pilot

**Pilot Participant Survey:**

  Question                                 Scale
  ---------------------------------------- -------------
  Overall satisfaction with Phase Mirror   1-5
  Ease of AI system registration           1-5
  Quality of dissonance analysis           1-5
  Usefulness of generated reports          1-5
  Time savings vs. manual process          Hours saved
  Likelihood to recommend to colleagues    1-10 (NPS)
  Top 3 things you liked                   Open text
  Top 3 areas for improvement              Open text

**Configuration Refinement:**

  Feedback Area            Potential Refinements
  ------------------------ --------------------------------------------
  Workflow complexity      Simplify approval steps, adjust thresholds
  Dissonance sensitivity   Tune detection parameters
  Reporting content        Customize templates, add/remove sections
  Role permissions         Adjust access levels
  Integrations             Add/modify integration configurations

**Action Items:**

-   \[ \] Conduct feedback survey

-   \[ \] Compile feedback report

-   \[ \] Prioritize refinements

-   \[ \] Implement configuration changes

-   \[ \] Re-test after refinements

**4.5 Pilot Readout and Go/No-Go Decision**

**Pilot Readout Presentation:**

  Section                 Content
  ----------------------- --------------------------------------------
  **Executive Summary**   Pilot objectives, outcomes, recommendation
  **Scope**               Systems covered, participants, timeline
  **Results**             Success metrics achieved vs. targets
  **Findings**            Key learnings, issues resolved
  **Feedback**            Participant satisfaction, NPS
  **Refinements**         Configuration changes made
  **Recommendation**      Go/No-Go for production rollout
  **Next Steps**          Production rollout plan

**Go/No-Go Criteria:**

  Criterion                     Threshold                      Pilot Result
  ----------------------------- ------------------------------ -------------------
  System registration success   100%                           ☐ Met / ☐ Not Met
  Workflow execution success    95%                            ☐ Met / ☐ Not Met
  Dissonance detection value    ≥1 actionable finding/system   ☐ Met / ☐ Not Met
  User satisfaction             ≥4/5                           ☐ Met / ☐ Not Met
  Critical issues               Zero unresolved                ☐ Met / ☐ Not Met
  Stakeholder approval          All approve                    ☐ Met / ☐ Not Met

**Decision:**

-   ☐ **GO** - Proceed to production rollout

-   ☐ **CONDITIONAL GO** - Proceed with conditions:
    > \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

-   ☐ **NO-GO** - Additional work required:
    > \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**Action Items:**

-   \[ \] Prepare pilot readout presentation

-   \[ \] Present to stakeholders

-   \[ \] Document Go/No-Go decision

-   \[ \] Develop production rollout plan

**4.6 Phase 4 Completion Checklist**

  Item                                    Owner               Status
  --------------------------------------- ------------------- --------
  Pilot scope defined                     Project Lead        ☐
  Pilot training completed                Phase Mirror        ☐
  Pilot systems registered                System Owners       ☐
  Dissonance analysis completed           Governance Lead     ☐
  All test cases executed                 QA/Project Lead     ☐
  Feedback collected                      Project Lead        ☐
  Configuration refinements implemented   Admin               ☐
  Pilot readout presented                 Project Lead        ☐
  Go/No-Go decision documented            Executive Sponsor   ☐
  Production rollout plan approved        Executive Sponsor   ☐

**Gate Criteria:** Proceed to Phase 5 upon GO decision

**PHASE 5: PRODUCTION ROLLOUT**

**Go-Live, Training, and Adoption**

**Duration:** 2-4 weeks\
**Goal:** Full production deployment and user adoption

**5.1 Production Rollout Plan**

**Rollout Strategy Options:**

  Strategy                      Description                              Best For
  ----------------------------- ---------------------------------------- ---------------------------------------
  **Big Bang**                  All systems and users at once            Small organizations (\<50 AI systems)
  **Phased by Risk**            Critical first, then High, Medium, Low   Regulated industries
  **Phased by Business Unit**   One business unit at a time              Large, decentralized organizations
  **Phased by Use Case**        One use case type at a time              Diverse AI portfolio

**Recommended Phased Rollout (by Risk Tier):**

  Phase        Systems         Duration   Milestone
  ------------ --------------- ---------- ----------------------------------
  **Wave 1**   Critical risk   Week 1-2   All critical systems governed
  **Wave 2**   High risk       Week 2-3   All high-risk systems governed
  **Wave 3**   Medium risk     Week 3-4   All medium-risk systems governed
  **Wave 4**   Low risk        Week 4+    Full coverage

**Rollout Schedule Template:**

  Date       Activity                     Owner             Status
  ---------- ---------------------------- ----------------- --------
  \[Date\]   Wave 1 kickoff               Project Lead      ☐
  \[Date\]   Wave 1 training              Phase Mirror      ☐
  \[Date\]   Wave 1 system registration   System Owners     ☐
  \[Date\]   Wave 1 validation            Governance Lead   ☐
  \[Date\]   Wave 2 kickoff               Project Lead      ☐
  \...       \...                         \...              \...

**Action Items:**

-   \[ \] Select rollout strategy

-   \[ \] Create detailed rollout schedule

-   \[ \] Communicate plan to stakeholders

-   \[ \] Prepare rollout materials

**5.2 User Training**

**Training Program:**

  Course                         Audience                  Duration   Delivery
  ------------------------------ ------------------------- ---------- -------------------
  **Executive Overview**         Executives, sponsors      30 min     Webinar/in-person
  **Administrator Training**     Admins, IT                2 hours    Hands-on workshop
  **Governance Lead Training**   Compliance, risk          2 hours    Hands-on workshop
  **System Owner Training**      AI/ML leads               1 hour     Hands-on workshop
  **Contributor Training**       Developers, analysts      30 min     Self-paced + Q&A
  **Auditor Training**           Internal/external audit   1 hour     Webinar

**Training Materials:**

  Material               Format       Access
  ---------------------- ------------ --------------------------
  User guide             PDF/Online   Phase Mirror Help Center
  Quick start guide      PDF          Provided at kickoff
  Video tutorials        Video        Phase Mirror Academy
  Role-specific guides   PDF          Phase Mirror Help Center
  FAQ                    Online       Phase Mirror Help Center
  Best practices         PDF          Customer Success Manager

**Training Schedule Template:**

  Date       Course                           Audience           Trainer
  ---------- -------------------------------- ------------------ --------------
  \[Date\]   Executive Overview               Leadership         Phase Mirror
  \[Date\]   Administrator Training           IT team            Phase Mirror
  \[Date\]   Governance Lead Training         Compliance, risk   Phase Mirror
  \[Date\]   System Owner Training (Wave 1)   AI/ML leads        Phase Mirror
  \[Date\]   Contributor Training             All users          Self-paced

**Training Completion Tracking:**

  User       Role              Course                     Completed   Date
  ---------- ----------------- -------------------------- ----------- ------
  \[Name\]   Admin             Administrator Training     ☐           
  \[Name\]   Governance Lead   Governance Lead Training   ☐           
  \...       \...              \...                       \...        \...

**Action Items:**

-   \[ \] Schedule training sessions

-   \[ \] Distribute training materials

-   \[ \] Conduct training

-   \[ \] Track completion

-   \[ \] Provide remedial training as needed

**5.3 Change Management**

**Communication Plan:**

  Audience            Message                              Channel                Timing
  ------------------- ------------------------------------ ---------------------- ------------------------
  **All employees**   AI governance program announcement   Email, intranet        2 weeks before go-live
  **AI/ML teams**     What\'s changing and why             Team meetings          1 week before go-live
  **System owners**   Specific responsibilities            Direct communication   1 week before go-live
  **Executives**      Progress updates                     Status reports         Bi-weekly

**Change Management Checklist:**

-   \[ \] Executive sponsor communication sent

-   \[ \] Department heads briefed

-   \[ \] User communication sent

-   \[ \] Training scheduled and communicated

-   \[ \] Support resources identified and communicated

-   \[ \] Feedback channels established

-   \[ \] FAQ published

**Resistance Management:**

  Resistance Type                     Response Strategy
  ----------------------------------- ---------------------------------------------------
  \"Too much work\"                   Demonstrate time savings, automate where possible
  \"Don\'t understand value\"         Share dissonance findings, regulatory context
  \"System doesn\'t fit our needs\"   Gather feedback, customize configuration
  \"Prefer existing process\"         Show improvements, involve in design

**Action Items:**

-   \[ \] Develop communication plan

-   \[ \] Execute communications

-   \[ \] Monitor adoption and resistance

-   \[ \] Address concerns proactively

**5.4 Register All AI Systems**

**Mass Registration Process:**

  Step   Activity                         Owner             Tools
  ------ -------------------------------- ----------------- -----------------
  1      Finalize AI system inventory     AI/ML Lead        Spreadsheet
  2      Validate inventory with owners   Project Lead      Review meetings
  3      Bulk import system records       Admin             CSV import
  4      System owners complete details   System Owners     Platform
  5      Governance lead review           Governance Lead   Platform
  6      Documentation upload             System Owners     Platform
  7      Initial dissonance analysis      Governance Lead   Platform

**Registration Tracking:**

  Business Unit      Total Systems   Registered   Documented   Analyzed
  ------------------ --------------- ------------ ------------ ----------
  Risk Management    12                                        
  Customer Service   8                                         
  Operations         15                                        
  Product            10                                        
  **TOTAL**          **45**                                    

**Action Items:**

-   \[ \] Import all AI systems

-   \[ \] Assign system owners

-   \[ \] Set documentation deadlines

-   \[ \] Track registration completion

-   \[ \] Follow up on laggards

**5.5 Go-Live and Hypercare**

**Go-Live Checklist:**

  Item                                 Owner               Status
  ------------------------------------ ------------------- --------
  All systems registered               Project Lead        ☐
  All users trained                    Project Lead        ☐
  All integrations tested              IT Lead             ☐
  Support escalation path documented   Project Lead        ☐
  Monitoring dashboards configured     Admin               ☐
  Go-live communication sent           Project Lead        ☐
  Executive sponsor approval           Executive Sponsor   ☐

**Hypercare Period (First 2 Weeks Post Go-Live):**

  Activity            Frequency   Participants
  ------------------- ----------- ------------------------
  Daily check-in      Daily       Project Lead + CSM
  Issue triage        As needed   Support team
  User office hours   2x/week     Phase Mirror + Admin
  Executive status    Weekly      Sponsor + Project Lead

**Support During Hypercare:**

  Issue Severity                Response Time     Escalation
  ----------------------------- ----------------- ----------------------------
  Critical (system down)        1 hour            Phase Mirror Support + CSM
  High (major feature broken)   4 hours           Phase Mirror Support
  Medium (feature issue)        1 business day    Phase Mirror Support
  Low (question, enhancement)   2 business days   Help Center / CSM

**Action Items:**

-   \[ \] Execute go-live checklist

-   \[ \] Begin hypercare period

-   \[ \] Monitor issues daily

-   \[ \] Conduct office hours

-   \[ \] Document lessons learned

**5.6 Phase 5 Completion Checklist**

  Item                                     Owner               Status
  ---------------------------------------- ------------------- --------
  Rollout plan executed                    Project Lead        ☐
  All users trained                        Project Lead        ☐
  All AI systems registered                AI/ML Lead          ☐
  Documentation uploaded for all systems   System Owners       ☐
  Initial dissonance analysis complete     Governance Lead     ☐
  Go-live communication sent               Project Lead        ☐
  Hypercare period completed               Project Lead        ☐
  Lessons learned documented               Project Lead        ☐
  Project closed                           Executive Sponsor   ☐

**Gate Criteria:** Proceed to Phase 6 after hypercare period complete

**PHASE 6: STEADY STATE**

**Ongoing Operations and Optimization**

**Duration:** Ongoing\
**Goal:** Maximize value from Phase Mirror investment

**6.1 Operational Cadence**

**Regular Activities:**

  Activity                        Frequency   Owner                Purpose
  ------------------------------- ----------- -------------------- -----------------------
  **Platform health check**       Weekly      Admin                Monitor system health
  **User activity review**        Weekly      Admin                Track adoption
  **Dissonance report review**    Bi-weekly   Governance Lead      Address new findings
  **Governance metrics review**   Monthly     Governance Lead      Track KPIs
  **Quarterly business review**   Quarterly   CSM + Stakeholders   Strategic alignment
  **Annual vendor review**        Annual      Procurement          Contract/risk review

**Monthly Governance Metrics:**

  Metric                               Target          Current   Trend
  ------------------------------------ --------------- --------- -------
  AI systems registered                100%                      
  Systems with current documentation   95%                       
  Open dissonances                     \<10 critical             
  Dissonance remediation time          \<30 days                 
  User adoption (active users)         \>80%                     
  Workflow completion rate             \>95%                     

**6.2 Ongoing Monitoring**

**Phase Mirror Monitoring:**

  What to Monitor          How                        Alert Threshold
  ------------------------ -------------------------- -----------------
  Platform availability    Status page subscription   Any outage
  New dissonances          Dashboard/email alerts     Any critical
  Compliance deadlines     Calendar integration       30 days before
  Documentation currency   Automated reports          \>90 days stale
  User access              Activity reports           Unused accounts

**Vendor Monitoring:**

  What to Monitor         Frequency    Source
  ----------------------- ------------ --------------------
  Service uptime          Continuous   Status page
  Security posture        Annual       SOC 2 report
  Financial health        Annual       D&B / attestation
  Subcontractor changes   Quarterly    Sub-processor list
  Product roadmap         Quarterly    CSM updates

**6.3 Continuous Improvement**

**Feedback Loop:**

  Feedback Source            Collection Method         Frequency
  -------------------------- ------------------------- -----------
  User satisfaction          Survey                    Quarterly
  Feature requests           In-app feedback           Ongoing
  Issue trends               Support ticket analysis   Monthly
  Governance effectiveness   Metrics review            Monthly

**Optimization Opportunities:**

  Area              Potential Improvements
  ----------------- ---------------------------------------------------
  **Automation**    Increase automated workflows, reduce manual steps
  **Integration**   Add integrations to reduce context switching
  **Coverage**      Extend to additional AI systems, use cases
  **Compliance**    Add compliance packs as regulations evolve
  **Training**      Refresh training, onboard new users

**Expansion Opportunities:**

  Expansion Type          Trigger               Process
  ----------------------- --------------------- -------------
  Additional seats        User growth           Contact CSM
  Compliance packs        New regulations       Contact CSM
  Professional services   Complex initiatives   Contact CSM
  Tier upgrade            Feature needs         Contact CSM

**6.4 Annual Vendor Review**

**Annual Review Checklist:**

  Item                                      Owner             Status
  ----------------------------------------- ----------------- --------
  Review contract terms and expiration      Procurement       ☐
  Assess service level performance          IT/Project Lead   ☐
  Update risk assessment                    Risk Management   ☐
  Review security documentation (SOC 2)     IT Security       ☐
  Assess financial stability                Procurement       ☐
  Gather user feedback                      Project Lead      ☐
  Review roadmap alignment                  Project Lead      ☐
  Negotiate renewal terms (if applicable)   Procurement       ☐
  Document review findings                  Procurement       ☐

**Annual Review Report Template:**

ANNUAL VENDOR REVIEW: PHASE MIRROR\
\
Review Period: \[Date\] to \[Date\]\
Reviewer: \[Name\]\
Date: \[Date\]\
\
1. SERVICE PERFORMANCE\
- Uptime achieved: \[X\]% (SLA: \[X\]%)\
- Support tickets: \[X\] opened, \[X\] resolved\
- Average resolution time: \[X\] hours\
- SLA credits issued: \$\[X\]\
- Overall performance rating: \[1-5\]\
\
2. SECURITY & COMPLIANCE\
- SOC 2 report reviewed: \[Date\]\
- Findings: \[None / Summary\]\
- Security incidents: \[None / Summary\]\
- Compliance status: \[Compliant / Issues\]\
\
3. FINANCIAL STABILITY\
- D&B rating: \[X\]\
- Insurance current: \[Yes/No\]\
- Concerns: \[None / Summary\]\
\
4. VALUE DELIVERED\
- AI systems governed: \[X\]\
- Dissonances identified: \[X\]\
- Remediation completed: \[X\]\
- Compliance findings avoided: \[X\]\
- Estimated ROI: \[X\]%\
\
5. USER SATISFACTION\
- NPS score: \[X\]\
- Satisfaction rating: \[X\]/5\
- Key feedback: \[Summary\]\
\
6. ISSUES AND CONCERNS\
\[List any issues or concerns\]\
\
7. RECOMMENDATION\
\[Continue / Continue with changes / Discontinue\]\
\
8. ACTION ITEMS\
\[List action items for next period\]\
\
9. APPROVAL\
Reviewer: \_\_\_\_\_\_\_\_\_\_\_\_\_ Date: \_\_\_\_\_\_\_\
Manager: \_\_\_\_\_\_\_\_\_\_\_\_\_ Date: \_\_\_\_\_\_\_

**6.5 Examination and Audit Support**

**Examination Preparation:**

  Timeframe                Activity
  ------------------------ ---------------------------------------------------------------
  **90 days before**       Review Phase Mirror documentation for currency
  **60 days before**       Generate updated compliance reports
  **30 days before**       Prepare vendor management file
  **1 week before**        Notify Phase Mirror of upcoming examination
  **During examination**   Provide documentation, coordinate with Phase Mirror if needed
  **Post-examination**     Address any findings, document remediation

**Documentation for Examiners:**

  Document                       Source                     Availability
  ------------------------------ -------------------------- --------------
  Vendor due diligence package   This playbook              Immediate
  Current contract               Procurement files          Immediate
  SOC 2 report                   Phase Mirror (under NDA)   24 hours
  SLA performance reports        Phase Mirror dashboard     Immediate
  Risk assessment                Vendor management system   Immediate
  Ongoing monitoring evidence    Quarterly reviews          Immediate

**Phase Mirror Examination Support:**

-   Contact:
    > [[exam-support\@phasemirror.com]{.underline}](mailto:exam-support@phasemirror.com)

-   Response time: 48 hours (urgent: 24 hours)

-   Services: Documentation, interviews, demonstrations

**6.6 Incident Management**

**If Phase Mirror Experiences an Incident:**

  Step   Action                                      Owner
  ------ ------------------------------------------- -----------------
  1      Receive notification from Phase Mirror      Project Lead
  2      Assess impact to your organization          IT/Project Lead
  3      Communicate internally as appropriate       Project Lead
  4      Document incident details                   Project Lead
  5      Request incident report from Phase Mirror   Project Lead
  6      Review root cause analysis                  IT Security
  7      Assess need for additional controls         Risk Management
  8      Document in vendor management system        Procurement
  9      Report to regulators if required            Compliance

**Incident Classification:**

  Severity   Impact                             Response
  ---------- ---------------------------------- ------------------------
  Critical   Service unavailable, data breach   Immediate escalation
  High       Major feature unavailable          Same-day response
  Medium     Degraded performance               1 business day
  Low        Minor issue                        Normal support process

**6.7 Offboarding (If Needed)**

**If you decide to discontinue Phase Mirror:**

  Step   Activity                                          Timeline                    Owner
  ------ ------------------------------------------------- --------------------------- --------------
  1      Provide termination notice                        Per contract (30-90 days)   Procurement
  2      Document reason for termination                   At notice                   Project Lead
  3      Request data export                               Within notice period        Admin
  4      Verify data export completeness                   Within notice period        IT
  5      Migrate to alternative solution (if applicable)   Within notice period        Project Lead
  6      Request data destruction                          Post-transition             Procurement
  7      Receive destruction certification                 Within 30 days              Phase Mirror
  8      Close vendor record                               Post-destruction            Procurement

**Data Export Options:**

  Data Type                  Format             Request Method
  -------------------------- ------------------ -----------------
  AI system inventory        CSV, JSON          In-app export
  Governance documentation   Original formats   In-app export
  Dissonance reports         PDF                In-app export
  Audit trail                CSV                Support request
  User data                  CSV                Support request

**APPENDIX A: TEMPLATES AND CHECKLISTS**

**A.1 Project Plan Template**

PHASE MIRROR IMPLEMENTATION PROJECT PLAN\
\
Project Name: Phase Mirror Implementation\
Project Manager: \[Name\]\
Start Date: \[Date\]\
Target Go-Live: \[Date\]\
\
PHASE 0: PRE-ENGAGEMENT\
☐ Task 1: Identify stakeholders - Owner: \[Name\] - Due: \[Date\]\
☐ Task 2: Define success criteria - Owner: \[Name\] - Due: \[Date\]\
☐ Task 3: Build business case - Owner: \[Name\] - Due: \[Date\]\
☐ Task 4: Obtain approval - Owner: \[Name\] - Due: \[Date\]\
Milestone: Phase 0 Complete - Due: \[Date\]\
\
PHASE 1: PROCUREMENT & CONTRACTING\
☐ Task 5: Initiate procurement - Owner: \[Name\] - Due: \[Date\]\
☐ Task 6: Complete due diligence - Owner: \[Name\] - Due: \[Date\]\
☐ Task 7: Security review - Owner: \[Name\] - Due: \[Date\]\
☐ Task 8: Contract negotiation - Owner: \[Name\] - Due: \[Date\]\
☐ Task 9: Execute agreements - Owner: \[Name\] - Due: \[Date\]\
Milestone: Contracts Executed - Due: \[Date\]\
\
\[Continue for all phases\...\]

**A.2 RACI Matrix**

  Activity                   Executive Sponsor   Project Lead   IT Lead   Compliance Lead   System Owners   Phase Mirror
  -------------------------- ------------------- -------------- --------- ----------------- --------------- --------------
  Business case approval     A                   R              C         C                 I               C
  Contract negotiation       A                   C              C         C                 I               R
  Technical setup            I                   A              R         C                 I               C
  AI system registration     I                   A              C         C                 R               C
  Governance configuration   A                   R              C         R                 C               C
  User training              I                   A              I         I                 R               R
  Go-live decision           A                   R              C         C                 I               C
  Ongoing monitoring         I                   A              R         R                 R               C

**R = Responsible, A = Accountable, C = Consulted, I = Informed**

**A.3 Risk Register**

  Risk ID   Risk Description             Probability   Impact   Score   Mitigation                    Owner          Status
  --------- ---------------------------- ------------- -------- ------- ----------------------------- -------------- --------
  R1        Delayed contract execution   Medium        High     6       Early legal engagement        Legal Lead     Open
  R2        Integration complexity       Medium        Medium   4       Phased integration approach   IT Lead        Open
  R3        User adoption resistance     Medium        Medium   4       Change management program     Project Lead   Open
  R4        Incomplete AI inventory      High          High     9       Multiple discovery methods    AI/ML Lead     Open
  R5        Resource constraints         Medium        Medium   4       Executive escalation path     Project Lead   Open

**A.4 Communication Plan**

  Audience         Message                               Channel                   Frequency       Owner
  ---------------- ------------------------------------- ------------------------- --------------- --------------
  Executive team   Project status, decisions needed      Status report, meetings   Bi-weekly       Project Lead
  Project team     Task status, issues, coordination     Standup, Slack/Teams      Daily/Weekly    Project Lead
  AI/ML teams      What\'s changing, training schedule   Email, team meetings      As needed       Project Lead
  All users        Announcements, training, go-live      Email, intranet           At milestones   Project Lead
  Phase Mirror     Project status, issues, requests      CSM meetings, email       Weekly          Project Lead

**APPENDIX B: GLOSSARY**

  Term                       Definition
  -------------------------- ------------------------------------------------------------------------------------------
  **AI System**              Any system using artificial intelligence, machine learning, or automated decision-making
  **CSM**                    Customer Success Manager - Your primary Phase Mirror relationship contact
  **Dissonance**             A gap between stated governance policy and actual implementation
  **Dissonance Report**      Phase Mirror output documenting identified governance gaps
  **Governance Framework**   The policies, standards, procedures, and controls governing AI systems
  **Hypercare**              Intensive support period immediately following go-live
  **Lever**                  An actionable item to address a governance gap, with owner, metric, and timeline
  **Oracle**                 Phase Mirror\'s core SaaS platform
  **Risk Tier**              Classification of AI system risk level (Critical/High/Medium/Low)
  **TPRM**                   Third-Party Risk Management

**APPENDIX C: CONTACT INFORMATION**

**Phase Mirror Contacts**

  Role                           Contact                                                                          Use For
  ------------------------------ -------------------------------------------------------------------------------- ------------------------------------
  **Account Executive**          \[Assigned at sales\]                                                            Sales, commercial questions
  **Customer Success Manager**   \[Assigned at kickoff\]                                                          Relationship, strategy, escalation
  **Solutions Engineer**         \[Assigned at kickoff\]                                                          Technical implementation
  **Support**                    [[support\@phasemirror.com]{.underline}](mailto:support@phasemirror.com)         Technical issues, questions
  **Security**                   [[security\@phasemirror.com]{.underline}](mailto:security@phasemirror.com)       Security documentation, incidents
  **Compliance**                 [[compliance\@phasemirror.com]{.underline}](mailto:compliance@phasemirror.com)   Regulatory questions

**Support Channels**

  Channel             Access                                                                     Response Time
  ------------------- -------------------------------------------------------------------------- ----------------
  **Help Center**     [[help.phasemirror.com]{.underline}](http://help.phasemirror.com)          Self-service
  **Email Support**   [[support\@phasemirror.com]{.underline}](mailto:support@phasemirror.com)   Per SLA
  **In-App Chat**     Platform                                                                   Business hours
  **Phone**           Enterprise tier only                                                       Per SLA
  **Status Page**     [[status.phasemirror.com]{.underline}](http://status.phasemirror.com)      Real-time

**APPENDIX D: DOCUMENT REVISION HISTORY**

  Version   Date           Author         Changes
  --------- -------------- -------------- ------------------------------------------------
  1.0       \[Date\]       Phase Mirror   Initial release
  2.0       January 2026   Phase Mirror   Updated for Oracle 2.0, added compliance packs

**END OF PLAYBOOK**

This vendor onboarding playbook provides a comprehensive guide for
customers. Would you like me to create:

-   A condensed \"Quick Start Guide\" (1-2 pages for simple deployments)

-   Role-specific guides (Admin Guide, System Owner Guide, etc.)

-   Implementation timeline templates for different tiers

-   Training curriculum and materials outline

-   Change management communication templates?

⁂

1.  A Clear Guide to Phase Mirror\'s Services.pdf

2.  Phase mirror dissonance\_\_\_Open core must be useful.pdf

3.  Phase Mirror\_ Comprehensive Services Catalog.docx.pdf

4.  License\_ Strategic & Legal Analysis.pdf

5.  Phase Mirror\_ Consultation & SaaS.pdf

6.  Agentic Domain-Specific Reasoning.pdf

7.  Policy Memo\_ Managing Agentic AI Liability with the Phase Mirror
    > Framework.pdf

8.  The Phase Mirror does not resolve dissonance---it names it.pdf

9.  Understanding Phase Mirror Dissonance\_ A Beginner\'s Guide.pdf

10. The Phase of Mirror Dissonance.pdf

11. Implementation Guide\_ Applying Phase Mirror Dissonance.pdf
