An AI pilot charter is the agreement you write before a test starts. It names one task, the data and actions in scope, the reviewer, the baseline and what would justify expanding.
Put the boundaries on one page
| Charter field | What to record |
|---|---|
| Task and owner | A named team and recurring task, with the person who can stop the test. |
| Permitted inputs | Approved records or folders, the access identity and any excluded data. |
| Allowed output and actions | Where drafts go, who approves them, and which system changes require a person. |
| Comparison | The current process, examples to test and how quality, review time and exceptions will be recorded. |
| Cost and end date | Pilot ceiling, usage and license assumptions, and when to make the decision. |
| Fallback | What happens to work in progress if the tool is wrong, unavailable or over budget. |
Write an acceptance test a colleague can repeat
Suppose a team wants to turn incoming requests into draft tickets. Collect examples of complete requests, duplicates, missing details and issues that need urgent attention. The reviewer marks required fields and confirms that uncertain cases go to a person. Time the current process and the pilot on comparable requests, including edits and rework. Have the owner approve the tests before the pilot begins.
Decide what counts as expansion
Agree whether success means another team can use the same task, whether the system can make a new type of change, or simply whether the test can continue for more users. Each decision has different access and support implications. Document the controls that must pass even if the time saving looks attractive. A task that takes less time but sometimes sends sensitive information to the wrong place has failed a release gate.
At the decision meeting record one of three actions: expand within a defined boundary, revise and test again, or stop. Preserve the test results and remove temporary access when the pilot ends. See how to interpret AI pilot results after the test.
Bring a representative task and reviewer so we can scope a pilot with a clear finish line. Explore NetSys AI consulting.
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