Scope, timeline, deliverables, KPI targets and commercial model for the first phase of AI workflow implementation.
A fixed-scope, 16-week implementation of the two highest-priority AI workflows identified during the Operational Intelligence Audit.
| Duration | 16 weeks |
| Start date | Subject to agreement (est. July 2026) |
| Delivery model | Fixed scope, phased delivery |
| Target recovery | £350k–£477k / yr |
| Admin hours released | ~1,200 hrs / yr |
| Decision gate | End of Week 16 |
| Obligation beyond Phase 1 | None |
Everything delivered during Phase 1, from governance setup through workflow deployment to performance review.
| # | Deliverable | Description | Timing |
|---|---|---|---|
| 01 | Governance onboarding | Data classification training, approval gate setup, audit trail templates, escalation procedures. 30-minute session per workflow user. Governance framework from Deliverable 05 operationalised. | Week 1–2 |
| 02 | Assumptions library build | Structured library of standard assumptions by contract type, client type and work category. Built from Hartwell’s existing tender archive and commercial knowledge. Maintained and expanded throughout Phase 1. | Week 1–3 |
| 03 | Bidroom in a Box™ deployment | Tender intelligence workflow deployed and operational. Scope extraction, assumptions generation, clarification identification, risk register production and compliance pre-fill. Applied to all new tenders from Week 4. | Week 2–4 |
| 04 | Commercial Control Kit™ deployment | Change event capture, contractual notice drafting, evidence indexing, variation narrative generation and pipeline tracking. Deployed on 3–5 priority contracts initially, extending to 8–10 contracts by Week 12. | Week 4–8 |
| 05 | Weekly workflow support | Built AI provides ongoing workflow support throughout Phase 1. Includes workflow refinement, assumptions library updates, user guidance and issue resolution. Estimated 4–6 hours per week. | Ongoing |
| 06 | Monthly performance report | Monthly report tracking KPIs, workflow usage, time savings, commercial recovery, user feedback and any incidents. Provides the data for the Phase 1 review. | Monthly |
| 07 | Quarterly governance review | First quarterly review of the governance framework. Assess controls, review incident log, evaluate proportionality and adjust where needed. | Week 12 |
| 08 | Phase 1 results report | Comprehensive review of Phase 1 outcomes against KPI targets. Includes ROI analysis, user adoption metrics, workflow maturity assessment and Phase 2 recommendation with updated scope and pricing. | Week 15–16 |
Clear definition of what is and is not included in Phase 1 to avoid scope ambiguity.
Measurable targets for Phase 1, providing clear criteria for evaluating success at Decision Gate 1.
| KPI | Current baseline | Phase 1 target | Measurement | Confidence |
|---|---|---|---|---|
| Tender processing time | 94 hrs / tender (38 hrs admin) | 56–66 hrs / tender (30–40% admin reduction) | Hours logged per tender | High |
| Tenders processed / quarter | 16–17 | 20–22 (capacity increase) | Bid log count | High |
| Scope items extracted per tender | 51 avg | 65–70 (+30% coverage) | Extraction log | High |
| Change events formally captured | 41% of events (58 of 142) | 70–80% (within notice window) | Variation log | Medium |
| Average notice-to-submission time | 18 working days | 8–12 working days | Variation log dates | High |
| Evidence assembly time per variation | 4.5 hours | 1.5–2.0 hours | Time tracking | High |
| Variation pipeline visibility | Monthly spreadsheet (retrospective) | Real-time pipeline (live tracker) | Pipeline dashboard | High |
| Commercial recovery (annualised) | £620k leakage (41% capture rate) | £248k–£341k recovered (40–55% of leakage) | Sage 200 / variation log | Medium |
Phase 1 pricing, payment structure and commercial terms.
| Implementation fee | £[REDACTED] Fixed scope · 16 weeks · Two workflow packs |
| Payment structure | Three staged payments aligned to delivery milestones: Payment 1: On commencement (governance + mobilisation) Payment 2: On workflow deployment (both packs operational) Payment 3: On Phase 1 completion (results report delivered) |
| Audit fee credit | Where commissioned within 30 days of audit completion, £[REDACTED] of the audit fee is credited against Payment 1. |
| What’s included | All 8 deliverables listed in Section 02. Governance onboarding, workflow deployment, assumptions library, weekly support, monthly reporting, quarterly governance review and Phase 1 results report. |
| Obligation beyond Phase 1 | None. Phase 1 is a standalone engagement. There is no obligation to proceed to Phase 2. The decision is made at Decision Gate 1 based on results. |
The target recovery in the first year alone is a significant multiple of the Phase 1 investment.
Even at the conservative end of the recovery range, the workflows are expected to return their cost within the first quarter of operation. The commercial case strengthens further when combined with the capacity benefit: 11 declined tenders representing £836k in potential pipeline revenue.
How to proceed from audit findings to Phase 1 implementation.
| Step | Action | Detail | Timeline |
|---|---|---|---|
| 1 | Leadership review | Review all seven audit deliverables with the leadership team. Confirm agreement with findings, priority ranking and Phase 1 scope. | Within 1 week |
| 2 | Scope confirmation call | 30-minute call with Built AI to confirm Phase 1 scope, timeline, start date and any adjustments. Address any questions from the leadership review. | Within 2 weeks |
| 3 | Proposal acceptance | Written acceptance of the Phase 1 proposal. Built AI issues the engagement letter and invoice for Payment 1. | Within 30 days |
| 4 | Mobilisation | Governance onboarding scheduled. First tender pack identified. Priority contracts selected for commercial capture deployment. Assumptions library build begins. | Week 1 |