# AI workflow selection and pilot worksheet

## 1. Compare three recurring jobs
| Task / work unit | Current volume and baseline period | Source and owner | Reviewer | Unresolved prerequisite | Decision |
| --- | --- | --- | --- | --- | --- |
| Meeting follow-up / one reviewed action register | Example: 60 packs per month | Approved notes / operations lead | Meeting chair | Dates not agreed must remain unknown | Fictional example: pilot draft-only |
| Receivables / one invoice exception pack | Enter your observed volume | Invoice, payment, credit and dispute exports / finance | Finance approver | Reconcile missing credits and disputes | Repair data before piloting |
| Policy questions / one cited answer | Enter your observed volume | Current policies / people team | Policy owner | Resolve conflicting source versions | Repair sources before piloting |

## 2. Define the selected pilot
Workflow and why it was selected:
Process owner:
Reviewer and decision authority:
Pilot period and baseline period:
Completed work unit and excluded work:
Approved source packet, versions, as-of date and access scope:
Expected output and evidence/location fields:
Actions explicitly outside the pilot:
Material error definition:
Quality threshold chosen before the pilot:
Stop condition:

## 3. Keep a review log
| Unit ID | Manual / AI-assisted | Preparation min | Draft / wait min | Review and rework min | Material error or unknown | Approved by | Follow-up result |
| --- | --- | --- | --- | --- | --- | --- | --- |
| Fictional M-01 | AI-assisted | 2 | 1 | 7 | Installation date invented; removed before approval | Meeting chair | Supplier-response action confirmed; date pending |

## 4. Calculate the total effect
Baseline total = completed comparable units x baseline minutes per unit.
Pilot total = all preparation + generation/wait + review/rework + setup + recurring maintenance.
Net capacity recovered = baseline total - pilot total.
Record recurring software costs separately from staff time.
Example only: 60 x 15 = 900 baseline minutes; 60 x 10 + 120 = 720 pilot minutes; 180 minutes = 3 hours recovered.
Cash savings require an actual avoided outlay; recovered hours alone are capacity, not payroll savings.

## 5. Decide
Decision: expand / revise / stop
Quality results and unresolved material errors:
Net capacity or other benefit observed:
How recovered capacity was used:
Recurring cash cost and any realized cash benefit:
Evidence supporting the decision:
Next owner, scope, review date and rollback trigger: