Template
AI Pilot Charter Template
Agree on the work to test, who is accountable, what evidence matters, and when to pause or stop.
How to use this charter
Use this document to agree on a bounded AI trial before changing a shared process or using company data. It can cover one task or a small set of related tasks; there is no required number of use cases. A personal experiment may use a shorter version. Follow your organization's approval and data-handling rules.
1. Work and scope
- Task and process owner:
- People affected or participating:
- Current steps and main difficulty:
- What is included in this trial:
- What is out of scope:
- Start/end dates and review date:
2. Intended result and evidence
| Field | Record |
|---|---|
| Outcome to improve | Speed, quality, consistency, service, risk or another defined outcome |
| Baseline | Starting value, sample, period, method and source; mark measured, estimated or assumed |
| Target or acceptance criteria | What must improve and what quality/safety conditions must still pass |
| Comparison | How the current method and AI-assisted method will be compared fairly |
| Costs | Tool cost and time spent preparing, reviewing, correcting and maintaining |
Do not describe an estimate or target as an achieved result. Include review and correction time, not just the time to generate a draft.
3. People and decisions
- Business owner: accountable for the work outcome.
- Data/source owner: confirms that the information may be used for this trial.
- Reviewer or approver: checks results or authorizes changes when policy requires it.
- Technical/support contact: helps with setup or incidents, if relevant.
- Decision authority: who can continue, change scope, pause, resume or stop the trial?
One person may hold more than one role in a small trial. Record any role that must remain independent.
4. Information, tools and limits
- Approved tool, account and environment:
- Information allowed for use and its source:
- Information that must not be entered:
- AI may draft/analyze:
- AI must not decide or do:
- Checks required before anyone relies on or shares an output:
- Where a person takes over:
5. Test and operating plan
| Case | Expected result or required check | Owner | Outcome / evidence |
|---|---|---|---|
| Normal case | |||
| Missing or conflicting information | |||
| High-impact or out-of-scope case | |||
| Tool/source failure |
- Fallback to the current process:
- Stop condition:
- How to report and investigate an incident:
- What evidence to retain and for how long:
6. Approval and decision log
| Decision | Name/role | Date | Conditions or evidence |
|---|---|---|---|
| Trial may start | |||
| Scope changed / paused / resumed / stopped | |||
| Final review |
Approval means the named person authorized the stated scope; it does not establish that the trial is effective, safe in every context or legally compliant.
Worked plan and copyable record
Use E1's fictional inputs, not real customer records.
| Field | Proposed plan |
|---|---|
| Work | Internal order-status draft; no customer send or refund |
| Owners | Lan reviews; Mai confirms policy applicability; IT checks tools/access; business owner approves the company trial |
| Sources | Applicable K1; unresolved K0/K1 differences go to Mai; exclude H1 |
| Tests | E01-E06; preserve IDs, pending versus paid, no unverified date promise |
| Access | Permitted order lookup only; stop on denied access, no automatic retry |
| Proposed limits | Two calls, 30 seconds or 0.10 USD per case, whichever is reached first |
| Acceptance | Count completed outputs separately from safety tests; required refusal can pass a safety test |
| Recovery | Pause affected route, verify evidence, retest; authorized owner decides resumption |
These are exercise proposals, not observed results or automatic enforcement. A prompt does not enforce access. Confirm system controls before an integration test.
Task / personal or team scope / dates:
Included / excluded work:
Baseline / source / measured, estimated or assumed:
Target / quality and safety criteria:
Comparable cases / timing boundaries:
Allowed data, tools, account / prohibited actions:
Prompt, Skill, workflow or agent version, if used:
Reviewer / data owner / technical contact:
Budget, time, calls / stop / fallback:
Incident contact / permitted evidence / retention:
Decision authority / approval status / date / conditions:
Next review date:
Use relevant fields only for personal practice. Include checking, corrections and failed attempts in work time; itemize setup and tool costs without double counting. No baseline or target is assumed to have been measured. Keep criteria in the trial log and evidence in the closing report.