T74 Pilot conversion checklist
Pilot conversion checklist
The five conversion criteria Oakridge Property Management and Fernway Automation agreed at kickoff, each mapped to what the maintenance triage pilot actually ran, with the human judgment recorded beside it. The managed-service proposal is decided only after Diane Foster has reviewed this checklist. Prepared by Sam Okoro, lead consultant, for Diane Foster, operations director at Oakridge Property Management. Record as of Monday, October 12, 2026, the day after the pilot closed.
Sample template: the firm, people, clients and figures are fictional, and the embedded view holds synthetic sample records.
The five agreed criteria
How to read this list: a criterion counts as met only when the evidence is in the run record. A partly met criterion can be accepted for conversion only when its cause is named, has an owner and has a measurement date. A criterion with no evidence is never counted as met.
Live example from the Dashboards app, shown with Oakridge Property Management's demo data. Block dates move forward each week, so they can differ from the sample dates on this page.
Evidence against each criterion
The pilot ran from August 31 to October 11 and handled 1,032 requests. Each row below points at the part of the run record that holds the evidence, so Diane can check it herself.
| # | Criterion | Target | Evidence from the run record | Status |
|---|---|---|---|---|
| 1 | Triage completed within the agreed rules | At least 75 percent of requests | 836 of 1,032 requests (81 percent) completed within the rules; 144 needed a person and 52 were out of scope | |
| 2 | Faster first triage in business hours | Median at least 50 percent faster than baseline | Median 18 minutes; baseline 3 hours 40 minutes from June and July inbox timestamps | |
| 3 | Every run recorded against a permission | 100 percent of runs | 1,032 of 1,032 runs carry identity, scope, time and result | |
| 4 | Requests matched to the right property and unit without a person | At least 95 percent | 19 runs in week three (Sep 14 to 20) stopped at matching: photos but no unit number. The unit number has been required on the tenant form since Sep 28. The two-week count was taken on Oct 12 and has not yet been reviewed | |
| 5 | Faster first triage after hours | Median at least 50 percent faster than the after-hours baseline | After-hours routing to the on-call coordinator was approved on Sep 16 and ran in week 4 (42 requests, 37 routed, 5 held), but no after-hours baseline was captured, so no comparison can be made |
Live example from the Dashboards app, shown with Oakridge Property Management's demo data.
Judgment notes, one per criterion
Open a note to see the evidence, the judgment Sam Okoro recorded, Diane's view and what would change it.
1. Completed within the agreed rules: met
Evidence. 836 of 1,032 requests completed within the rules. In the first two weeks 171 of 214 did.
Judgment (Sam Okoro). Met. The result clears the 75 percent floor by six points and holds across the six weeks.
Sponsor view (Diane Foster). Accepted as met.
What would change it. Nothing in the current record. A change to the six agreed request types would need a fresh count.
2. Faster first triage in business hours: met
Evidence. Median first triage of 18 minutes in business hours, against 3 hours 40 minutes before the pilot.
Judgment (Sam Okoro). Met for business hours only. The baseline covers business hours, so this result says nothing about evenings and weekends.
Sponsor view (Diane Foster). Accepted as met, with the limit written beside it.
What would change it. Nothing; the after-hours gap sits under criterion 5.
3. Every run recorded against a permission: met
Evidence. 1,032 of 1,032 executions are recorded against a permission with identity, scope, time and result. Permissions were approved on Aug 26 (inbox read), Aug 28 (coordinator ticket creation), Sep 2 (vendor list read) and Sep 16 (after-hours routing).
Judgment (Sam Okoro). Met. The first permission summary listed a shared service account as an approver and the Oakridge security reviewer rejected it. Sam replaced it with two named approvers.
Sponsor view (Diane Foster). Accepted as met once she has confirmed the two named approvers, which was still open at report time and is on the agenda for the Oct 13 review.
What would change it. The security reviewer declining the revised summary.
4. Matching without a person: partly met
Evidence. Nineteen runs failed at the same step in week three. Fixing them by hand would have hidden that the tenant form did not require a unit number, so Sam logged a design exception and Diane agreed to require it from Sep 28.
Judgment (Sam Okoro). Partly met until the count is reviewed. The cause is named, Diane owns the form change, and Ines Moreau took the two-week count on Oct 12. The count has not yet been reviewed with Diane, so this checklist does not state its result.
Sponsor view (Diane Foster). Wants to review the two-week count before calling it met.
What would change it. Review of the Oct 12 count on Oct 13, with unmatched requests clearly lower than in week three.
5. Faster first triage after hours: no evidence yet
Evidence. None for response time. After-hours routing is running, but the baseline only covered business hours.
Judgment (Sam Okoro). Not met and not partly met: there is nothing to compare. It is listed as an open question in the pilot report.
Sponsor view (Diane Foster). Wants an after-hours baseline agreed before any second phase is scoped.
What would change it. A baseline agreed by Diane and Sam by Oct 20, then a measured comparison.
How the decision will be taken
The managed-service proposal is held
No proposal goes to Oakridge until Diane Foster has reviewed this checklist. One criterion is partly met and one has no evidence, so sending a proposal now would ask for a decision before the agreed evidence is in. Sam Okoro owns the hold and will bring two options to the Oct 13 review: propose managed triage for business hours only, or wait for the after-hours baseline. Price, scope and timing are Fernway's to set and are not on this page. Consequence: if no after-hours baseline is agreed by Oct 20, no second phase can be scoped on after-hours claims.
Diane's own ratings, recorded on Monday, October 12, when she received the pilot report and before the Oct 13 review. They record how she feels about the evidence and never change a criterion's status.
Approvals still waiting
The view lists every permission request that waits for a named approver across Fernway's pilots. Oakridge has two rows on it: the vendor visit spend limit and emergency vendor dispatch, both waiting for Diane Foster. Neither is part of the five criteria, but both shape what a managed service could do without a person.
Before you share this page with a client
This sample view holds approval requests for several clients, including Harrow Valley Clinics and Bluefin Insurance Brokers. Switch the embed to a view filtered to Oakridge Property Management before you send this page to Diane Foster or anyone at Oakridge.
Who decides what
How to use this template
Agree the criteria at kickoff and keep this checklist in front of the sponsor through the pilot. Move a criterion to met only when the evidence is in the run record.
| Variable | Meaning | Required |
|---|---|---|
{{client.name}} | Client organization the pilot ran for | Required |
{{sponsor.name}} | Client sponsor who reviews the checklist | Required |
{{criteria.list}} | Criteria agreed at kickoff with their target | Required |
{{evidence.rows}} | Evidence for each criterion, taken from the run record | Required |
{{criterion.judgment}} | Judgment recorded for each criterion by the lead consultant | Required |
{{review.date}} | Date of the checklist review with the sponsor | Required |
{{proposal.status}} | Whether the proposal is held, ready or sent | Required |
{{confidence.rating}} | Sponsor confidence rating and the date it was recorded | Optional |
If a required value is missing, show Needs review in its place and hold the page; never fill it with a guess. If the run record cannot be read, show Unavailable in the evidence table.
The live Dashboards blocks on this page show the Oakridge Property Management demo profile. Point each block at your own client's profile, or remove it, before you share the page. Filter the embedded view to the same client as well.