Questionnaire — Technical / IT

Introduction

Purpose. This questionnaire establishes the technical ground truth on which the on-prem AI platform will be designed: hosting conditions at Piraeus HQ, network, SoftOne and M365 integration surface, and security posture. Answers gate decisions in ../05-technical/hardware-and-sizing.md, ../05-technical/integrations-m365-softone.md, and ../05-technical/security-and-operations.md. Answer precisely where you can; “unknown — needs checking” is a valid and useful answer. Do not include any passwords, keys, or credentials in answers — credentials are handled separately via the program’s secrets process.

Confidentiality. Restricted to the transformation technical team.

Time. 60–90 minutes; expect a follow-up walkthrough (server room visit, SoftOne screen share).

Language. Administered in Greek; this English document is the committed master (project language policy). Answers recorded in English.

Answer formats: [free text], [scale 1–5], [multiple choice], [table].

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A. Sites and network topology

1. Sketch or describe the network across the sites: HQ (Dim. Moutsopoulou), Akti Miaouli branch, Perama branch, bonded warehouses. How are sites connected (VPN over internet, MPLS, point-to-point)? [free text / diagram]
2. Internet lines per site: provider, technology (fiber/VDSL/other), download/upload bandwidth, static IPs, failover line? [table: site / provider / type / down / up / failover]
3. Core network equipment at HQ: firewall (make/model), switches, Wi-Fi, VLAN segmentation if any. [free text]
4. Any remote access today (VPN for staff, vendor remote access)? How is it secured? [free text]

B. Server room reality at HQ (critical for GPU hosting)

5. Describe the server room / IT space at HQ: dimensions, rack(s) and free rack units, physical access control. [free text]
6. Power: available circuits and amperage at the rack, single/three-phase, UPS (model, capacity, runtime), generator? Note: a GPU inference server may draw 2–6 kW continuous — can the room take that today? [free text]
7. Cooling: what cooling exists (split unit, precision cooling), capacity, redundancy, and does it run 24/7 including weekends/August? [free text]
8. What runs in the room today (physical servers, NAS, telephony, DVR…)? [table: device / role / age / OS]
9. Any history of overheating, power cuts, or flooding in that space? [free text]
10. If HQ hosting proves infeasible, is there an acceptable fallback (branch site, Greek colocation)? Any constraints against colocation for sensitive data? [free text]

C. SoftOne ERP

11. SoftOne product and version (Soft1 series/release), hosting (on-prem server at HQ? SoftOne cloud/Azure?), and database (SQL Server version). [free text]
12. Which modules are licensed and used (commercial/ERP, CRM, WMS, e-invoicing/myDATA, MRP, B2B portal…)? [table: module / used by / depth of use]
13. Customizations: custom fields, screens, jobs, reports — who built them (SoftOne partner? which?), and is there documentation? [free text]
14. API availability: are Soft1 Web Services / REST API licensed and enabled? Anything already integrating through them? [free text — this is a gating question for AI-to-ERP integration]
15. Number of SoftOne users / concurrent licenses; performance complaints? [free text]
16. How does data get in/out of SoftOne today (Excel imports/exports, printouts, manual re-entry)? [free text]

D. Microsoft 365 and identity

17. M365 licensing: tenant name, license tiers per user group (Business Basic/Standard/Premium, E3/E5), number of seats. [free text]
18. Identity: Entra ID only, on-prem Active Directory, or hybrid (Entra Connect)? MFA enforced for whom? [free text]
19. How are Teams and SharePoint actually used — structured team sites, or ad-hoc? Where do shared files really live (SharePoint, OneDrive, a legacy file server, NAS)? [free text]
20. Exchange Online for all mailboxes? Any shared mailboxes central to operations (orders@, supply@…)? [free text]

E. Endpoints and applications

21. Endpoint fleet: how many PCs/laptops, OS versions (any Windows 10 or older?), average age, managed how (Intune, manual)? [free text]
22. Mobile devices in operations (warehouse scanners, delivery drivers’ phones)? [free text]
23. Application inventory beyond SoftOne/M365: e-shop platform (which platform — WooCommerce, Magento, other — hosted where, maintained by whom?), chart/e-navigation systems (Admiralty distributor tooling), HACCP/quality systems, payroll, fleet/routing, telephony. [table: app / purpose / hosting / vendor]
24. Existing integrations between any systems (e-shop↔ERP stock/orders, bank files, myDATA, courier APIs)? [free text]
25. Known shadow IT: personal spreadsheets acting as systems, free web tools, personal ChatGPT use, messaging apps for work. [free text — judgment-free inventory]

F. Backup, security, compliance

26. Backup today: what is backed up, tool, schedule, destination (local NAS/cloud/offsite), last successful restore test? [table]
27. Endpoint protection and patching: AV/EDR product, patch process, who monitors? [free text]
28. Email security (anti-phishing, spam filtering) and any security incidents in the last 3 years (ransomware, phishing losses, data loss)? [free text]
29. Password practices honestly: password manager in use? Shared accounts? Credentials in Excel/email? [free text — needed to plan the secrets migration]
30. GDPR posture: is there a DPO or responsible person, a data register, retention rules? [free text]
31. Any customer- or defense-related security requirements imposed on PRIME PRODUCTS (military & civil defense contracts, public-sector tenders, port security)? [free text]

G. IT team and vendors

32. IT team: how many people, roles, and skills (Windows admin, networking, SQL, any scripting/development)? [free text]
33. What share of IT time goes to firefighting vs projects? [multiple choice: >80% firefighting / ~60% / ~40% / mostly projects]
34. Key vendor relationships: SoftOne partner, network/telecom, e-shop agency, hardware suppliers — contract/SLA status. [table: vendor / scope / responsiveness 1–5]
35. Comfort of the IT team with Linux, virtualization, containers/Docker, and GPU hardware. [scale 1–5 each — determines the operations model for the LLM stack in ../05-technical/llm-serving-stack.md]
36. What is IT’s biggest current worry, independent of this program? [free text]

Closing

37. Your top 3 wishes: the three things you most want this program to fix or provide for IT, most important first. [free text]