Pro Services, Inc. · AI Governance, Guardrails and Policies
How we use AI at Pro Services. Plain language, ready to use today.
Part 1 — The Manifesto
For nearly four decades, Pro Services has shown up for our customers across Projects, Maintenance, and Workforce Solutions — with experience, grit, precision, and ownership. AI does not replace any of that. It sharpens it.
The goal is simple: put a tool in every employee-owner's hands that takes the busywork off the plate so we can spend more time on the work that actually needs our judgment. AI adds capacity to every person and every role here. It does not take seats.
Why we're putting AI to work at Pro
The work is changing. Our customers are starting to automate the basics themselves, and they're asking how we're using AI on their jobs. That is the kind of challenge PRO is built for — the tough one, taken on safely, with our people personally invested in the outcome.
For us, that looks like:
We've already got early wins on the board — they're just uneven. The job now is taking what works and making it the way we work, crew by crew, across every part of PRO.
How every employee-owner is expected to use AI day to day
Use AI to take back time and raise the quality of the work. Knock out the friction first, then use AI as a thought partner to pressure-test and sharpen your thinking.
Use AI out in the open — in a way teammates can see, question, and pick up. Be the one in the field walking people through it, not the one keeping it to yourself.
Building an AI habit is messy work. Get in there, try things every day, and ride out the ups and downs. Don't wait on a formal rollout or perfect tooling — start.
Move fast on drafts and options with AI, then put your judgment on top. The experience and ownership our people bring is what customers actually pay for.
Use AI to explore more, iterate faster, and check that the work doesn't all start to look the same. It's an accelerator for sharper craft — not a stand-in for the people doing it.
Part 2 — The Rules
What you can do, what you cannot do, and who to call. Everything here is ready to use today.
AI helps you produce better work, faster. It does not sign off on work. Any AI output used in a client deliverable, a financial document, a safety record, or a legal or compliance item must be reviewed and approved by a qualified person before it is sent or filed.
Part 3 — The Tools We Use
Owners confirm their rows and add anything we missed. Status means: Approved is use it now, Trying out is being tested so no confidential data yet, Phasing out is moving off it.
| Tool | Status | What it is for |
|---|---|---|
| Claude (Teams) | Approved | Our main AI assistant, on your Pro Services login. |
| Section Coach | Approved | Where you learn to use AI well. |
| HubSpot AI | Approved | AI built into our CRM. |
| Trainual | Approved | Where our SOPs and training live. |
| Estimating tools (FastPipe and others) | Trying out | Estimating and takeoff, tested with AI. |
| BuildOps with Miter | Trying out | New service and operations platform. |
| ZoomInfo | Phasing out | Being replaced with a better-value option. |
| Personal ChatGPT, Grok, Gemini, Copilot, and similar | Phasing out | Consolidating onto Claude. Ask your Champion if you have a real need. |
Purpose Our main AI assistant, on your Pro Services login.
Purpose Where you learn to use AI well.
Purpose AI built into our CRM.
Purpose Where our SOPs and training live.
Purpose Estimating and takeoff, tested with AI.
Purpose New service and operations platform.
Purpose Being replaced with a better-value option.
Purpose Consolidating onto Claude. Ask your Champion if you have a real need.
If you would not post it on a public job-site board, do not put it into an unapproved AI tool.
Marketing or website content. You can use it in any approved tool.
Your cohort's Champion is your first stop for any question. Nobody is ever in trouble for asking.
Kurt Willmont, Chief People Officer
Justin Bus, Controller
Dan Schulte, Chief Marketing and Strategy Officer
Laura Van Popering and Kelly Jensen
Kelly Christy, Safety Director
Andy Reed and Matt Begeman
Todd Grassow
Jeff Warren
Mark Der-Stepanian
Alec Reynolds
Executive oversight: Mike Vandemaele (CEO) and Josh Jelenek (President).
For leadership and Champions. The open decisions, the committee structure, and the detail that backs up Parts 1 and 2.
Showing 4 of 4 decisions
Lock CMMC/FCI folders out of AI connectors (technical config)
Ratify the Champions Committee slate
Confirm the estimating and finance tool list (Sage, FastPipe)
Confirm where client and bid data sits and contract AI clauses
Policy changes and tool approvals
AI Champions Committee
Use-case decisions within a function
Function Champion
CMMC, FCI, and access decisions
IT and Engineering, ratified by the Committee
Go and No-Go decisions on projects and clients
Executive leadership (AI informs, it does not decide)
This policy is reviewed at least once a year and after any major change to tools, regulations, or the business. The tool register is reviewed every quarter. It was never meant to be finished. It was meant to be useful on day one and better every quarter.