Getting to Know Your Scouting Rhythm

• How would you briefly describe your current scouting process from film capture to a final grade? Options: Mostly manual review, Semi-automated tagging, Automated ingestion with manual QA, We don’t have a consistent process
• Who on your staff touches film and evaluation most frequently (pick all that apply)? Options: Director of Scouting, Assistant/Area Scouts, Head Coach, Position Coaches, Video/Analytics Staff, Graduate Assistants/Interns, Other
• On a typical week in-season, how many total hours does your staff spend reviewing film across tasks (breakdown is helpful)? Options: < 10 hours, 10–30 hours, 31–60 hours, 61–120 hours, > 120 hours
• Tell me about a recent film-review session that felt efficient — what made it feel that way?
• And a recent session that felt chaotic — what specifically caused the friction?

Are You Settling for 'Good Enough' Film Workflows?

• When was the last time your team missed an evaluation or misgraded a player because of how film or tags were organized? Options: Last week, Last month, This season, Can’t recall a specific time
• How often do scouts disagree on a player’s grade and then lack a clear trail to resolve the disagreement? Options: Often, Almost always, Occasionally, Rarely, Never
• What happens afterward when different scouts have conflicting evaluations—who mediates and how long does resolution take?
• Which part of your current workflow do you suspect is most likely to hide valuable or undervalued prospects? Options: Tagging taxonomy, Searchability of clips, Volume management, Time constraints, Inconsistent grader methodology, Other
• How long have you tolerated that weakness, and what have you tried already to address it?

What's Costing You Wins Right Now?

• If we mapped dollars or wins to time lost in film review, where do you think you’re leaking the most value? Options: Prepping clips, Manual tagging, Reconciling scout notes, Data entry/integrations, Training new evaluators
• How many prospects or players does your team evaluate in a typical draft/preseason cycle? Options: < 50, 50–100, 101–200, 201–400, > 400
• How often does slow film processing or missing angles change your evaluation outcome for a prospect? Options: Frequently, Sometimes, Rarely, Never
• Give a specific example of a time when inconsistent tagging or missing film led to a questionable roster or draft decision.
• If you could remove one operational choke point overnight, what would it be and why?

Who's Really Driving Decisions?

• If your evaluation workflow produced perfect, consistent grades tomorrow, how would decision-making change across the organization?
• Which stakeholders must be aligned for a scouting insight to become an implemented roster or game-plan decision? Options: GM/Director of Scouting, Head Coach, Position Coaches, Analytics Director, Video Staff, Owner/AD
• Who currently owns the tagging taxonomy and who enforces it during evaluations? Options: Director of Scouting, Analytics/Video Lead, Head Coach, Shared committee, No clear owner
• How do you surface disagreements between staff — is there a standard meeting or artifact where evaluations are settled? Options: Weekly grading meeting, Email/thread, Shared documents, Ad-hoc conversations, No standard process
• When disagreements persist, what usually determines the final call (data, seniority, coach preference)? Options: Data/metrics, Head coach decision, GM/director decision, Consensus, Other

When Tagging Breaks, What Breaks Down Next?

• How confident are you that your current tagging taxonomy truly reflects the evaluation criteria your staff uses? Options: Very confident, Somewhat confident, Not very confident, Not confident at all
• Walk me through the last time you had to change or expand the taxonomy — what sparked it, who was involved, and how long did it take?
• Which tag categories cause the most debate or inconsistent application (e.g., play type, responsibility, grading scale)? Options: Play type, Player responsibility, Technique tags, Grading scale (A–F / 1–10), Contextual tags (weather/coverage)
• How do you currently measure tagging accuracy or inter-rater reliability among scouts? Options: Periodic audits, No measurement, Automated QA, Spot checks by senior staff, Other
• If tagging became faster and more consistent, what downstream processes would improve most and how would that feel to the staff?

Imagine Your Scouting Process on Game Day

• What if you could hand a coach a validated clip package with context and grades within 30 minutes after the game — how would that change prep? Options: Transformative, Very helpful, Marginally useful, Not helpful
• Which outputs do you need most quickly for weekly opponent prep (select top three)? Options: Top tendencies report, Player comparison clips, Play-type filters, Opponent-specific packages, Stat-synced clips, Custom coach notes
• How do current turnaround times for ingesting and tagging live game film affect your ability to prepare? Options: Severely limit prep, Cause occasional issues, Rarely affect prep, No impact
• Describe the ideal deliverable your coaches would open on Monday morning — what’s in it and who would use it?
• What would have to be true about speed, accuracy, and format for your staff to adopt those deliverables immediately?

What Would Make Integration Feel Seamless, Not Fragile?

• What integrations are non-negotiable for your program to adopt a new platform: SIS, tracking metrics, draft databases, or other systems? Options: Player performance DBs, Wearable/track data, Roster/HR systems, Draft/prospect services, Video management systems, Other
• Tell me about the last integration that failed or caused data loss — what was the impact and how long to recover?
• Do you have standard data formats, naming conventions, or taxonomy mappings we must follow for a clean ingest? Options: Yes, fully documented, Partially documented, Informal conventions, No standards
• Which team will be responsible for providing access, mappings, and test accounts during onboarding? Options: Video staff, IT/Engineering, Analytics/BI, Scouting lead, Shared responsibility
• What are your security, compliance, or privacy requirements for sharing historical and live film?

If We Said 'Yes' Today, What's the Real Roadblock?

• What single internal objection do you expect to hear when proposing a new scouting platform? Options: Cost, Change fatigue, Integration risk, Training time, Loss of control
• How would you prioritize budget, timeline, and scope if you had to pick two to optimize? Options: Budget + Timeline, Budget + Scope, Timeline + Scope
• Who would need to sign off for a pilot to move forward and what information do they need to say yes?
• What internal milestones or metrics would you expect from a pilot to justify expanding to full deployment? Options: Tagging accuracy threshold, Turnaround time target, Adoption by coaches (%), Reduction in manual hours, Other
• How much runway (in weeks) do you realistically need to get stakeholders aligned for a pilot? Options: < 2 weeks, 2–4 weeks, 1–2 months, 2–3 months, > 3 months

Next Steps: Small Tests That Prove Big Value

• If we designed a two-week pilot, what specific outcome would convince you to continue? Options: Faster clip turnaround, Improved inter-rater agreement, Coach adoption of reports, Clean integration with DBs, Other
• Which historical season or set of film would you nominate for a pilot to show real impact?
• Who on your side would be the day-to-day contact for pilot execution and who would be the executive sponsor?
• What are realistic acceptance criteria for the pilot (e.g., tagging accuracy %, clip delivery time, scout satisfaction score)?
• How would you like us to report progress during the pilot—dashboards, weekly check-ins, or shared notes—and who should receive them? Options: Live dashboard, Weekly sync, Daily brief notes, Ad-hoc updates

• Pre-Experience Alignment (Discovery Confirmation)
• Ingestion Validation Session (Live)
• Tagging Taxonomy Workshop (Hands-on Calibration)
• Play Classification & Analytics Scenario Run
• Validation Review & Mutual Next Steps

• Produce a discrepancy list with owners and deadlines if outputs do not yet meet acceptance criteria.
• Brief: Tie Taxonomy to Current State Issues
• Produce an agreed, calibrated tagging rule-set that maps 80–100% of common events to automated tags.
• Reduce ambiguous tag definitions and document edge-case rules.
• Define governance and a schedule for taxonomy updates and re-calibration.
• Establish baseline tagging accuracy and a target for automated tagging performance.
• Customer: Approve the recommended taxonomy adjustments and edge-case rules.
• Host: Implement auto-tagging rules and re-run tagging across the provided sample set, reporting accuracy metrics.
• Customer & Host: Schedule a follow-up inter-rater reliability check after 500 tagged events.
• State the Scenario & Success Criteria
• Prove the future state by showing measurable time savings and more consistent player evaluations on customer scenarios.
• Obtain explicit validation from scouts/coaches that outputs match operational needs or capture required adjustments.
• Introductions & Objectives
• Host: Deliver the scenario report including time-to-complete metrics, tag/classification accuracy, and exportable scout reports.
• Customer: Provide parallel scout grades or feedback within 48 hours to validate results.
• Host: Tune analytics thresholds or report templates based on customer feedback and schedule a re-run if required.
• Executive Summary of Findings
• Achieve go/no-go (or list of remediation items) based on agreed success signals.
• Assign owners and deadlines for any remediation required prior to scope finalization.
• Align on next meeting(s) and deliverables for the Solution Scope stage.
• Customer & Host: Sign off on the validated success signals or produce a remediation plan with owners and dates.
• Host: Produce a concise validation packet (metrics, recordings, taxonomy changes, action list) to attach to the journey.
• Customer: Confirm list of additional stakeholders to include for Solution Scope and Deployment planning.
• Produce and agree on a single-sentence current state that will drive the experience.
• Quantify the business/operational consequences in measurable terms.
• Define one-sentence future state and 3–5 success signals that prove the future state.
• Obtain required sample film, taxonomy, roster mappings, and access for live sessions.
• Confirm roles and agenda for the Solution Experience run.
• Customer: Provide 2–3 sample games (multi-angle if available), tagging taxonomy, and baseline scout grading within 72 hours.
• Customer: Nominate 2 subject-matter experts (e.g., head scout, film ops) to attend live sessions.
• Host: Provision a sandbox workspace and ingest plan tailored to the provided samples.
• Host: Prepare a one-page document that restates the agreed current state, consequence, and future-state sentence for sign-off.
• Recap Objectives & Success Signals
• Prove ingestion throughput and reliability on customer film.
• Confirm accurate player/roster mapping and timecode alignment.
• Identify and document any ingestion issues and assigned remediation owners.
• Agree acceptance criteria or required fixes before moving to tagging.
• Host: Deliver an ingestion report with timings, error logs, and remediation recommendations within 24 hours.
• Customer: Resolve any identified access or file-format issues and re-provide corrected samples if required.
• Host: Adjust ingest parameters or connectors as needed and confirm ETA for re-validation.
• One-Sentence Current State
• Metrics Review Against Success Signals
• Review Customer Taxonomy & Edge Cases
• Live Ingest: Sample Game #1
• Execute Automated Play Classification
• Scout-Facing Outputs: Player Comparison & Reports
• Live Tagging: 10 Representative Plays
• Stakeholder Feedback & Acceptance Check
• Consequence Quantification
• Metadata & Player ID Sync
• Demonstrate How This Eliminates Current Pain
• Risk, Remediation & Owners
• Discrepancy Resolution & Rule Authoring
• Quality Checks & Error Handling
• Define Future State & Success Signals
• Forced Validation: Customer Verifies Fit
• Agree Next Steps: Scope & Timeline
• Data & Logistics Pre-Work Review
• Performance Benchmarks & Reporting
• Calibration Governance & Next Steps

• Multi-angle game film ingestion
• Timecode synchronization and camera alignment
• Bulk historical film migration and indexing
• Configure organization tagging taxonomy
• Automated play-type classification and event detection
• Manual tagging UI with frame-accurate clip export
• Batch highlight reels and side-by-side comparisons
• Generate exportable scouting reports (PDF/CSV/JSON)
• Integrate with team performance database (API sync)
• Deploy role-based access and user permissions
• Automated scout-grade normalization and aggregation
• Staff training and live platform onboarding

Multi-angle game film ingestion

• Do you plan to ingest multi-angle footage for games and practices? Options: Yes, No
• Which sources of footage will we ingest? (select all that apply) Options: Broadcast feed, Coach-cam / Endzone cameras, Player-cameras / Helmet cams, Practice rig cameras, Third-party provider (e.g., league feed), Other
• What file/container/codec formats do your cameras/providers produce? Options: MXF, MOV, MP4, AVI, ProRes, Other
• What is the typical weekly volume of new footage to ingest? Options: <50 GB, 50-250 GB, 250 GB - 1 TB, >1 TB
• What maximum ingest latency do you require from receipt to searchable media (SLA)? Options: Near real-time (<5 minutes), Within same day, 24-48 hours, No strict SLA
• Are there DRM, proprietary codecs, or rights restrictions we must handle? If yes, describe the restrictions and access method.

Timecode synchronization and camera alignment

• Is frame-accurate timecode synchronization across angles required? Options: Yes, No
• How many camera angles per event do you typically capture? Options: 1, 2, 3-4, 5+
• What sync reference method is provided or preferred? (select all that apply) Options: SMPTE timecode, Genlock, Audio clap/marker, GPS/timestamp, Manual markers, Other
• What is the acceptable synchronization tolerance (accuracy) for your workflow? Options: <=1 frame, <=1 second, <=5 seconds, No strict tolerance
• Do you have existing metadata that indicates camera angle mapping and frame offsets (e.g., XML sidecars)? If yes, describe format. Options: Yes, No
• Who will own verifying alignment accuracy during deployment (customer or vendor)? Options: Customer, Vendor, Joint responsibility

Bulk historical film migration and indexing

• Do you require bulk migration of historical game/practice footage into the platform? Options: Yes, No
• Estimate total historical footage to migrate (hours or TB). Options: <100 hours / <1 TB, 100-500 hours / 1-5 TB, 500-2000 hours / 5-20 TB, >2000 hours / >20 TB
• Where is historical footage currently stored? (select all that apply) Options: On-prem NAS, Tape / LTO, Cloud (AWS/GCP/Azure), External HDDs, Third-party archive, Other
• What indexing granularity do you require for migrated media? Options: Game-level (metadata only), Quarter/half-level, Play-level, Event-level (e.g., pass, tackle), Frame-level
• What acceptance criteria must migration meet (e.g., checksum verification, metadata completeness, play indexes)? Please list specifics.
• Do you require migration to include historical tagging or should tagging begin after migration? Options: Include historical tagging, Tagging begins post-migration, Hybrid - tag most recent seasons only

Configure organization tagging taxonomy

• Do you currently have an existing tagging taxonomy we should adopt or map from? Options: Yes, No
• Approximately how many distinct tags/categories does your taxonomy include? Options: <20, 20-50, 50-200, 200+
• Do tag visibility and edit rights need to be role-based? Options: Yes, No
• Will you require mapping rules from your existing tags to the platform taxonomy? Options: Yes - full mapping, Partial mapping, No mapping required
• Who will govern taxonomy changes after deployment (e.g., owner and change process)? Options: Customer, Vendor, Joint governance
• Provide examples of 3-5 mandatory tags or categories that must exist at go-live.

Automated play-type classification and event detection

• Do you want automated play-type classification and event detection turned on for your content? Options: Yes, No
• Which sport(s) will we configure classifiers for? (select all that apply) Options: Football, Basketball, Soccer, Baseball, Hockey, Other
• What target accuracy or performance threshold do you require for automated classification? Options: >95% accuracy, 90-95% accuracy, 80-90% accuracy, Accept pilot-level accuracy
• Do you require custom or organization-specific play-types beyond standard models? Options: Yes, No
• Which trade-off do you prefer in edge cases: favor precision (fewer false positives), favor recall (fewer misses), or balanced? Options: Favor precision, Favor recall, Balanced
• What acceptance tests or benchmarks should we use to validate detection (sample sets, reviewer sign-off, % thresholds)?

Manual tagging UI with frame-accurate clip export

• Will scouts/analysts use a manual tagging UI for corrections and annotations? Options: Yes, No
• How many concurrent taggers do you expect during peak usage? Options: 1-3, 4-10, 11-25, 25+
• Do you require frame-accurate clip export from manual tags, and which export formats are needed? (select all that apply) Options: MP4, MOV, GIF, MP3 (audio only), JSON metadata only, Other
• Are there clip length or quality constraints (e.g., 30s max, 1080p only)? Please specify.
• Do you need an audit log of tag edits and tagger identities for compliance? Options: Yes, No
• Is offline or low-bandwidth tagging (local cache / sync) required for certain staff? Options: Yes, No

Batch highlight reels and side-by-side comparisons

• Do you want automated batch highlight reel generation (e.g., weekly prospect reels)? Options: Yes, No
• What are typical reel durations and how many reels per week do you expect (examples)?
• Which side-by-side comparison use cases matter most? (select all that apply) Options: Play review, Player comparison for scouting, Opponent tendencies, Broadcast/PR packages, Other
• Do you require templated reel layouts (branding, captions, intro/outro)? Options: Yes, No
• What output resolutions and formats are required for reels and comparisons? Options: 720p, 1080p, 4K, Web-optimized, Custom
• Are there watermarking, legal, or branding guidelines that must be applied automatically to reels? Options: Yes, No

Generate exportable scouting reports (PDF/CSV/JSON)

• Do you require exportable scouting reports at go-live? Options: Yes, No
• Which report formats do you need available? (select all that apply) Options: PDF, CSV, JSON, XML, Other
• Which report templates are required (e.g., player card, game summary, draft board export)? Please list priorities.
• Should reports be available on-demand, scheduled delivery, or both? Options: On-demand, Scheduled (email/dropbox), Both
• What acceptance criteria must exports meet (layout fidelity, required fields, file size limits)?
• Do exported reports need to include embedded clips or only metadata and links? Options: Embed clips, Metadata + links only, Configurable per-template

Integrate with team performance database (API sync)

• Do you require integration with an existing performance database or roster system? Options: Yes, No
• Which systems/databases should we integrate with? (select all that apply) Options: Proprietary team DB, Catapult, Kinexon, Smartabase, SportsVU, Other
• What direction should data flow follow? Options: Platform -> Team DB (write), Team DB -> Platform (read), Bi-directional sync
• What sync frequency and latency are required (real-time, hourly, daily)? Options: Real-time / streaming, Near real-time (minutes), Hourly, Daily, Manual only
• What data fields must be synchronized (e.g., player IDs, GPS metrics, wearable stats)? Please list examples.
• Are there security or connectivity constraints for integration (OAuth, API keys, IP allowlist, VPN)? Please describe.

Deploy role-based access and user permissions

• How many total users do you expect to provision initially, and how many over 12 months? Options: 1-10, 11-50, 51-200, 200+
• Which role types should exist? (select all that apply) Options: Scout, Coach, Analyst, Admin, Guest / External, Other
• Do you require single sign-on (SSO) or SAML/SCIM provisioning? Options: Yes - SSO/SAML, Yes - SCIM provisioning, No
• Do you need granular feature-level permissions (e.g., tag edit vs view-only vs export)? Options: Yes, No
• Is audit logging and compliance reporting of user actions required? Options: Yes, No
• Preferred user provisioning workflow (manual admin, CSV bulk import, automated SCIM)? Options: Manual admin, CSV bulk import, Automated SCIM, Other

• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Order Form & Commercial Terms
• Payment Schedule & Deposit
• Project Timeline & Milestones
• Data Migration & Access Commitment
• Service Level Agreement (SLA)
• Acceptance Criteria & Go/No-Go
• Data Processing Agreement (DPA) & Security Addendum
• Integration & API Access Terms
• Training & Enablement Commitment
• Support & Escalation Matrix
• Change Order & Scope Management
• Renewal, Termination & Exit Plan

• Success Review & Final Acceptance
• Lessons Learned & Operational Improvements Workshop
• Issues & Enhancement Request Triage — Shared Channel Setup
• Executive Success Review & Ongoing Governance Cadence

• Assign the first 90-day triage rota and set calendar invites for weekly triage review.
• Create a documented, prioritized list of operational and product improvements linked to business impact.
• Assign clear owners, acceptance criteria, and timelines for Quick Wins and medium-term items.
• Capture concrete lessons to update onboarding and training materials.
• Publish the prioritized improvement backlog with owners, acceptance criteria, and target dates.
• Implement at least one Quick Win change in a staging environment and report outcomes within 30 days.
• Update training guides and run a targeted refresh session for coaches/scouts highlighting improvements.
• Purpose & Scope of Shared Channel
• Create the shared communication channel and validate triage workflow with real examples.
• Agree on prioritization rubric, SLAs, and escalation contacts.
• Assign initial rotating triage owners and schedule recurring triage reviews.
• Provision the shared channel (Slack/Teams/CustomerNode) and invite agreed stakeholders.
• Document triage rules and SLA matrix in a shared playbook and link it in the channel.
• Opening and Objectives
• Secure executive alignment that the project delivered business value and confirm governance cadence.
• Executive Summary of Outcomes
• Agree on a KPI dashboard and reporting cadence that will be used to monitor ongoing success.
• Surface and capture potential expansion or renewal triggers based on outcomes.
• Grant executive stakeholders access to the KPI dashboard and schedule monthly KPI reviews.
• Produce an executive one-pager summarizing ROI, key wins, and next 90-day priorities for leadership distribution.
• Finalize the quarterly executive review date and attendees, and add to calendars.
• Confirm whether the delivered solution meets the documented success signals and obtain formal customer acceptance.
• Surface and document any remaining gaps with clear remediation owners and timelines.
• Capture customer qualitative validation from end-users (scouts/coaches) to complement metrics.
• Prepare and circulate a formal acceptance record (Acceptance / Conditional Acceptance with remediation plan) for customer signature.
• List outstanding gaps with owners, target remediation dates, and test criteria.
• Deliver dataset examples referenced in the meeting to customer stakeholders for archival and audit.
• Workshop Framing & Pre-work Review
• Demonstrate Channel Workflow
• Consequence & ROI Review
• What Went Well
• Re-state Success Signals & Acceptance Criteria
• Triage Criteria & Prioritization Rubric
• Quantitative Outcome Review
• SLA & Contractual Review
• What Didn't Work / Root Cause Analysis
• Qualitative Validation
• Governance Model & KPI Cadence
• Opportunity Brainstorm (Process + Product)
• Live Triage Exercise
• Roadmap & Expansion Opportunities
• Gap Analysis & Residual Risks
• Prioritization & Quick Wins
• Escalation & SLA Commitments
• Assign Owners & Define Next Steps
• Onboarding & Handoff
• Decision & Next Steps
• Confirm Next Steps & Recurring Meetings