How to Provide Access and Technical Information Efficiently During a Project

Efficient access to systems and documentation is one of the strongest predictors of whether an AI or automation project stays on schedule. Most delays in client projects occur because credentials, approvals or technical details are not provided early enough. This article explains what we need, when we need it and how you can help prevent avoidable hold ups.

Why Early Access Matters

AI assistants, workflow automations and integrations all depend on real system access. Without this access, we cannot test connections, validate data, or build against your actual environment.

Delays in providing access often cause:

• Project timeline blowouts

• Higher costs due to rework

• Blocked development

• Inaccurate assumptions that later need correction

Providing access before the project starts is the most important way to keep delivery smooth.

What Access We Typically Need

Access requirements depend on the project. Examples include:

• SharePoint or document repositories

• CRM or helpdesk systems

• API dashboards

• Knowledge base platforms

• VPS or hosting environments

• DNS management portals

• Databases or analytics tools

Your project manager will request only the access that is required. The sooner this access is granted, the faster we can move into implementation.

What Technical Information Helps Us Work Efficiently

Before the project begins, providing technical details helps us design the right architecture and reduce discovery time. Useful items include:

• Existing documentation

• Network diagrams

• API references

• Integration notes

• A list of system owners or technical contacts

• Sample data

• Example knowledge base documents

Sharing these early allows us to identify constraints, potential risks and any gaps in advance.

Hosting and Environment Considerations

Osher Digital prefers to deploy AI assistants and automation systems on a private VPS using Docker. This approach improves security, reliability and maintainability.

To prepare for deployment, we may request:

• VPS credentials

• Docker access

• Firewall or network settings

• Any existing environment configuration

Providing this access before development begins prevents last minute infrastructure delays.

How to Share Credentials Securely

Clients can provide credentials using any secure method they prefer. A secure, one time share link or encrypted transfer is recommended. We avoid unencrypted email.

We only store credentials in a secure password management vault and only staff working directly on your project can access them.

Communication Channels

Clear and consistent communication speeds up delivery. Our preferred channels are:

• Email for day to day communication

• Microsoft Teams for calls, screen shares and workshops

• Scheduled check ins for progress updates and decision making

Your team can also nominate preferred internal contacts for approvals, technical questions and access issues.

Client Responsibilities During Access Provisioning

To keep the project on track:

• Provide requested credentials immediately

• Ensure your IT or security team is aware that access will be required

• Assign a single internal point of contact for approvals

• Inform us of any access restrictions or internal processes early

• Confirm who owns each system and who has authority to grant access

Credentials and approvals are one of the most common causes of project delays. Preparing these in advance and providing them quickly is the best way to ensure delivery remains smooth and predictable.

Our Commitment

We will:

• Request only what we need

• Communicate access requirements clearly

• Securely store all credentials

• Work collaboratively with your team

• Notify you immediately if access issues arise

Efficient access provision lets us focus on what matters: delivering a fast, secure and successful AI or automation solution.