Scope It Before You Build It.

Seven sections. 24 questions. Fill it out with your team, bring it to your assessment, and leave with a governance-ready definition of what your AI should do, who owns it, and how far its reach extends.

How to Use This Document

Complete the cover fields at the top, then work through each section with the people who will own and operate this workflow.
Be specific. The more concrete your answers, the faster we can move from discovery to architecture. Vague answers produce vague systems.
Bring it to your free assessment call. A completed document cuts the discovery session in half and gets us to concrete recommendations sooner.
Save it somewhere your whole team can find it and revisit it quarterly as your operation evolves. Governance is not a one-time event.
To share or file it, use the Print / Save as PDF button below. Your browser’s print dialog saves directly to PDF.

Project Name

Date

Version

Section 1

Workflow Scope

What are we automating?

1.1 Which specific workflow is this AI supporting?

1.2 What tasks will the AI handle automatically?

1.3 What tasks require human review before they are considered complete?

1.4 Which systems does this workflow currently use?

Section 2

Decision Authority

Who is in charge?

2.1 Who makes the final call on AI outputs?

2.2 Who is responsible for reviewing AI work before it goes live?

2.3 Who can modify or override the workflow if something needs to change?

2.4 What is the escalation path if something breaks?

Section 3

Risk Tolerance

How much is at stake?

3.1 What is the worst-case outcome if this AI makes a mistake?

3.2 What is the maximum acceptable financial impact of a single error?

3.3 How many errors per week are acceptable before we increase manual review?

3.4

Is this workflow customer-facing or internal?

Customer-Facing / High Risk Internal / Lower Risk

Section 4

Data Boundaries

What can the AI see?

4.1 Which data fields can be shared with the AI?

4.2 Which systems does it read from and write to?

4.3

Does this workflow involve Personally Identifiable Information (PII)?

Yes No

4.4 How long should data be retained after the workflow completes?

Section 5

Success Metrics

How will we know it’s working?

5.1 What does success look like in 90 days?

5.2 Which KPIs will we track to measure improvement?

5.3 Who is responsible for tracking and reporting on these metrics?

Section 6

Timeline & Resources

When and how?

6.1 What is the target launch date for this workflow?

6.2 How many hours per week can the team realistically dedicate to this project?

6.3 Who is the primary point of contact for questions and issues?

Section 7

Stakeholder Sign-Off

Approval on record

Workflow Owner

Name

Signature

Date

Tech Lead / Developer

Name

Signature

Date

Final Decision Maker

Name

Signature

Date

What This Document Does

Purpose	Benefit
Clarifies Scope	Prevents scope creep and misaligned expectations before a single line is built.
Assigns Ownership	Ensures someone is always responsible for the workflow, the output, and the consequences.
Sets Risk Boundaries	Helps choose the right tools and determine how much automation is actually safe.
Defines Success	Creates a measurable baseline for ROI in weeks, not quarters.

What Happens After You Submit This

Once we review your Intent Document on your assessment call, here is how it moves forward.

We identify any gaps or ambiguities that need clarification before architecture begins.
We recommend whether custom builds or off-the-shelf tools make more sense for your situation.
We map out a lightweight governance framework tailored to your team size and risk profile.
We create a phased timeline that fits your team’s actual capacity, not an optimistic projection.

Ready to Define Your First System?

Bring a completed Intent Document to your free assessment call and leave with a concrete architecture brief. No sales pitch. No prepared questions required. Just a direct conversation about how your business actually runs.

Book Your Free Assessment →