RFI Responses for Operations and Client Services

Upload an onboarding or client review questionnaire and statements of work, onboarding plans, and escalation procedures. Word, Excel, PowerPoint and PDF files all work.

Get a draft that makes the documented handoffs clear and flags the owners or deadlines still missing. The questionnaire comes back in its original format.

Yes. Each answer shows its source documents, and yellow highlights mark details your files do not cover.

It is the set of questions a new client sends to confirm how onboarding will run: who is responsible for each task, the key dates, data transfers, sign-offs and how problems are escalated. XiCLOPS drafts the answers from your statement of work, onboarding plan and escalation procedures, and flags owners or deadlines the files do not name.

Responsibility usually sits in the statement of work, a responsibility matrix or the onboarding plan. Upload those, and the draft names the owner each document assigns, such as data delivery by the client and validation by the implementation team in the example on this page. Where a role is described but no person or team is named, that is highlighted.

Clients usually want the remaining milestones and their dates, who signs off each one, the migration or cutover plan, and the fallback if a test fails. The onboarding plan usually holds the dates and sign-off steps, while the statement of work assigns responsibilities. Missing approvers or deadlines are highlighted, so you can confirm them before the response goes back.

Clients usually ask what data is moving, in what format, who prepares and validates it, when the test and final migrations happen, and who signs off the result. The statement of work and onboarding plan normally hold these answers. Where a date or approver is missing, as in the example on this page, the draft highlights it.

From your escalation procedure, which should name the levels, the contacts or roles at each level and the time allowed before a problem moves up. If the procedure is generic, or the onboarding documents never say who handles a missed deadline, the draft answers what is documented and highlights the missing escalation owner, as the example on this page does.

Yes. Periodic client and service reviews ask many of the same questions as onboarding, about service levels, contacts, incidents, controls and changes over the year. Upload the current contract documents, service reports and procedures, and the draft answers from those, with anything your files do not cover highlighted for the account team.

An RFI gathers information, often early, to understand how you work or what you provide. An onboarding questionnaire comes after the decision and focuses on making the service work: owners, data, dates and approvals. XiCLOPS answers both the same way, from your own documents, and returns each in its original format.

Named approvers, firm dates for data delivery and sign-off, and the escalation route are the usual gaps. Statements of work tend to assign roles to parties rather than people, and plans list milestones without saying who approves them. The yellow highlights show which of these your files leave out.

Work from the yellow highlights after the run. Each one marks a detail your files do not cover, such as a missing approver or deadline, so you can route it to the right team. Once they confirm it, edit the answer yourself, or regenerate it with the documents and instructions you choose.

Each new or updated questionnaire uses runs, at the same rate whether its source files are new or already stored. Documents stay on file between runs with no extra fee to keep or reuse them, and you can add or replace files as procedures change. Retries after a system failure and repeat downloads do not use another run.

It depends on your files and the questions you ask. Large uploads can take one to two hours, with processing taking several more. Once your source files finish uploading, preparation can continue after you leave, but keep the tab running your job open until the answers are complete.

Yes. Customer information is logically separated to reduce the risk of cross-customer data exposure, and access is granted on a need-to-know basis using role-based access controls. Customer data is encrypted using AES-256 at rest and TLS 1.2 or higher in transit, and customer documents are not used to train underlying AI models.

A RACI matrix lists each onboarding task with who is responsible, accountable, consulted and informed. It is often the clearest source for questions about owners and approvers, because statements of work tend to describe duties in prose. Upload it with the statement of work, and any task with no accountable person against it is highlighted in the draft.

Clients often ask how often service reports are sent, what they contain, who attends governance meetings and how actions are tracked between them. The governance section of the contract or the service schedule usually sets this out, and meeting minutes show it happening. Upload those, and the draft highlights any meeting frequency, attendee or report content the files do not state.

Clients usually want the length of the hypercare period after go-live, the support hours, who their contacts are and when the account moves to normal service. The onboarding plan or statement of work normally sets the hypercare window, while the support procedure names the contacts. If the files never say when hypercare ends, the draft highlights that date for the account team.

Clients ask how scope changes are raised, who approves them, how cost and timeline effects are assessed and how changes are recorded. The change control section of the statement of work usually covers this. If it describes the process but not the approver or a response time, the draft answers the documented steps and highlights the rest for the delivery lead.

XiCLOPS works through three tasks in order. It reads your source documents, writes answers into the questionnaire for each question you selected, then highlights the information your files could not supply. You can follow its progress and see each task marked complete, and when the run finishes, the questionnaire is ready to review in its original format.

Yes. The free trial includes 1 run on your own documents, with no card required.