Trace one request before you commission the system.

This worksheet helps your team prepare a realistic project brief. Use one ordinary request and one difficult exception. Names and customer details can be replaced with fictional examples.

1. Arrival

   Where does the request begin: website, email, phone or another system? Write down the smallest amount of information staff need to continue. Mark anything people repeatedly have to ask again.

2. Decision

   Who checks the request? Describe the decision and the information it depends on. If a quotation changes, say which version a customer sees and who may approve it.

3. Payment and documents

   List the payment provider and invoicing system you actually use. Ask the provider or accountant which confirmations and records must be retained; do not assume the website is the authoritative financial record.

4. Completion

   How does the customer know the work is complete? Identify a delayed or failed case and who notices it. A staff member should have a safe way to resume the task.

5. Language and acceptance

   Name your Colombian Spanish reviewer, the person approving operational details and the devices used for acceptance. Define one check each person can perform before release.

Bring the completed notes to a project discussion. The worksheet is a planning aid, not legal, tax or security certification.