Use a ten-business-day pilot as a planning template, not a guaranteed implementation timetable. Complete permissions and scope agreement before the clock begins.
A proposed starting sample is eight assessment players, three priority competition–season combinations and 24 independently selected required matches. Add a separate discovery brief, an identity challenge set for integration purchases and a claim-level sample for AI reports. Increase or redesign the sample where risk demands it; these quantities have no claimed statistical power.
| Stage | Activity | Required output |
|---|---|---|
| Before day 1 | Permissions, scope, gates, weights and cost horizon agreed | Signed trial brief and authorisation record |
| Days 1–2 | Capture baseline answers; select routine and difficult cases | Baseline ledger and frozen sample |
| Days 3–5 | Equivalent discovery and assessment tasks | Results, evidence references and task timings |
| Days 6–7 | Coverage, identity, import/export and provenance checks | Coverage map and defect register |
| Day 8 | Repeat selected cases; test support and corrections | Reproducibility and resolution records |
| Day 9 | Reconcile quotes, rights and implementation dependencies | Cost model and approval conditions |
| Day 10 | Independent scoring, adjudication and decision meeting | Retain/add/replace/consolidate/build/no-buy memo |
Keep a routine-use sample separate from a deliberately difficult challenge set. Report both; do not present challenge-set failure rates as representative of all supplier records.
Give suppliers an opportunity to explain or correct discrepancies, but preserve the first observation. Record whether the fix is general, a one-off manual intervention or a future commitment. Retest affected cases before changing a score.
What should the scoring workbook contain?
Use eight tabs:
- Decision brief and baseline.
- Entitlements, rights and gates.
- Competition–season coverage map.
- Tasks and incremental-evidence ledger.
- Accuracy, identity and AI claim checks.
- Workflow, integration and support observations.
- Comparable cost model and loss register.
- Scores, unresolved issues and recommendation.
Copy this header into the scoring tab:
Option | Criterion | Weight | Rating_0_to_5_or_U | Weighted_points | Evidence_status | Evidence_reference | Observation_date | Scope_and_version | Reviewer | Rationale | Open_issue | Retest_due
Do not upload confidential trial material to an external tool merely to populate the workbook. Use the club’s approved processing environment.