/PILOT SCOPE TEMPLATE
SCOPE THE PILOT
BEFORE YOU
PRICE IT.
A fixed-price build only works when the output is clear. Use this template to define the workflow, acceptance criteria, ownership, and out-of-scope boundaries before anyone writes code.
1. PILOT OBJECTIVE
- What must a real pilot user be able to complete?
- What business decision will the pilot prove or disprove?
- Who decides whether the pilot is successful?
2. USERS AND ROLES
- List every role: admin, client, participant, rater, reviewer, manager.
- What can each role see, create, edit, export, or approve?
- Which roles must be separated for privacy or compliance reasons?
3. CORE WORKFLOW
- Start state: what data enters the system first?
- Middle: what routing, review, reminders, or calculations happen?
- End state: what report, export, dashboard, or notification is produced?
4. ACCEPTANCE CRITERIA
- What exact test data will be used for acceptance?
- How many revision rounds are included for fixed outputs like reports?
- Which bugs block pilot launch, and which can wait until post-pilot?
5. OWNERSHIP AND HANDOFF
- Who owns the repository, hosting, database, email service, and domain?
- Where are environment variables documented and stored?
- What admin guide, Loom, or handoff notes are required?
/COPY STARTER
PILOT BUILD SCOPE Objective: - Pilot users: - Roles and permissions: - Admin: - End user: - Reviewer: Core workflow: 1. 2. 3. Data and privacy: - Data collected: - Data retained: - Data exported: Reports/outputs: - Milestones: 1. Kickoff + setup: 2. Primary workflow: 3. Outputs + QA: 4. Pilot handoff: Acceptance criteria: - Out of scope: - Ownership: - Repository: - Cloud/vendor accounts: - Data: - Deployment config:
WANT THIS TURNED INTO A QUOTE?
Fill in the template enough to expose the hard parts. The discovery call turns it into a milestone plan and fixed-price proposal.
BOOK SCOPE REVIEW