From a proven pilot to the team running it
Transition is the controlled move from a four-week pilot to Greystone's own team running the three agreed skills day to day. The pilot met every success criterion and the COO approved the rollout, so this plan sets out the eight-day handover, the readiness checklist, the first-month ramp and how support continues afterwards.
- Client
- Greystone FM Group
- Move
- Pilot to team rollout
- Pilot
- 23 Feb to 20 Mar 2026
- Go-live
- 1 April 2026 · 3 packs
- Reference
- BTO-GFM-STP-001
- Stage
- 04 of 4 · Transition
Illustrative example: fictional project and parties.
What the pilot proved
Over four weeks in the pilot, Greystone's analysts prepared 47 outputs across Commercial Control Kit, Margin Cockpit and the Dispatch Desk. First-pass approval quality averaged 86% against an 80% target, reviewer feedback scored 8.2 out of 10, and there were no governance breaches and no data incidents. D. Farrow approved the rollout on 24 March with a go-live date of 1 April 2026.
| Criterion | Target | Actual | Status |
|---|---|---|---|
| Output quality, first-pass approval | 80% or better | 86% | Exceeded |
| Turnaround time | 3 days or less | 2.6 days | Met |
| Governance compliance | Zero breaches | 0 | Met |
| Data handling | Zero incidents | 0 | Met |
| Reviewer feedback | 7 of 10 or better | 8.2 of 10 | Exceeded |
| COO approval to proceed | Required | Given, 24 Mar | Approved |
Eight working days, with clear ownership
Five phases move the engagement from pilot close-out to steady state over eight working days. The Skills Lead is responsible throughout, the COO is accountable for acceptance and targets, and the IT Manager owns the environment and access.
| Phase | When | Focus |
|---|---|---|
| 1. Close-out | 23 to 24 Mar | Compile pilot results, present to the COO, record lessons and template refinements |
| 2. Acceptance | 25 to 26 Mar | Accept the skills against the Statement of Work, confirm targets, issue the onboarding pack |
| 3. Environment | 27 and 30 Mar | Set up the workspace and Claude environment with L. Osei, test a full run, switch on input checks |
| 4. Training | 31 Mar | Train analysts and reviewers, walk the weekly cycle, run a dry run on pilot data |
| 5. Go-live | 1 April | First live records filed, Week 1 cycle runs, first summary issued Friday 3 April |
| Activity | Responsible | Accountable | Consulted |
|---|---|---|---|
| Pilot close-out report | S. Okoro | D. Farrow | J. Whitmore |
| Skills acceptance sign-off | S. Okoro | D. Farrow | K. Rhodes, T. Brennan |
| Workspace and access setup | S. Okoro | L. Osei | J. Whitmore |
| Training and dry run | J. Whitmore | K. Rhodes, T. Brennan | L. Osei |
| Go-live, Week 1 | S. Okoro | K. Rhodes, T. Brennan | L. Osei |
Ready before Week 1 begins
A pre-go-live checklist confirms the environment, the data and the governance are all in place. Every item is completed before the first live cycle runs.
| Area | Confirmed before go-live |
|---|---|
| Technical setup | Workspace created, Claude environment configured and tested, input checks on, users set up |
| Access | Reviewer and owner access set for K. Rhodes, T. Brennan and L. Osei; a full test run completed |
| Skills and templates | CCK templates at V2.0 from the pilot; Cockpit and Dispatch templates at V1.0 |
| Registers loaded | Contract register, 14 contracts; site register, 42 sites with SLA matrices |
| Governance | Onboarding pack issued, targets agreed, escalation matrix and Q2 calendar confirmed |
Weeks 1 and 2 run at lower volume so the analysts and reviewers can validate the records-to-approval loop before full steady-state volume from Week 3.
The first month, and how support continues
The first month ramps volume gradually while the rhythm settles, ending with the Month 1 Governance Review on 4 May. The 90-day success criteria are measured at the Q2 QBR: on-time 95% or better, quality 90% or better by Month 3, reviewer satisfaction 7 of 10 or better, zero breaches and incidents, and evidenced commercial recovery.
| Week | Focus | Planned outputs |
|---|---|---|
| Week 1, 1 to 3 Apr | Establish the rhythm, first live cycle | CCK 4, Cockpit 2, Dispatch 8 |
| Week 2, 6 to 10 Apr | Increase volume, start the variation backlog | CCK 6, Cockpit 2, Dispatch 10 |
| Week 3, 13 to 17 Apr | Steady-state target volume across all packs | CCK 7, Cockpit 3, Dispatch 10 |
| Week 4, 20 to 24 Apr | Steady state, prepare Month 1 report | CCK 8, Cockpit 3, Dispatch 12 |
Greystone runs the skills day to day from go-live, reviewed each quarter at the QBR. New skills, scope changes and any continuing BuiltAI support are agreed separately with COO approval, and nothing is added without a written quote. The build is a one-off package that runs in Greystone's own environment, and every approved output stays in its workspace.