PBS 2-Day Onsite: AI Pilot Implementation Agenda
A strategic workshop designed to transform AI ambitions into executable pilots. This intensive two-day onsite brings together senior leadership, AI sponsors, and technical teams to validate use cases, assess organizational readiness, and establish a clear path from concept to deployment.
Pre-Work
Essential Preparation: AI Leadership Assessment
Before You Arrive
Complete the AI Leadership Assessment to benchmark your organization's readiness and establish a baseline for our discussions.
Time Investment: 20-30 minutes
Access: dev.aileadershipinstitute.com
Why This Matters
Your assessment responses provide critical context about your organization's current AI maturity, data infrastructure, and strategic priorities. This enables our facilitators to customize workshop activities, focus discussions on your specific challenges, and accelerate time-to-value during the onsite sessions.
The assessment covers five key dimensions: strategic alignment, data readiness, technical capabilities, governance frameworks, and organizational change readiness. Your candid responses help us identify gaps early and design targeted interventions.
Day 1
Day 1: Alignment & Use-Case Validation
The first day establishes strategic alignment and validates which AI opportunities deserve immediate attention. Through structured workshops and collaborative exercises, we'll move from broad possibilities to specific, prioritized use cases that align with your business objectives and organizational capabilities.
01
Welcome & Objectives
Set the stage for productive collaboration
02
Business Context Discussion
Understand priorities and challenges
03
Use-Case Exploration
Identify high-impact AI opportunities
04
Readiness Assessment
Evaluate organizational capabilities
05
Governance Review
Address compliance and risk
06
Day 1 Synthesis
Confirm focus areas for Day 2
Welcome & Strategic Alignment
Setting the Foundation
We begin by aligning all stakeholders on the pilot's strategic objectives and executive expectations. This critical opening session ensures everyone understands the desired outcomes, constraints, and decision-making authority throughout the two-day workshop.
Key discussion points include defining what "success" means for your organization, identifying which business metrics matter most, and clarifying the scope boundaries for the pilot initiative. We'll also establish communication protocols and decision gates that will guide the pilot's progression.
Goal Clarity
Precise pilot objectives
Success Criteria
Measurable outcomes
Stakeholder Roles
Clear accountability
Business Context & AI Use-Case Exploration
Understanding your business landscape is essential before identifying AI opportunities. We facilitate an in-depth discussion of your current strategic priorities, operational challenges, competitive pressures, and areas where AI could deliver transformative value.
Context Deep-Dive
Our structured approach examines your business through multiple lenses: revenue growth opportunities, cost optimization potential, customer experience enhancement, and operational efficiency gains. We explore current pain points, manual processes that consume significant resources, and decisions that would benefit from predictive insights.
This context-setting conversation reveals patterns and themes that inform our subsequent use-case exploration, ensuring proposed AI initiatives address real business needs rather than technology for technology's sake.
Use-Case Assessment Framework
With business context established, we systematically evaluate potential AI use cases across three critical dimensions: business impact, technical feasibility, and implementation risk. Each candidate use case is scored and plotted on our prioritization matrix.
Our experienced facilitators guide you through realistic assessments, helping teams avoid common pitfalls like overestimating data quality or underestimating change management requirements. We've seen hundreds of AI initiatives and bring that pattern recognition to your specific situation.
Revenue Impact
Opportunities to increase sales, improve pricing, or expand markets
Operational Efficiency
Process automation and resource optimization potential
Customer Experience
Enhanced personalization and service quality improvements
Risk Mitigation
Fraud detection, compliance, and predictive maintenance
Readiness Assessment & Responsible AI
Comprehensive Readiness Evaluation
A thorough assessment of your organization's readiness across data infrastructure, systems architecture, and organizational capabilities determines whether you can successfully execute an AI pilot. We examine data quality, accessibility, and governance maturity while evaluating technical systems, integration points, and platform readiness.
The human dimension is equally critical: do teams have necessary skills? Is leadership prepared to champion AI adoption? Will culture embrace algorithmic decision-making? These factors often determine success more than technical specifications.
Governance & Ethics Framework
Responsible AI isn't optional—it's foundational. We discuss essential guardrails including bias detection, explainability requirements, data privacy compliance, and human-in-the-loop protocols. Your governance framework must address regulatory requirements while maintaining flexibility for innovation. We help you establish proportionate controls that protect against risks without creating bureaucratic bottlenecks that stall progress.
Milestone
Day 1 Synthesis & Prioritization
The first day concludes with a critical synthesis session where we consolidate insights, confirm prioritized use cases, and align on focus areas for Day 2. This structured review ensures all stakeholders agree on which opportunities warrant detailed planning and which should be deferred for future consideration.
Prioritized Use Cases
We rank identified opportunities based on our assessment framework, documenting the rationale behind priority decisions. Typically, 2-3 use cases emerge as clear leaders worthy of pilot investment.
Readiness Gaps
We document specific gaps in data quality, technical infrastructure, skills, or governance that must be addressed before or during pilot execution. These become action items with clear ownership.
Risk Mitigation Strategies
For each prioritized use case, we outline known risks and preliminary mitigation approaches. This honest assessment prevents surprises during execution and builds stakeholder confidence.
Day 2
Day 2: Readiness, Design & Execution Planning
Day 2 transforms validated use cases into executable pilot plans. We move from strategic alignment to tactical design, defining the Minimum Remarkable Product, architecting technical approaches, and establishing detailed execution roadmaps with clear milestones and success metrics.
By the end of Day 2, you'll have a comprehensive pilot blueprint ready for immediate implementation, with clearly defined roles, timelines, technical specifications, and decision gates that govern the pilot's progression toward production deployment.
MRP Definition
Smallest valuable solution
Technical Design
Architecture & workflows
Execution Planning
30-60-90 day roadmap
Success Metrics
KPIs & decision gates
MRP Definition & Technical Architecture
Minimum Remarkable Product
The MRP concept is central to successful AI pilots: what's the smallest solution that delivers genuine business value? We help you resist the temptation to over-engineer while ensuring the pilot is substantial enough to prove value and generate organizational momentum.
Through collaborative design sessions, we define precise scope boundaries, specify required inputs and outputs, identify essential features versus nice-to-haves, and establish acceptance criteria. The MRP becomes your north star during development, preventing scope creep while maintaining focus on value delivery.
High-Level Architecture Design
With the MRP defined, we outline how AI models, data pipelines, and existing systems will work together. This isn't detailed technical specification—it's a conceptual architecture that ensures all stakeholders understand the solution's building blocks and how they interconnect.
We map data flows from source systems through processing pipelines to the AI model and finally to end-user interfaces. Integration points with existing enterprise systems are identified, along with any necessary middleware or API layers. Security and compliance considerations are woven throughout the architecture to ensure the pilot meets organizational standards from day one.
1
Core Functionality
Essential features only
2
User Experience
Intuitive interface design
3
Integration Points
Critical system connections
Pilot Execution & Success Framework
The workshop culminates in a comprehensive execution plan with defined milestones, success metrics, and decision gates. We establish a 30-60-90 day roadmap that details activities, deliverables, resource requirements, and go/no-go criteria for each phase.
Execution Planning
Our structured approach breaks the pilot into manageable phases with clear deliverables and decision points. We define roles and responsibilities across business stakeholders, technical teams, and our managed services providers who will support ongoing operations.
The transition plan from pilot to production is addressed upfront, including criteria for scaling, infrastructure requirements for production deployment, and change management activities needed for user adoption. This forward-looking perspective prevents pilots from becoming "science projects" that never reach production.
Success Metrics & KPIs
We collaboratively define quantitative and qualitative metrics that will determine pilot success. These include business metrics tied to the use case (revenue impact, cost savings, efficiency gains), technical metrics (model accuracy, system performance, uptime), and adoption metrics (user engagement, satisfaction scores).
Decision gates are established at 30, 60, and 90 days, specifying the evidence required to proceed to the next phase or make the go/no-go decision on production deployment. This data-driven approach removes emotion from scaling decisions and ensures continued executive support.
Expected Workshop Outcomes
Validated Use Cases
Prioritized AI opportunities with documented business rationale and feasibility assessment
Readiness Assessment
Clear picture of organizational capabilities and gaps requiring attention
Defined MRP
Scoped minimum viable solution with acceptance criteria and success metrics
Execution Roadmap
Detailed 30-60-90 day plan with milestones, resources, and decision gates
Stakeholder Alignment
Executive consensus on priorities, approach, and next steps into pilot delivery