Your team should be able to change the tool.

Keep the business process legible outside one vendor.

A maintainable system makes its records, rules, and responsibilities clear enough to survive a change in model or software provider. This does not mean every replacement is easy; it means the dependency is visible.

What to put into the workflow.

• Document the data model and integration contracts.
• Keep credentials in the customer’s approved systems.
• Retain exportable records and meaningful run history.
• Write a recovery and handover procedure.

A concrete example.

If a model provider is unavailable, the team should know which work can wait, which work can continue manually, and where to find the required context.

What to take away.

Name the decision, keep the relevant evidence, and make the human responsibility clear. Start with a small, inspectable workflow before expanding what the system is allowed to do.