Finding Every Tool a Plant Bought on Its Own, Then Migrating It the Right Way
A maintenance team buys a scheduling app on a credit card because the IT request would have taken a quarter, and two years later it's the plant's de facto system of record, with nobody in IT aware it exists. Kissflow finds these tools across every plant, assesses them, and migrates them once a decision is made.
Trusted by energy operators worldwide
The tools a plant buys on its own don't disappear if corporate IT doesn't look for them
A credit card purchase becomes a plant's de facto system of record faster than corporate IT usually notices, tracking downtime, defects, or scheduling in a tool nobody vetted for data sensitivity or integration risk. Two years after a maintenance team buys a scheduling app because the sanctioned IT request would have taken a quarter, it's deeply embedded in daily shift handoffs, with nobody in corporate IT aware it exists or what it's connected to. Kissflow gives IT a standing intake for these tools instead of a periodic audit that only ever catches what someone happens to mention, covering both self-reported tools a plant volunteers and tools IT detects through other means, plant by plant. Each discovered tool gets assessed against data sensitivity and how central it's actually become to a plant process, because two tools bought the same way can carry very different risk. That assessment drives a migration score, sanction it as-is, migrate it onto the standard platform, or retire it, and a governance reviewer has to approve the recommended action before anything moves. Once approved, the same workflow runs the actual migration to the sanctioned platform, tracked task by task.
Without a discovery process, shadow tools become load-bearing before anyone notices
Discovery is accidental
A shadow tool surfaces in a security review or an audit, years after it became central to a plant's operation.
Assessment is informal
Whoever finds the tool judges the risk on the spot, without a consistent way to weigh it.
Decisions are made ad hoc
Sanction, migrate, or retire gets decided inconsistently, plant by plant.
Migration is a separate, undocumented project
Even after a decision is made, the actual move to the sanctioned platform often stalls with no tracked plan.
Built to run the whole process, not just record it
Every capability this app needs, in one place.
Shadow tool discovery
A standing intake for self-reported and IT-detected unsanctioned tools, covering every plant continuously.
Risk and process assessment
Assesses each discovered tool against data sensitivity and how central it's become to a plant's daily process.
Migration scoring
Scores whether to sanction the tool as-is, migrate it onto the standard platform, or retire it outright.
Decision approval
A governance reviewer approves the recommended action before any sanction, migration, or retirement proceeds.
Governed migration execution
Tracks the actual migration to the sanctioned platform, task by task, once a decision has been approved.
Discovery-to-migration log
Records every discovered tool, its risk assessment, and its eventual migration or retirement outcome.
From request to system of record in four steps
Submit
A plant self-reports, or IT detects through other means, a tool acquired outside the sanctioned process, and it enters the inventory.
Review
The tool is assessed against data sensitivity and how central it has become to a plant's daily operation.
Approve
Sanction, migrate, or retire is recommended from the assessment and approved by a governance reviewer.
Record
The approved migration runs, tracked task by task, until the tool lands on the sanctioned platform and the decision is on record.
What changes when this runs on Kissflow
| Process | Before Kissflow | On Kissflow |
|---|---|---|
| Discovery | Found in a security review, years later | A standing intake across every plant |
| Assessment | Informal | Structured risk and centrality scoring |
| Decision | Made ad hoc | Approved by a governance reviewer |
| Migration | A separate, undocumented project | Tracked in the same workflow as the decision |
| Plant-to-plant visibility | None | One log across every plant's discovered tools |
| Recurrence | The same tool reappears at another plant | Visible once discovered anywhere |
Connects to procurement and identity systems across every plant to help surface unsanctioned tools
.svg){kind=logo}
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
Built to find shadow IT across every plant, and actually migrate off it
A real discovery intake, across every plant
Any plant can self-report; discovery isn't limited to what corporate IT happens to notice.
Centrality and risk scored, not guessed
Assessment criteria are consistent across every discovered tool.
A recorded decision
Every sanction, migrate, or retire decision has an approver and a reason.
Migration tracked in the same workflow as the decision
The move to the sanctioned platform doesn't stall as a separate, undocumented project.
One log across every plant
A tool discovered at one plant is visible if it reappears at another.
Configured, not a platform migration program
Discovery, assessment, and migration all run in the visual builder.
Related apps
Enterprise Platform Consolidation & SaaS Rationalization Workflow
For known, already-approved SaaS spend rationalization, as distinct from this app's unsanctioned tool discovery.
Departmental App Request Intake & IT Prioritization Portal
Where a plant can request a sanctioned alternative instead of buying its own tool next time.
Citizen Developer Governance Framework & App Lifecycle Management
Where a shadow tool built in-house by a plant employee gets registered once it's sanctioned.
We help plant IT find what a plant bought on its own and migrate it the right way
.gif)
“If a company cannot enable everybody to use AI, they will never get the true benefit of AI. Platforms like Kissflow allow us to put that capability in the hands of our users in a safe way.”
Vagesh Dave
GVP & CIO at McDermott International, Ltd
See The Full Story
“Advanced automation of all processes is easy to set up. I cannot imagine how to manage workflows without this software.”
Tanay Tiwary
Global Head - Digitalization & Business Improvement
See the Full Story
“Kissflow supports rapid application development by building a working application prototype in the shortest amount of time.”
Maria Theresa Cabigon
CIO, SN Aboitiz Power Group
See The Full Story
See what Kissflow can do for you
Talk to usGot questions? We're here to help.
Get SupportNo. This app starts from tools IT doesn't yet know exist, discovery first. Enterprise Platform Consolidation & SaaS Rationalization Workflow starts from the known, already-approved SaaS subscriptions and rationalizes spend and overlap across them.
Any application or SaaS subscription in active use at a plant that was acquired outside the sanctioned IT procurement process.
No. It goes through assessment first; migration to the sanctioned platform is the recommended path when the tool is genuinely needed, not an automatic shutdown.
Through the same workflow, as a sequenced set of migration tasks, so the decision doesn't stall waiting on a separate project to start.
Yes. Process owners configure the intake, rules, and approval routing in the visual builder, and the AI Builder can generate a working app from a plain-language description.
Through APIs and integration connectors, under single sign-on and role-based access, with every action written to an audit log.
Configuration and AI generation move delivery from weeks to days, without a multi-year platform program or an engineering backlog.
Kissflow is certified to SOC 1, SOC 2, SOC 3, ISO/IEC 27001, HIPAA, GDPR, and CCPA, hosted on Google Cloud with data residency in the US, EU, APAC, and Oceania.
