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AI agent for head of operations

Regulatory Obligation Register Agent

Every obligation has an owner, a due date and current evidence in one register.

ComplianceOperationsManagement
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Regulatory Obligation Register Agent: what goes in, what the agent does and what you get

What it does

A new rule changes inspection frequency, and no one knows who owns the task or whether last year's certificate is still valid. This agent reads new rules and notices from the regulators you follow and maps each to an obligation with an owner, a frequency and a due date. It checks whether evidence exists, such as a record, certificate or inspection report, and whether it is still in date. Missing or expired evidence triggers a request to the owner and a recheck after they respond. It keeps the register current and reports gaps. The leader approves register changes. Edge case: a rule applies only to sites above a size, so the agent checks each site against the threshold.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN New rule or notice detected 2 USES A TOOL Read the rule and extract the obligations 3 DOES Check which sites and processes the rule applies to 4 DOES Map each obligation to an owner, frequency and duedate 5 USES A TOOL Check the evidence files for each obligation 6 CHECKS THE RESULT Does current evidence exist for every obligation? If not: send the owner a request for the evidence withthe due date and recheck after 5 days. Back to step 5. 7 YOU APPROVE Leader approves register changes 8 DOES Update the register and set reminders 9 USES A TOOL Run the weekly evidence check on all obligations 10 CHECKS THE RESULT Is any evidence expiring in the next 30 days? If not: mark as current and move to the next obligation.Back to step 9. 11 RESULT Register current with open gaps reported
Read the steps as a list
  1. New rule or notice detected
  2. Read the rule and extract the obligations
  3. Check which sites and processes the rule applies to
  4. Map each obligation to an owner, frequency and due date
  5. Check the evidence files for each obligation
  6. Does current evidence exist for every obligation?If not: send the owner a request for the evidence with the due date and recheck after 5 days. Back to step 5.
  7. Leader approves register changesThe agent waits here for your OK.
  8. Update the register and set reminders
  9. Run the weekly evidence check on all obligations
  10. Is any evidence expiring in the next 30 days?If not: mark as current and move to the next obligation. Back to step 9.
  11. Register current with open gaps reported

How it decides

It adds an obligation when a rule applies to a site or process on the list, and marks it a gap when evidence is missing or expired.

  • Add an obligation when the rule applies to a listed site or process.
  • Treat expired evidence as a gap.
  • Warn owners 30 days before expiry.
  • Escalate to the leader when a gap is over 10 days old.

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Regulators followed
  • Sites and processes in scope
  • Expiry warning (default 30 days)
  • Owner assignment rules

What keeps you in control

It always asks you first

  • Leader approves register changes

Hard limits

  • Cite the rule for each obligation
  • Do not give legal advice

It stops when

  • Done: register current.
  • Stop: rule unclear, so the leader asks for legal review.

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA new waste handling rule applied to sites over 500 employees. The agent found 3 sites in scope and created 4 obligations. For one site, the evidence check failed because the permit expired August 31. The agent requested the renewal from the owner and rechecked 5 days later. The new permit was found, and the leader approved the register update.

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