# AI pilot business case

Decision requested: [Approve / revise / stop / extend a bounded pilot]
Owner: [Name and role]
Decision date: [YYYY-MM-DD]
Review date: [YYYY-MM-DD]

## Workflow and alternatives
Task, starting input, and accepted output: [Define]
Participants and exclusions: [Define]
Current process: [Describe]
Simpler non-AI alternative: [Describe]

## Measurement
Baseline sample and task mix: [IDs and selection method]
Manual active minutes per accepted task: [Value; source]
Assisted active minutes per task: [Value; source]
Review and correction minutes: [Value; source]
Eligible tasks per person per week: [Value; source]
People and expected usage rate: [Values; evidence]
Quality measure and threshold: [Definition agreed before the pilot]
Exception handling and human owner: [Define]

## Capacity case
Monthly assisted tasks = people × weekly tasks × 4.33 × usage rate
Net minutes = manual minutes − assisted minutes − review minutes
Monthly recovered hours = monthly assisted tasks × net minutes / 60
Planning value of capacity = recovered hours × loaded hourly labor cost
Work that will use this capacity: [Named backlog or service outcome]

## Cash case
Initial implementation and training cost: [Amount; source; owner]
Monthly total running cost: [Licenses + usage + support + other costs]
Monthly evidenced cash benefit: [Amount; mechanism; budget owner]
Monthly net cash = monthly cash benefit − monthly running cost
First-year total cost = initial cost + 12 × monthly running cost
First-year cash ROI = (12 × cash benefit − first-year total cost) / first-year total cost
Cash payback = initial cost / monthly net cash, only when monthly net cash is positive
Do not add capacity value to cash benefits for the same hours.

## Scenarios and decision
Downside scenario: [Usage, review, cost, and cash benefit assumptions]
Base scenario: [Inputs and evidence]
Quality result and unresolved issues: [Record]
Recommendation and reason: [Record]
Budget ceiling: [Amount]
Stop or reversal trigger: [Observable condition]
Next action, owner, and date: [Record]