Make the scale decision before the pilot becomes a story.

Define one decision, one bounded workflow and the evidence required to expand, revise or stop. Complete the worksheet in your browser, then print it or save it as a PDF for your internal review.

Open the working surface Read the measurement framework

Define one decision

Name the exact operating decision this pilot must inform. Broad transformation claims cannot be evaluated.

Pilot nameWorkflow ownerAccountable decision-makerHuman reviewerEvaluation periodDecision dateDecision this pilot must supportWhy this decision matters now

Bound the workflow

Describe the authorized path and the edge the system must not cross.

START / Trigger and approved inputsOUTPUT / Reviewable resultHUMAN GATE / Approval and escalationEXCLUSIONS / Prohibited actions and data

Output destinationData-retention rule

Establish the baseline

Record how comparable work performs today. A pilot has no credible gain without a comparison point.

MEASURECURRENT BASELINESOURCE / PERIOD

Cycle time from intake to reviewable output

Required-source completeness

Corrections after human review

Handoffs or escalations

Rework and reviewer effort

If a baseline is unavailable, write “not yet measured.” Do not convert an estimate into observed fact.

Set acceptance criteria before testing

Define what useful, reviewable and safe-enough-for-this-scope means before seeing the results.

Required information is present and traceableThe designated reviewer can use the outputCorrections stay within an agreed limitExceptions are visible and routed correctlyNo material error crosses the review gateData and authority boundaries remain intact

Review comparable cases

Include routine, incomplete and difficult cases. Record the human review outcome—not only model output.

CASETYPE / INPUTREVIEW OUTCOMECORRECTION / EXCEPTION

Evaluation-set rationale

Make exceptions visible

Exceptions are evidence about the process. Count them, name the owner and preserve the response.

Missing or unreadable inputConflicting sourcesOut-of-scope requestSensitive or prohibited dataReviewer cannot validate

Most consequential failure or refusal observed

Count the full effort

Measure the work required to operate the pilot. Do not claim ROI from model speed alone.

COST OR EFFORTAMOUNT / HOURSASSUMPTION / SOURCE

Provider and model usage

Setup and integration

Human review

Corrections and rework

Exception handling

Training and change support

Close the decision

Select one outcome and record the evidence, owner and next gate. A demo is not a scale decision.

DecisionExpand carefullyThe defined scope met the agreed criteria and the next controlled boundary is explicit.Revise and retestThe thesis remains useful, but the workflow, data, controls or acceptance rule must change.StopThe evidence does not justify further commitment under the tested conditions.Insufficient evidenceThe evaluation cannot support a decision yet; the missing proof is named below.

Evidence supporting this decisionUnresolved risks and evidence still missingDecision ownerNext review dateNext authorized action—or stop condition

EVIDENCE BASIS

Primary guidance behind the worksheet.

This worksheet adapts voluntary guidance for operational planning. It does not provide certification or legal, security, compliance, financial or performance assurance.

FROM WORKSHEET TO CONTROLLED PILOT

Bring the decision record, not a promise of transformation.

THEION can help turn the completed brief into a supervised pilot scope with approved sources, accountable reviewers, exception paths and measurable acceptance evidence. A conversation does not authorize access, integration or implementation.

Discuss a supervised pilot vitor@theionintegratedprojects.com