{
  "objectName": "Tool Rationalization Worksheet",
  "slug": "tool-rationalization-worksheet",
  "version": "1.0",
  "objectType": "LPM Knowledge Object",
  "primaryLayers": [
    "Platform Structure",
    "Information Ecology",
    "Governance Architecture",
    "AI Amplification"
  ],
  "connectedLayers": [
    "Ownership Map",
    "Workflow Inventory",
    "Integration Map",
    "Source-of-Truth Map",
    "Decision Rights Model",
    "Evidence Checklist",
    "Data Lineage Map"
  ],
  "purpose": "Evaluate enterprise tools by purpose, ownership, adoption, cost, overlap, source-of-truth role, integration value, risk, lifecycle state, and AI usage boundary.",
  "intendedAudience": [
    "CIO",
    "CTO",
    "COO",
    "Transformation Leader",
    "Enterprise Architect",
    "Platform Owner",
    "Procurement Leader",
    "Security Leader",
    "Data Governance Leader",
    "AI Governance Leader"
  ],
  "companyVersions": {
    "500+": {
      "designIntent": "Create visibility into tool sprawl before it becomes enterprise drag.",
      "minimumScope": "Top 50 to 100 tools, all AI tools, tools with customer or employee data, and de facto systems of record.",
      "operatingPattern": "Quarterly tool review led by business operations, technology, security, finance, and transformation owners.",
      "aiFocus": "Block unmanaged AI access to sensitive tools and allow AI retrieval only where source, owner, and review rules are clear."
    },
    "5000+": {
      "designIntent": "Move from tool inventory to capability-based platform governance across functions, business units, and shared services.",
      "minimumScope": "Enterprise platforms, departmental SaaS, AI tools, automation tools, critical spreadsheets, integrations, reporting tools, and systems touching regulated data.",
      "operatingPattern": "Quarterly platform rationalization council with domain owners, architecture, procurement, security, data, risk, finance, and AI governance.",
      "aiFocus": "Classify every AI-accessible tool by permitted actions: retrieve, summarize, draft, recommend, update, execute, or blocked."
    },
    "10000+": {
      "designIntent": "Create enterprise tool control across business units, geographies, regulated functions, vendors, BPO partners, AI agents, and critical systems of record.",
      "minimumScope": "Governed registry with Tier 1, Tier 2, high-risk, AI-connected, regulated, externally facing, and shadow-tool populations.",
      "operatingPattern": "Enterprise platform governance with domain councils, automated discovery, renewal controls, continuous access monitoring, AI tool-use logs, and exception governance.",
      "aiFocus": "AI action through tools requires permission boundaries, source lineage, data classification, tool-use audit logs, human override, exception handling, and kill-switch rules."
    }
  },
  "requiredFields": [
    {
      "name": "Tool ID",
      "type": "string",
      "required": true
    },
    {
      "name": "Tool name",
      "type": "string",
      "required": true
    },
    {
      "name": "Tool category",
      "type": "enum",
      "required": true
    },
    {
      "name": "Business purpose",
      "type": "text",
      "required": true
    },
    {
      "name": "Primary owner",
      "type": "personOrRole",
      "required": true
    },
    {
      "name": "Technology owner",
      "type": "personOrRole",
      "required": true
    },
    {
      "name": "Data owner",
      "type": "personOrRole",
      "requiredWhen": "data is material"
    },
    {
      "name": "Control owner",
      "type": "personOrRole",
      "requiredWhen": "control impact exists"
    },
    {
      "name": "User population",
      "type": "list",
      "required": true
    },
    {
      "name": "Adoption signal",
      "type": "evidence",
      "required": true
    },
    {
      "name": "Cost model",
      "type": "financial",
      "required": true
    },
    {
      "name": "Value signal",
      "type": "evidence",
      "required": true
    },
    {
      "name": "Overlap / duplicate tools",
      "type": "list",
      "required": true
    },
    {
      "name": "Source-of-truth role",
      "type": "enum",
      "required": true
    },
    {
      "name": "System of record link",
      "type": "reference",
      "required": true
    },
    {
      "name": "Workflow dependency",
      "type": "referenceList",
      "required": true
    },
    {
      "name": "Integration dependency",
      "type": "referenceList",
      "required": true
    },
    {
      "name": "Data sensitivity",
      "type": "classification",
      "required": true
    },
    {
      "name": "Access model",
      "type": "text",
      "required": true
    },
    {
      "name": "AI usage boundary",
      "type": "enumList",
      "required": true
    },
    {
      "name": "Human review rule",
      "type": "text",
      "requiredWhen": "AI touches the tool"
    },
    {
      "name": "Risk / control profile",
      "type": "text",
      "required": true
    },
    {
      "name": "Lifecycle state",
      "type": "enum",
      "required": true
    },
    {
      "name": "Rationalization decision",
      "type": "decisionRecord",
      "required": true
    },
    {
      "name": "Retirement / migration path",
      "type": "plan",
      "requiredWhen": "state is consolidate, replace, archive, or retire"
    },
    {
      "name": "Review cadence",
      "type": "cadence",
      "required": true
    },
    {
      "name": "Version",
      "type": "versionMetadata",
      "required": true
    }
  ],
  "decisionOptions": [
    "keep",
    "govern harder",
    "consolidate",
    "replace",
    "integrate",
    "archive",
    "retire",
    "exception",
    "block"
  ],
  "scoringLogic": {
    "scale": "0-5",
    "dimensions": [
      "purpose clarity",
      "ownership clarity",
      "adoption strength",
      "value evidence",
      "cost transparency",
      "overlap control",
      "source-of-truth discipline",
      "integration visibility",
      "governance strength",
      "AI boundary clarity"
    ],
    "readinessFormula": "Average the ten dimension scores.",
    "bands": {
      "Fragmented": "0-1.9",
      "Rationalized": "2.0-3.4",
      "Governed": "3.5-4.4",
      "AI-ready": "4.5-5.0"
    }
  },
  "aiPrompts": [
    "Classify each tool by category, business purpose, source-of-truth role, user population, owner, risk profile, integration dependency, and AI exposure.",
    "Identify duplicate tools, overlapping capabilities, shadow systems, high-cost low-adoption tools, unmanaged AI tools, and tools without a named owner.",
    "Score each tool from 0 to 5 across all scoring dimensions.",
    "Recommend whether each tool should be kept, governed harder, consolidated, replaced, integrated, archived, retired, excepted, or blocked.",
    "Generate a migration risk list for every tool marked consolidate, replace, archive, or retire.",
    "Create a Lapemo ingestion plan that converts this worksheet into tool, platform, ownership, workflow, information, integration, governance, and AI boundary objects."
  ],
  "validationRules": [
    "Every tool must have a named business owner and technology owner.",
    "Every tool with material data must have a named data owner and sensitivity classification.",
    "Every tool used as an official record must be listed in the Source-of-Truth Map.",
    "Every tool involved in recurring work must link to at least one Workflow Inventory object.",
    "Every integrated tool must link to an Integration Map record and identify upstream and downstream dependencies.",
    "Every tool with AI access must define allowed AI actions, blocked actions, human review rules, and audit logging requirements.",
    "A tool cannot be marked Keep if ownership, purpose, cost, adoption, and risk are unknown.",
    "A tool cannot be retired until records, workflows, integrations, access, evidence, and users have a migration or archive path.",
    "A tool cannot be marked AI-ready if source-of-truth role, data sensitivity, access model, human review, and tool-use logging are unclear.",
    "Status must never be encoded only by color."
  ],
  "lapemoIngestionMapping": {
    "knowledgeObject": [
      "objectName",
      "slug",
      "version",
      "owner",
      "lastReviewed"
    ],
    "toolObject": [
      "toolId",
      "toolName",
      "toolCategory",
      "businessPurpose",
      "lifecycleState",
      "rationalizationDecision"
    ],
    "ownershipObject": [
      "primaryOwner",
      "technologyOwner",
      "dataOwner",
      "controlOwner",
      "vendorOwner",
      "aiOwner"
    ],
    "platformObject": [
      "systemRole",
      "sourceOfTruthStatus",
      "users",
      "workflows",
      "architecture",
      "lifecycle"
    ],
    "workflowObject": [
      "workflowDependency",
      "entryChannel",
      "systemOfRecord",
      "decisionPoints",
      "outputs"
    ],
    "informationObject": [
      "dataSensitivity",
      "evidence",
      "sourceRole",
      "freshness",
      "lineage",
      "records"
    ],
    "integrationObject": [
      "upstreamSystems",
      "downstreamSystems",
      "apis",
      "files",
      "bots",
      "automations",
      "agents"
    ],
    "governanceObject": [
      "access",
      "controls",
      "privacy",
      "retention",
      "risk",
      "audit",
      "vendor",
      "exception",
      "reviewCadence"
    ],
    "aiObject": [
      "aiUsageBoundary",
      "humanReview",
      "permissions",
      "toolUseLogs",
      "blockedActions",
      "rollback"
    ]
  },
  "renderTargets": [
    "DOCX",
    "PDF",
    "Markdown",
    "JSON",
    "CSV",
    "web form",
    "Lapemo guided skill"
  ],
  "reviewCadence": "Quarterly by default; event-driven for renewal, AI access change, vendor risk event, integration change, incident, M&A, regulation, or workflow redesign.",
  "lastReviewed": "2026-06-24"
}