Documentation index

Every vault document published to Mission Control (93 docs). Publishing is opt-in per document (ADR-005).

root

key-account-prime dashboard — Entry point to the Prime Products Ltd knowledge base — navigation to all sections and the current state.
handoff — Pilot now visible everywhere the CEO looks (2026-07-16): the homepage pilot card redesigned as a CEO-first infographic (stat tiles, order-flow SVG, 13-week payment timeline — user-committed 7e1bd04 with the AI PM nav dropdown), and the Cylinders Pilot added to the 12-month roadmap as PX (dashed 'offered, awaiting go-ahead' bar ~M5–M7 on the shared timeline + row/explainer in roadmap-12-month.md). Earlier same day: company identity corrected vault-wide (Vanos → Prime Products, ~125 files; live infra identifiers intentionally still 'vanos'). Still pending: chat auto-redeploy secrets, remaining sample emails + SoftOne orders, team-details email, Evangelia intro, Planka rollout, Stage-1 offer PDF regeneration.
key-account-prime — Prime Products Ltd Knowledge Base (Second Brain) — Repo README — what this vault is, its structure, and where to start reading.

01-company

Company index — Who Prime Products Ltd is — profile, sites, organization, key people. The foundation against which all needs are read.
Prime Products Ltd — Company profile — Profile of Prime Products Ltd — ship supply & safety solutions company in Piraeus; business lines, sites, size, systems, and the goals of the AI-first transformation.
Cylinders department (τμήμα φιαλών) — The calibration-gas cylinders team — 3 people handling RFQ-to-delivery for gas-detection calibration cylinders worldwide; the AI-transformation pilot department (REQ-014).

02-requirements

Requirements register — The register of Prime Products Ltd's needs — one row per need (REQ-NNN), with status, domain and priority. The heart of the capture phase.
REQ-001 AI-first operating model across all departments — Rebuild how the company operates, decides, documents, executes, and improves around AI — all 15 departments, within 12 months, CEO-led, minimal disruption.
REQ-002 On-premise NVIDIA AI infrastructure for ~50 daily users — Full on-prem AI platform on NVIDIA GPUs — LLM serving, vector DB, RAG, orchestration, UI, security, monitoring, backup, model lifecycle — sized for ~50 daily users.
REQ-003 Greek + English language support across the AI platform — The LLM environment, RAG, and all assistants must work well in both Greek and English — queries, documents, and outputs.
REQ-004 Company knowledge base in Obsidian — A full documentation and knowledge management system in Obsidian — folder structure, templates, SOPs, department wikis, prompt library, registers — serving as the curated core of RAG.
REQ-005 Mission Control website at vanos.tpl.one — An internal project website operating as transformation Mission Control from day one — dashboards, roadmap, registers, department status, board reporting — updated throughout the program.
REQ-006 SoftOne ERP integration with the AI platform — Read-first integration of SoftOne (catalog, stock, prices, customers, orders, receivables) into the AI platform's semantic layer; phase-2 human-approved write-backs.
REQ-007 Microsoft 365 / Teams integration — Entra ID SSO for the platform; Graph API ingestion of SharePoint/mail/calendar; Teams as an assistant surface; meeting transcription-to-notes flow.
REQ-008 Security, confidentiality, and data governance for AI — Company data stays on-prem; SSO/MFA, RBAC and per-document ACLs in RAG, audit logging, GDPR compliance, AI usage policy with human approval on external-facing output.
REQ-009 Training and change management program — CEO-led communication, department AI champions, role-based training roadmap, AI usage/prompting guidelines, internal helpdesk, feedback loops — with minimal disruption.
REQ-010 Measurable KPI and success framework — Company/department/process-level KPIs plus AI-adoption, knowledge-base, automation, infrastructure, training and ROI indicators — baselined in discovery, tracked on Mission Control.
REQ-014 Pilot — email-order desk automation, cylinders department (order intake → SoftOne → supplier RFQs → delivery follow-up) — Pilot on the calibration-gas cylinders department — read customer request emails/platforms, register in SoftOne, run supplier RFQs by email, track the vessel window, and follow up through agent delivery. Validated on the 2026-07-06 clarification call.

03-infrastructure

Infrastructure index — Prime Products Ltd's infrastructure as it is today (as-is) — network, servers, workstations, cloud, telephony, backups. To be captured.

06-decisions

Decisions index — Index of key-account-prime ADRs — every significant decision about Prime Products Ltd and the knowledge base gets a numbered ADR.
ADR-001 Bootstrap — infra-vanos as the Knowledge-OS node of Prime Products Ltd — Founding of infra-vanos as the central knowledge base (second brain) of Prime Products Ltd, built on the TPL Knowledge-OS model (Karpathy wiki + Google OKF + context lake).
ADR-002 Language policy — Greek primary for business content (superseded) — Proposed Greek as the primary content language with English structural elements. Rejected same-day — superseded by ADR-003 (English-only).
ADR-003 Language policy — English-only vault content — All content in this repo (requirements, interviews, ADRs, session logs, HANDOFF, docs) is written in English, regardless of the language spoken in working sessions. Supersedes ADR-002.
ADR-004 Transformation program area (08-Transformation) and document-type superset — Adds a dedicated 08-Transformation/ top-level area for the AI-first transformation program and extends the vault's document-type superset with plan, framework, questionnaire, register, and blueprint.
ADR-005 Mission Control site colocated in site/ (Astro, opt-in publish flag) — The vanos.tpl.one static-site generator lives in site/ inside this repo, built with Astro; vault docs publish opt-in via a publish frontmatter flag; deployment deferred until TPL hosting + Entra SSO are provisioned.
ADR-006 Mission Control hosting — Cloudflare Pages behind Cloudflare Access — vanos.tpl.one is hosted on Cloudflare Pages, gated by Cloudflare Access (one-time email PIN, @tpl.gr + @primeltd.com) applied before first deployment; CI deploys on every push to master.
ADR-007 OKF graph visualizer — single-file, client-side, in tools/ — An Obsidian-style interactive graph view for any OKF bundle ships as one self-contained HTML file in tools/okf-graph/ — parsing, force layout and rendering all happen in the viewer's browser; no backend, no install, no data leaves the page.
ADR-011 Greek administration copies of discovery instruments — Discovery questionnaires may carry a committed Greek working copy (.el.md suffix) for administering sessions with the client; the English file remains the master and the only source of truth.
ADR-012 Raw source layer — committed to the repo, never part of the wiki — Original source material (meeting transcripts, client documents) lives under raw/, committed for provenance, but is never knowledge — it is ingested into vault docs and excluded from Mission Control, the graph, and the chat corpus.
ADR-013 Wiki-chat corpus freshness — CI rebuild & redeploy on master push — The chat corpus (baked into the image, ADR-008) is rebuilt by CI on every knowledge-affecting master push — an OKD binary build + rollout in the vanos namespace, authenticated by a scoped service-account token in GitHub Actions secrets. Dormant until the token lands.

07-runbooks

Runbooks index — Step-by-step procedures for Prime Products Ltd — how recurring tasks are done and how solved problems stay solved.
Runbook 01 — Updating the wiki — The short guide to getting knowledge into the vault and onto every surface (site, graph, chat, board) — drop sources in raw/, or edit knowledge docs directly; merge the PR; everything downstream updates itself.

08-transformation

AI-First Transformation Program — Hub of the Prime Products Ltd 12-month AI-first transformation — strategy, charter, governance, discovery methodology, department plans, technical blueprint, knowledge-base and Mission Control designs, AI portfolio, and commercial stages.
Transformation Strategy — Hub for the executive-level strategy documents of the PRIME PRODUCTS AI-first transformation.
Board Presentation Outline — Slide-by-slide outline (18 slides) for the board approval session of the PRIME PRODUCTS AI-first transformation.
Strategic AI Transformation Report — Executive-level case, objectives, target operating model, and roadmap summary for the 12-month AI-first transformation of Prime Products Ltd
Program Management — Index — Hub for the Prime Products AI-transformation program-management area — charter, governance, WBS, roadmap, KPIs, change plan, risk register.
Change Management & Training Plan — Adoption plan for the Prime Products AI transformation — communication, CEO messaging, champions, training tracks, policies, helpdesk, resistance management.
Epic board — Program progress by epic against the original plan — agent-refreshed register with an append-only deviations log (REQ-012, ADR-009).
Governance Model — Roles, meeting cadence, decision rights, escalation paths, and reporting rhythm for the PRIME PRODUCTS AI-first transformation program.
KPI & Success Measurement Framework — Layered KPI framework for the Prime Products AI transformation — definitions, baselines, M6/M12 targets, owners, and Mission Control display.
Project Charter — Program Pharos — Formal charter of the 12-month PRIME PRODUCTS AI-first transformation program — scope, objectives, stakeholders, workstreams, constraints, success criteria.
Risk Register — Living risk register for the Prime Products AI transformation — scored, owned, mitigated; reviewed monthly at steering.
12-Month Roadmap — Month-by-month M1–M12 roadmap of the Prime Products AI transformation with decision gates, milestones and department involvement.
Work Breakdown Structure — Full task decomposition of the 12-month Prime Products AI transformation across 13 phases with owners, dependencies and deliverables.
Discovery & Requirement Analysis — Hub — Entry point for the discovery phase — methodology, questionnaires, and how outputs flow into the requirements register and AI use-case pipeline.
Interview — Pilot clarification call, cylinders department (2026-07-06) — Distilled record of the 56-min Fathom-recorded pilot interview — the pilot department is the calibration-gas cylinders team; end-to-end process, volumes, systems, pains, success criteria, and action items.
Pilot discovery plan — email-order desk — How TPL gathers the information needed to scope, design, and baseline the REQ-014 pilot — CEO clarification call, department deep dive, systems/access verification, sample-data collection, and go/no-go scoping.
Questionnaire — All Employees — Baseline discovery questionnaire for every PRIME PRODUCTS employee — daily work, systems, pain points, and attitudes toward AI.
Questionnaire — Department Heads — Discovery questionnaire for the 15 department heads — mission, KPIs, process inventory, cross-department friction, and readiness self-assessment.
Questionnaire — Management — Discovery questionnaire for the CEO and executives — strategy, margin pressure, decision latency, growth, risk appetite, and success definition.
Questionnaire — Pilot clarification call (email-order desk) — The instrument for the CEO clarification call on the REQ-014 pilot — ANSWERED on the 2026-07-06 call; per-question answers recorded below, unanswered items carried to Phase 1/2.
Ερωτηματολόγιο — Διευκρινιστική κλήση πιλότου (γραφείο email-παραγγελιών) — Greek administration copy (ADR-011) of the REQ-014 pilot clarification-call questionnaire — the English file is the master.
Questionnaire — Process Owners — Per-process deep-dive instrument — filled once per key process by its owner; feeds process maps and automation scoring.
Questionnaire — Technical / IT — Discovery questionnaire for the IT team — infrastructure reality, SoftOne, M365, network, security, and integration surface for on-prem AI hosting.
Requirement Analysis Framework — The complete discovery methodology — process, interview and workshop methods, process mapping, pain-point analysis, scoring models, and requirement capture rules.
Prime Key-Account — Discovery Note: Automated Order Entry & Quotation↔Order Mapping — Discovery note based on sample email threads from key-account client Prime Products, as the basis for a project that automatically registers orders and maps them to quotations — where all communication happens exclusively by email.
Department Transformation Plans — Hub — Entry point to the 15 per-department AI-transformation plans, with pilot-wave assignments and the shared 12-month rhythm.
Accounting — Department Transformation Plan — AI-first plan for PRIME PRODUCTS accounting — invoice/document matching, Greek statutory compliance (myDATA), month-end close acceleration (wave 3).
Administration — Department Transformation Plan — AI-first plan for PRIME PRODUCTS administration — correspondence drafting, document filing and retrieval, meeting support, and office workflow automation (wave 3).
Business Intelligence — Department Transformation Plan — AI-first plan for PRIME PRODUCTS BI — semantic layer over SoftOne, natural-language querying, self-serve dashboards, and the data-steward role for RAG (wave 2).
Compliance & Quality — Department Transformation Plan — AI-first plan for PRIME PRODUCTS compliance and quality — ISO 22000/9001-family documentation, audit preparation, SOP drafting, and training-services compliance (wave 2).
Customer Service — Department Transformation Plan — AI-first plan for PRIME PRODUCTS customer service — bilingual email triage, order-status answers, and delivery coordination communication (wave 1 pilot).
Executive Management — Department Transformation Plan — AI-first plan for PRIME PRODUCTS executive management — decision support, KPI narrative briefings, meeting summarization, and board-pack drafting (wave 2).
Finance — Department Transformation Plan — AI-first plan for PRIME PRODUCTS finance — cash-flow visibility on thin margins, receivables chasing, credit control for shipping clients, and margin analytics (wave 2).
Human Resources — Department Transformation Plan — AI-first plan for PRIME PRODUCTS HR — policy Q&A, AI-first onboarding, training administration, and recruitment drafting (wave 3).
IT — Department Transformation Plan — AI-first plan for PRIME PRODUCTS IT — dual role as on-prem LLM platform operator and integration owner (SoftOne, M365), plus its own AI-assisted operations (wave 2).
Logistics — Department Transformation Plan — AI-first plan for PRIME PRODUCTS logistics — berth delivery coordination, refrigerated fleet routing, and customs/bonded documentation (wave 2).
Marketing — Department Transformation Plan — AI-first plan for PRIME PRODUCTS marketing — e-commerce product content at catalog scale, bilingual campaign production, and market/tender intelligence (wave 3).
Procurement — Department Transformation Plan — AI-first plan for PRIME PRODUCTS procurement — supplier quote comparison, PO drafting, sourcing under sailing deadlines, and supplier document handling (wave 2).
Sales — Department Transformation Plan — AI-first plan for PRIME PRODUCTS sales — vessel-call quoting, IMPA-list matching, tender responses, and the RFQ-to-quote pilot (wave 1).
Technical Support — Department Transformation Plan — AI-first plan for PRIME PRODUCTS technical support — product/technical Q&A over manuals and datasheets for safety equipment, CBRN, and marine products (wave 1).
Warehouse — Department Transformation Plan — AI-first plan for PRIME PRODUCTS warehouse operations — bonded storage, deadline-driven picking, cold chain, and inventory accuracy across sites (wave 3).
Technical Blueprint — Index — Hub for the Prime Products on-prem AI platform blueprint — reading order and one-screen stack summary.
Architecture Overview — Spine of the technical blueprint — goals, principles, high-level architecture, environments, deployment model, roles, and maintenance calendar.
Hardware & Sizing — NVIDIA GPU server options, sizing math for ~50 users, power/cooling, storage, networking, backup hardware, and procurement notes.
Integrations — M365 & SoftOne — Entra ID SSO, Graph API ingestion, Teams as an assistant surface, meeting transcription flow, and the read-first SoftOne semantic layer.
LLM Serving Stack — vLLM serving, LiteLLM gateway, Open WebUI, Greek+English model matrix, quantization, model lifecycle, and the n8n/LlamaIndex orchestration layer.
RAG & Data Pipeline — Qdrant + PostgreSQL data layer, document ingestion pipeline, source sync cadences, hybrid retrieval with ACLs, data governance, and the quality feedback loop.
Security & Operations — Security model, monitoring/logging stack, backup & DR with RTO/RPO targets, runbook pointers, and patching cadence for the AI platform.
Knowledge Base Area — Hub for the PRIME PRODUCTS company knowledge base workstream — Obsidian vault blueprint and template library.
Obsidian Template Library (vanos-brain) — Ready-to-copy note templates for the PRIME PRODUCTS company vault — SOPs, prompts, meetings, decisions, processes, agents, and more.
Obsidian Vault Blueprint (vanos-brain) — Complete design of the PRIME PRODUCTS company knowledge vault — structure, conventions, governance, RAG connection, and rollout plan.
Mission Control Area — Hub for the Mission Control website (vanos.tpl.one) — blueprint and per-page specifications.
Mission Control Blueprint (vanos.tpl.one) — Concept and architecture for the transformation's Mission Control website — principles, implementation, roles, sitemap, content pipeline, cadence.
Mission Control Page Specifications — Per-page specs for vanos.tpl.one — purpose, users, content blocks, cadence, data owner, sources, KPIs, layout.
AI Portfolio — Index — Hub for the Prime Products AI portfolio — the use-case pipeline funnel and the company AI agent registry.
AI Agent Registry — Company register of AI agents — purpose, tools, data, approval points, risk, KPIs, and lifecycle state for every agent, from proposal to retirement.
AI Use-Case Pipeline — Living register of scored and prioritized AI use cases for Prime Products — the demand funnel from idea to production.
Commercial Area — Hub for TPL-side commercial structure of the PRIME PRODUCTS transformation — stage/offer design. Internal-sensitive.
Offer TPL-PRIME-2026-002 — Pilot: Email-Order Desk, Cylinders Department — Commercial offer for the REQ-014 pilot — discovery, build, and 4-week supervised run of the email-order desk for the calibration-gas cylinders team, fixed fee €51,000 (15% program-launch discount applied) with transparent effort-based pricing rationale.
Offer TPL-PRIME-2026-001 — Stage 1: Discovery & Requirement Analysis — Commercial offer for Stage 1 of the PRIME PRODUCTS AI transformation — full discovery and requirement analysis across 15 departments and 3 sites, fixed fee €59,075 (15% program-launch discount applied) with transparent effort-based pricing rationale.
Stage & Offer Structure — Eleven-stage commercial structure for the PRIME PRODUCTS AI transformation — scope, deliverables, acceptance, and pricing placeholders per stage.