Objective
Establish a clear organizational structure, role responsibilities, governance layers, and RACI alignment to manage ERP, AI, and education initiatives across the five AlShayeb branches.
This ensures accountability, knowledge continuity, and scalable team growth—especially as Egypt becomes the central AI/Helpdesk hub and universities supply trained Odoo talent.
Quick Launch Checklist
Governance Structure
Define unified Group ERP Governance Structure (Board → PMO → Functional → Technical)
AI Hub Organization
Create AI Helpdesk Division in Egypt with clear curator and engineering hierarchy
Inter-Branch Reporting
Formalize reporting and SOD between Finance, Audit, and IT across all branches
RACI Matrix
Build comprehensive RACI for all workstreams (ERP, AI, Education, Audit)
Capacity Planning
Deploy capacity plan + onboarding & handover checklist for knowledge continuity
Talent Pipeline
Align HR, internship, and staffing with expansion goals (students → full-time staff)
A. Organizational Structure (Hierarchical View)
BOARD OF DIRECTORS
AlShayeb Partners Group
GROUP CFO
Program Lead
INTERNAL AUDIT
DIRECTOR
Compliance & Oversight
PMO / ERP PROGRAM
DIRECTOR
Implementation Lead
EDUCATION & AI
DIRECTOR
Innovation & Training
Audit Leads
NGO, Tax, Operations
Functional Consultants
Finance, HR, Projects
AI Helpdesk (Egypt Hub)
Curators & Engineers
Audit Team
(Branch + Group)
Odoo Developers
+ Data Analysts
University Liaisons
& Student Interns
B. Role Descriptions and Key Responsibilities
| Role | Reports To | Primary Responsibilities | Key Outputs / Deliverables |
|---|---|---|---|
| Group CFO (Program Sponsor) |
Board | Strategic oversight, financial governance, ERP & AI budget approval | Steering decisions, Go/No-Go sign-offs, KPI dashboards |
| Internal Audit Director | CFO | Enforce internal controls, compliance, audit logs, risk management | Control matrix, audit reports, risk register updates |
| ERP Program Director (PMO Lead) |
CFO | Manage full Odoo 19 rollout; timelines, testing, change mgmt | Weekly progress reports, milestone sign-offs |
| Functional Lead (Finance/HR/Projects) |
PMO | Configure, test, and train business users | Module configuration docs, UAT scripts |
| Technical Lead / Odoo Architect |
PMO | Develop and deploy custom modules; maintain CI/CD | Custom add-ons, deployment logs |
| Data Governance Lead | CFO | Stewardship policy, data quality & DCR process | DQ dashboards, stewardship RACI |
| AI Helpdesk Director (Egypt) |
Education Director | Run AI Hub, manage curators, content curation | AI SLA dashboards, KB audit logs |
| LangChain Engineer | AI Helpdesk Director | Maintain middleware, APIs, monitoring | System uptime & logs |
| Helpdesk Curator / Reviewer |
AI Helpdesk Director | Approve KB articles, review AI responses | Approved articles, curator QA report |
| Education Director / University Liaison |
CFO | Manage partnerships, internships, eLearning | MOUs, student onboarding SOPs |
| HR Director (Group) | CFO | Manage employees, interns, and cross-border payroll | HR contracts, training records |
| Branch Finance Controllers | CFO | Manage local accounting, reporting, tax | Monthly close, trial balance, IC reconciliations |
| IC Controller | Finance Controller | Oversee intercompany journals and reconciliation | IC reports, variance resolution logs |
| IT Operations Lead | PMO | Manage infrastructure, security, backups | DR test logs, access controls |
| Audit Team (Branches) | Audit Director | Validate controls, support compliance checks | Monthly audit reports |
C. RACI Matrix (ERP + AI + Education Streams)
Legend: A=Accountable | R=Responsible | C=Consulted | I=Informed
| Activity / Stream | CFO | PMO Dir | Func Lead | Tech Lead | AI Dir | Curators | Edu Dir | Audit Dir | HR Dir | IT Ops |
|---|---|---|---|---|---|---|---|---|---|---|
| Governance & Policy | A | C | I | I | C | I | C | R | C | I |
| Odoo Config / Modules | I | A | R | R | I | I | I | C | I | C |
| Data Governance / DQ | A | C | R | I | I | I | I | R | I | I |
| Intercompany Control | A | C | R | C | I | I | I | R | I | I |
| AI Helpdesk Setup | C | C | I | R | A | R | C | C | I | C |
| KB Curation / Updates | I | I | I | I | A | R | C | C | I | I |
| Education Program | C | I | I | I | C | C | A | I | C | I |
| Internship Mgmt | I | I | I | I | C | I | A | I | R | I |
| HR & Payroll Setup | A | C | R | I | I | I | C | C | R | I |
| Infrastructure / Security | C | C | I | R | I | I | I | C | I | A |
| Audit & Risk Monitoring | A | I | C | C | C | I | C | R | I | I |
| Go/No-Go Decisions | A | R | C | C | C | I | C | R | I | I |
D. Capacity Plan & Growth Roadmap
| Phase | Focus Area | Core Team Size | Additional Roles | Hiring Source / Strategy |
|---|---|---|---|---|
| Phase 1 (Weeks 1–10) |
Core ERP Setup | 6 | 2 interns (Finance/Tech) | Internal senior staff |
| Phase 2 (Weeks 11–20) |
Intercompany + HR rollout | 8 | +3 curators | Branch reassignment |
| Phase 3 (Weeks 13–18) |
AI Helpdesk Pilot (Egypt) | 5 | +2 LangChain engineers | Egypt university partnerships |
| Phase 4 (Weeks 17–22) |
Education & Internship | 7 | +10 student interns | Cairo, Ramallah universities |
| Phase 5 (Weeks 27–34) |
Go-Live + Stabilization | 10 | 2 backup admins | Contractor + cross-training |
| Phase 6 (Weeks 35–52) |
Expansion (Client Services) | 15 | 5 client support analysts | New hires via AI helpdesk graduates |
E. Training, Handover & Knowledge Continuity
1. Team Handover Checklist
SOPs uploaded to Odoo Knowledge ("Operational SOPs" category)
Admin credentials handed via secure vault (Bitwarden / Odoo Password Manager)
Latest configuration backup + module list exported
Pending DCRs transferred to next steward
UAT results validated before release handover
All AI Helpdesk tickets closed or reassigned
Internal Audit notified of staff rotation
2. Cross-Training Matrix
| Skill Area | Primary Holder | Backup Holder | Training Source |
|---|---|---|---|
| Odoo Accounting | Finance Controller | PMO Consultant | eLearning course |
| HR / Payroll | HR Director | Func Lead HR | Internal training |
| Intercompany | IC Controller | CFO | SOP / Odoo Docs |
| AI Helpdesk Operations | AI Director | Curator Lead | Runbook Section 7 |
| LangChain DevOps | Engineer 1 | Engineer 2 | Apress LangChain Guide |
| Audit Dashboard | Audit Dir | Data Gov Lead | CFO Fundamentals |
| Education Portal | Edu Dir | HR Dir | eLearning Platform |
F. Communication & Escalation Matrix
| Scenario | Primary Contact | Escalation Path | SLA |
|---|---|---|---|
| Module Issue / Bug | Technical Lead | PMO → CFO | 24 hrs |
| Control Breach | Audit Director | CFO → Board | Immediate |
| AI Helpdesk Outage | AI Director | IT Ops → CFO | 2 hrs |
| Data Breach / PII Issue | IT Ops | Audit → CFO → Board | 1 hr |
| University Dispute | Edu Director | CFO → Legal | 2 days |
| HR / Payroll Dispute | HR Director | CFO | 2 days |
G. Governance Bodies & Cadence
| Body / Committee | Purpose | Frequency | Participants |
|---|---|---|---|
| ERP Steering Committee | Strategy & major decisions | Biweekly | CFO, PMO, Audit, HR, IT |
| AI Helpdesk Governance Board | Review SLA, AI ethics, content quality | Monthly | CFO, AI Dir, Curators, Audit |
| Data Governance Council | DQ metrics & compliance | Monthly | Data Gov Lead, Finance, Audit |
| Education Partnership Council | Curriculum, internship feedback | Quarterly | Edu Dir, AI Dir, University reps |
| Risk & Audit Committee | Review internal control & incidents | Quarterly | CFO, Audit Dir, PMO |
H. KPI Snapshot for Organizational Performance
| Domain | KPI | Formula / Source | Owner | Target |
|---|---|---|---|---|
| ERP Delivery | On-time Milestones | Achieved / Planned | PMO | ≥ 95% |
| Finance | Month-End Close Duration | Days to close books | CFO | ≤ 5 days |
| AI Helpdesk | SLA Compliance | Resolved ≤ 2 days / Total | AI Dir | ≥ 95% |
| Audit | Control Breach Rate | Exceptions / Checks | Audit Dir | ≤ 2% |
| Education | Internship Conversion | Hires / Graduates | Edu Dir | ≥ 60% |
| HR | Employee Retention | Active / Start of Year | HR Dir | ≥ 85% |
| IT Ops | System Uptime | (Uptime / Total) | IT Ops | ≥ 99.5% |