Sheet 07 · ART-05
Pilot charter
One page that fixes scope, participants, guardrails, measures, and a decision date before anyone starts. The decision date is the field that matters most.
Artifact details
- Format
- Document
- Owner
- Business owner, drafted with the AI Program Manager
- When it is used
- Signed before pilot start; referenced at every check-in.
- Retention
- Life of the pilot plus two years.
Contributors: Functional reviewers, Participating teams
Downloads
The blank template is a standalone document with every field and its guidance, ready to fill in or print. Printing uses this page’s print stylesheet, which drops the navigation and the download controls.
Required fields
The guidance matters more than the field name. A field labelled “risks” with no guidance gets filled in with “standard AI risks” and the artifact stops being worth reading.
| Field | Guidance | Required |
|---|---|---|
| Business problem and expected outcome | Carried from the use-case record, not rewritten. | Required |
| Scope and participants | Who is in, who is out, and for how long. | Required |
| Guardrails | What the tool may not do. Written as tests someone can apply. | Required |
| Success measures with baseline | Captured before the tool is introduced. | Required |
| Harm indicators | What would tell you to stop. | Required |
| Decision date and forum | On the calendar before day one. | Required |
| Dependencies and owners | What has to be true for this to run. | Required |
Worked example
Filled in against the sample record set, so the template can be judged on what a real entry looks like rather than on its headings.
PIL-004 — Recruiting coordination support (reduced scope)
- Business owner: Grace Lin, People & Culture Director. Coordinator: AI Program Manager.
- Problem: two recruiters handle roughly 900 early-career applications; median time to first contact is nine business days and 11 recruiter hours a week go to scheduling.
- Scope: scheduling coordination and structured interview note capture for the fall campus cycle. 26 participants across People & Culture and two practice groups. 90 days, 2026-09-08 to 2026-12-08.
Guardrails
- No candidate scoring, ranking, filtering, or shortlist generation of any kind.
- No resumes processed by the tool — scheduling data and interview notes only.
- Every candidate advanced or declined by a named human reviewer.
- Immediate stop if scoring capability appears in a vendor release.
Measures
- Benefit — median time to first contact: target under 5 business days, baseline 9.
- Benefit — recruiter scheduling hours per week: target under 6, baseline 11.
- Harm — interview slate composition versus applicant pool: reviewed monthly, no material divergence expected.
- Harm — candidate experience rating: at or above the 4.2 baseline.
Dependencies and decision
- Applicant privacy notice update — Risk, Legal & Privacy, due 2026-09-02.
- Recruiter and hiring-manager training complete before first use — People & Culture, due 2026-09-05.
- Retention configuration confirmed — IT & Security.
- Decision date: 2026-12-08, AI Governance Committee. Dispositions available: scale, modify, pause, retire.
Blank template
The same fields with nothing in them. Print this page, or use the download above to get a standalone file.
Business problem and expected outcome
Carried from the use-case record, not rewritten.
Scope and participants
Who is in, who is out, and for how long.
Guardrails
What the tool may not do. Written as tests someone can apply.
Success measures with baseline
Captured before the tool is introduced.
Harm indicators
What would tell you to stop.
Decision date and forum
On the calendar before day one.
Dependencies and owners
What has to be true for this to run.