Quick Launch Checklist
- ✓ Develop SOPs per business stream (Finance, HR, Audit, Projects, AI Helpdesk, Education)
- ✓ Store SOPs in Odoo Knowledge with approval/version control (linked to AI Helpdesk)
- ✓ Use AI Helpdesk to reference SOP articles automatically during user queries
- ✓ Build a curriculum & certification program for interns and employees
- ✓ Maintain SOP review cycle (quarterly) for accuracy and compliance
- ✓ Require SOP completion as part of user access onboarding
A. SOP Catalog (Odoo Knowledge)
The following SOPs will be produced and maintained in Odoo Knowledge, version-controlled, and integrated with the AI Helpdesk for contextual retrieval.
| Category | SOP ID | SOP Title | Purpose / Objective | Review Frequency | Owner |
|---|---|---|---|---|---|
| Finance | F-01 |
Month-End Close Procedure | Standardize monthly close steps across branches | Quarterly | CFO |
F-02 |
Intercompany Reconciliation | Ensure balanced IC transactions between entities | Quarterly | IC Controller | |
F-03 |
Tax & Withholding Entry Workflow | Ensure correct tax entries & documentation | Semi-annual | Country Finance Lead | |
| HR | HR-01 |
Employee Onboarding & Contracts | Standardize hiring & contract issuance | Quarterly | HR Director |
HR-02 |
Payroll Validation & Approval | Ensure payroll accuracy & segregation of duties | Quarterly | HR Manager | |
| Audit & Controls | A-01 |
Internal Control Testing | Method for periodic control validation | Quarterly | Audit Director |
A-02 |
Audit Log Review Procedure | Review system logs for anomalies | Monthly | Internal Audit | |
| Projects / Services | P-01 |
Engagement Setup Workflow | Define steps to open new audit/ERP projects | Quarterly | PMO |
P-02 |
Project Closure Checklist | Ensure project completion and documentation | Quarterly | PMO | |
| AI Helpdesk (Egypt) | AI-01 |
KB Article Curation | Steps to review, approve, and publish articles | Monthly | AI Director |
AI-02 |
Escalation & Feedback Workflow | Define escalation process for AI failures | Monthly | AI Lead | |
AI-03 |
SLA Management Process | Track and report SLA compliance | Monthly | AI Lead | |
| Education / University | E-01 |
Internship Lifecycle Management | Define full intern workflow (join→exit) | Semi-annual | Edu Director |
E-02 |
Training Curriculum Approval | Ensure curriculum alignment with Odoo | Annual | Edu Director | |
| IT / Security | IT-01 |
Access Request & Termination | Manage user lifecycle in Odoo | Quarterly | IT Ops |
IT-02 |
Backup & Restore Test | Verify disaster recovery plan | Quarterly | IT Ops |
Total SOPs: 16 standard operating procedures across 7 business streams, all version-controlled in Odoo Knowledge.
B. SOP Template #1 – Finance Process
F-02: Intercompany Reconciliation
Document ID:
SOP-F-02
Version:
1.0
Owner:
Group Finance Controller
Next Review:
YYYY-MM-DD (Quarterly)
1. Objective
To ensure all intercompany transactions between AlShayeb branches are recorded, reconciled, and reported accurately within T+5 business days post-month-end.
2. Scope
Applies to all entities: Bethlehem HQ, Ramallah, Jerusalem, Amman (Jordan), Egypt.
3. Roles and Responsibilities
| Role | Responsibility |
|---|---|
| IC Controller | Initiate reconciliation, run reports |
| Finance Controller | Review and approve entries |
| CFO | Final sign-off |
| Audit Director | Periodic validation of IC reports |
4. Procedure
- Run IC Trial Balance Report (
IC_Trial_001) in Odoo. - Review Variances: Identify unmatched or unposted entries (threshold ≤ 0.01).
- Log Exceptions: If found, create Helpdesk ticket (
IC-Exception) assigned to relevant branch. - Resolve: Adjust via approved DCR; rerun report to confirm zero balance.
- Approval: Controller signs off; CFO validates and locks period.
- Archive: Upload signed reconciliation report to
/Finance/Intercompany/<Month>.
5. Control Points
- ✓ Posting period locked post-approval.
- ✓ All manual journal entries require dual approval (Controller + CFO).
- ✓ Audit logs exported monthly and attached to IC package.
6. References
7. Revision History
| Version | Date | Change Summary | Approved By |
|---|---|---|---|
| 1.0 | YYYY-MM-DD | Initial release | CFO |
C. SOP Template #2 – AI Helpdesk
AI-01: KB Article Curation
Document ID:
SOP-AI-01
Version:
1.0
Owner:
AI Helpdesk Director (Egypt)
Next Review:
YYYY-MM-DD (Monthly)
1. Objective
Ensure that every Knowledge Base (KB) article published for AI Helpdesk use has been human-reviewed, approved, and version-controlled to maintain data accuracy and AI response quality.
2. Scope
Applies to all AI Helpdesk curators, reviewers, and engineers managing Odoo Knowledge content.
3. Roles and Responsibilities
| Role | Responsibility |
|---|---|
| Author | Draft KB article in Odoo |
| Reviewer | Validate content and accuracy |
| Curator | Approve and tag for AI indexing |
| AI Engineer | Sync "Published" articles nightly |
4. Procedure
- Authoring: Curator drafts new article → sets status "In Review."
- Review: Peer verifies and adds corrections → sets status "Approved."
- Approval: AI Lead changes status to "Published."
- Indexing: LangChain job indexes all "Published" articles nightly at 02:00 Cairo.
- Audit Log: Every article tagged with version, approver, timestamp.
5. Control Points
- ✓ No "Draft" or "In Review" articles enter AI index.
- ✓ AI responses must display
[Article ID – Version]. - ✓ Monthly quality audit: random sample of 20 AI answers.
- ✓ Non-compliant content flagged for retraining.
6. References
- → AI Helpdesk Architecture (Section 7)
- → Data Governance Policy (Section 4)
- → Audit Controls (Section 5)
7. Revision History
| Version | Date | Change Summary | Approved By |
|---|---|---|---|
| 1.0 | YYYY-MM-DD | Initial release | AI Director |
D. Training Curriculum (Internal + Academic)
Comprehensive training program covering technical, functional, and governance aspects of the Odoo 19 implementation.
| Track | Audience | Modules / Topics | Mode | Duration | Certifying Body |
|---|---|---|---|---|---|
| Odoo Core (ERP Users) | Finance, HR, Projects | Navigation, Accounting, HR, Reports, Documents | Instructor-led + eLearning | 2 weeks | PMO Office |
| Odoo Technical (Developers) | IT, Interns | ORM, Models, Views, API, Odoo.sh CI/CD | Hands-on workshops | 3 weeks | Technical Lead |
| AI Helpdesk (Curators) | AI Egypt Team | KB authoring, RAG process, human-in-loop control | Practical sessions | 1 week | AI Director |
| Audit & Controls (Internal Audit) | Audit Staff | Logs, control tests, SQL checks | Simulation | 2 weeks | Audit Director |
| Education / Internship | University Students | Odoo basics, business processes, data ethics | Odoo eLearning | 3 weeks | Education Director |
| Data Governance | Finance + IT | Stewardship, DQ metrics, DCR workflow | Workshop | 1 week | Data Gov Lead |
| Management & Reporting | CFO, PMO, Controllers | KPIs, dashboards, financial closing | Seminars | 3 days | CFO |
7 Training Tracks: Comprehensive curriculum covering all roles from end-users to technical developers and management.
E. Training Deployment Plan
Phased training delivery aligned with the 52-week implementation timeline.
| Phase | Week Range | Content Focus | Delivery Method | Trainer / Owner |
|---|---|---|---|---|
| Phase 1 | Weeks 3–6 | Core Odoo basics (multi-company setup) | Instructor-led | Functional Lead |
| Phase 2 | Weeks 7–10 | Finance & HR modules | Workshops | CFO / HR Dir |
| Phase 3 | Weeks 11–16 | Intercompany & Projects | Hands-on training | PMO |
| Phase 4 | Weeks 13–18 | AI Helpdesk operations | Egypt site live training | AI Director |
| Phase 5 | Weeks 17–22 | University & Internship program | Hybrid | Edu Director |
| Phase 6 | Weeks 23–26 | UAT & audit readiness | Simulation | Audit Dir / PMO |
| Phase 7 | Weeks 27–34 | Go-live & stabilization support | On-the-job | PMO / AI Team |
F. Evaluation & Certification Checklist
Criteria for successful training completion and certification issuance.
| Criteria | Verification Method | Threshold |
|---|---|---|
| Attendance ≥ 90% | eLearning system logs | Mandatory |
| Practical test score ≥ 80% | Online or on-site exam | Pass |
| SOP acknowledgment signed | HR onboarding form | Required |
| Feedback form completed | Odoo Survey module | Required |
| Certification issued | Auto-generated PDF certificate | Post validation |
G. Training Governance
Curriculum Version Control
Annual review by Education Director to ensure content alignment with business needs and Odoo updates.
Internship Credits
Automatically calculated based on attendance and completed assignments, tracked in Odoo Education module.
AI Helpdesk Onboarding
All curators complete KB authoring + data ethics course before receiving production access.
Audit Validation
Random sample of training records checked quarterly by Internal Audit to ensure compliance.
✅ Validation Check – Format & Structure
✓
SOP catalog table provided (16 SOPs across 7 categories)
✓
Two full SOP templates (Finance & AI Helpdesk)
✓
Training curriculum and deployment plan included (7 tracks, 7 phases)
✓
Evaluation checklist and governance rules provided
✓
Fully deployment-ready; aligns with audit and education requirements