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Tracy · AI process mapping

From real work to a mapped process ready to improve.

Tracy turns narrated recordings, documents and spreadsheets from the people who do the work into a diagnosis of the current process. Once the process owner confirms it, Tracy proposes improvements in three levels, with implementation steps.

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  • SIPOC
  • Swimlanes
  • VSM
  • Service Blueprint
  • BPMN

Confirmed current process, in three lanes: the requester sends the request by email, Finance copies it into the spreadsheet, checks the documents and decides whether the receipt is valid; if not, the requester fixes it; if so, the approver decides and records it.

Proposed process at the Intermediate level, still to be validated: a new Automation lane validates the fields and attachments of a standardized request; copying into the spreadsheet goes away and Finance only checks exceptions. The decision stays with the approver.

Comparison: one new step, validate fields and attachments; two changed, the request and the check; one removed, copying into the spreadsheet; three kept.

The same reimbursement review process shown as the current process, the proposed process and a comparison of the changes.

01The problem

Mapping through interviews and workshops takes weeks. And the real work stays in the heads of the people doing it.

Rules, exceptions and workarounds are rarely written down. And the finished map almost never shows where each piece of information came from.

  • Your team's calendar

    Gather people, consolidate notes, then circle back to validate.

  • Scattered knowledge

    Spreadsheets, documents and systems each hold part of the process. No one puts it all together.

  • Fact or assumption?

    Without a source for each step, measured and estimated data get mixed up.

Sound familiar?

Tracy starts from real work: the people who do it record and explain, AI organizes the evidence, and the process owner confirms what holds.

In practice

Real work becomes a mapped process. See it with yours.

Your team records and explains its own work. AI organizes it. The process owner reviews and confirms before any proposal.

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02How it works

From recording to confirmed version, with human review.

Four steps. At every key decision, an owner confirms.

Every process lives inside a client and a project, with an owner. Industry, departments, systems and constraints can be recorded up front.

  • Partial means draft.
  • Confirmed as-is means an approved revision.
  • Proposed means a plan still to be validated.

03Current-process diagnosis

The current process, read through five lenses.

Steps, owners, rules, exceptions, times and bottlenecks, each with its source and level of evidence.

Reimbursement review

Suppliers
Requester
Inputs
Request and receipts
Process
Check and approve
Outputs
Reimbursement recorded
Customers
Requester and Finance

From supplier to process customer, in a single line.

Evidence coverage

  • Supported
  • Partial evidence
  • Material needed

Reported time, measured values and AI inference are shown separately. Anything unknown stays explicit.

04Improvements

Improvements in three levels, built on the confirmed version.

Each proposal covers the problem, before and after, effort, risks and completion criteria.

Basic

Routine and organizational fixes.

Example: Standardize intake and create a checklist.

What this level includes

  • Standardize the request This level
  • Review checklist This level
  • Configure validations Starts at Intermediate
  • Integrate systems, where feasible Starts at Advanced

Role of each technology

  • Human work
  • Deterministic automation
  • Systems and integrations
  • AI assistancecase by case

Each level already includes the previous one, so gains don't stack. Advanced doesn't mean using AI in every activity.

What each proposal explains

  • Problem
  • Before and after
  • Expected gain
  • Impact
  • Effort
  • Implementation steps
  • Dependencies
  • Role of AI
  • Risks
  • Completion criteria

Tracy documents the plan. It doesn't apply changes to external systems: approvals, exceptions, permissions and testing stay with people.

See this with your own process.

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05Decide and deliver

Choose where to start and take the plan into implementation.

Once the process is confirmed, Tracy answers three questions: what to do first, how much time it frees up and how to put it into practice.

  1. 01

    What to do first

    Each improvement is ranked by impact and effort. High-impact, low-effort ones come first.

    1. 1Standardize requestHigh impact · low effort
    2. 2Review checklistHigh impact · low effort
    3. 3Configure validationsHigh impact · medium effort
    4. 4Integrate systemsMedium impact · high effort

  2. 02

    How much time it frees up

    Example: today each request takes 30 minutes. With the improvement, it takes 18.

    Requests per month
    100
    Minutes saved per request
    12 min
    Team adoption
    75%

    15 hfreed up per month, or 180 h in a year

    The assumptions are recorded with each improvement. It is an estimate, not a promise of savings.

  3. 03

    How to put it into practice

    Each improvement comes ready for whoever will implement it.

    • Process flowchart in the platform
    • Steps, risks and completion criteria
    • One prompt per improvement for your AI
    • Package in Markdown and JSON

    Escola de CAIO's Optimization team, with certified AI Engineers, implements the improvements you choose.

06Who it's for

For teams that need to understand the process before changing it.

  • Operations

    Leaders who need to see the process as it really is before changing routines, systems or responsibilities.

  • Shared service centers

    Shared service centers that standardize processes across departments and compare priorities on the same basis.

  • Consulting firms

    Consulting firms that run diagnoses for many clients and need organized, traceable evidence.

07Demo

Which process do you want to understand before you change it?

Pre-register and tell us the context. In the demo, you'll see how Tracy would map that process with your team.

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Frequently asked questions

Does AI decide on its own what the process looks like?

No. AI organizes the materials and proposes a description. The process owner reviews it, resolves open items with the people who do the work, and confirms. Partial means draft, and improvements are only generated after confirmation.

What does the team need to send?

Screen recordings with a narrated explanation of the work, PDF, DOCX, XLSX and CSV files, text, and authorized videos, which are transcribed. Scanned pages without a text layer can only be read partially, so it's best to send the original files.

How are security and sensitive data handled?

Each person sees only what their role allows: contributors upload their own material and can't read the consolidated diagnosis. The analysis uses only the sources selected for the process, video processing asks for authorization first, and access to files and exports is verified on the server. In the demo, we review with your team which materials can go into the project, taking data protection law (such as Brazil's LGPD) into account.

Does Tracy implement the improvements in our systems?

Not autonomously. But yes, with our Optimization team: Tracy maps and proposes the improvements, and our certified AI Engineers carry out the optimizations you choose.

What formats do the results come in?

The main output is a process mapping flowchart, available directly in the platform. Our Optimization team can speed up delivery of the optimizations using the specific outputs of our AI agents.

Are the gains and the standards references guaranteed?

No. The savings scenario is an estimate based on the recorded assumptions, not realized savings. Standards and best practices serve as references to flag gaps and documents; they don't replace certification or expert validation.

What happens after pre-registration?

The Escola de CAIO team will reach out by email and WhatsApp to schedule your demo.

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