# One-page AI pilot proposal (fill-in template)

*Education, not legal, compliance, or HIPAA advice. Have a qualified professional review anything involving sensitive data.*

**To:** [Owner / manager name]  **From:** [Your name, role]  **Date:** [date]

## 1. The problem (1–3 pain points)
| # | Task | Who does it | How often | Minutes each time (baseline) | Minutes per month |
|---|------|-------------|-----------|------------------------------|-------------------|
| 1 | [e.g., replying to quote requests] | [role] | [x/week] | [min] | [calc] |
| 2 | | | | | |
| 3 | | | | | |

## 2. The proposal
A [3–4]-week pilot of **[tool + plan]** for **[1–3 people]** on the tasks above.
Data allowed: **Green (public/generic)** and **Yellow (internal, names removed)** only. **No Red data** (health, SSNs, card/bank numbers, passwords, HR files).

## 3. Why this tool (compared)
| | Option A: [already-paid tool] | Option B: [tool] | Option C: [tool] |
|---|---|---|---|
| Monthly cost for [N] people | | | |
| Trains on our data by default? | | | |
| BAA available (if we need it)? | | | |
| Admin controls (SSO, remove users, retention) | | | |
| Ease for our team (1–5) | | | |
| Source + date checked | | | |

## 4. Cost and expected return
- Pilot cost: **$[x]** (or $0 if already included).
- Time saved if pilot hits target: [minutes/month] × $[loaded hourly rate] / 60 = **$[value]/month** (estimate).
- Break-even: [cost ÷ value] months. *These are estimates; the pilot will measure them.*

## 5. Safeguards
- One login per person with 2-step login; remove access same day someone leaves.
- A human reviews everything before it goes to a customer.
- Follow the one-page AI policy (attached): approved tools, data colors, review rule.
- Turn off model training where the plan allows it; confirm in settings.

## 6. How we'll judge success (decide at week [4])
- Minutes per task drop by at least [30]%.
- Fewer than [1 in 10] drafts need major rework.
- Zero data incidents.
- Team rating of 4/5 or better.

## 7. Decision needed
☐ Approve the pilot as written  ☐ Approve with changes: ________  ☐ Not now

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### 5-slide outline (if you present it)
1. **The problem**: 1–3 tasks, baseline minutes, cost of that time.
2. **The pilot**: who, what, how long, which data is allowed.
3. **Options compared**: cost, privacy/training, BAA, admin, ease (table above).
4. **Risks & safeguards**: data colors, human review, access controls, what we won't do.
5. **Ask & success criteria**: budget, dates, how we'll decide to stop, keep, or expand.