Start With a Morning in Your OR — Tell Us the Story

• Walk me through a recent morning in your OR suite from case start to first incision—what went smoothly and what repeatedly causes friction?
• How often do room setup or technology issues delay first-cut start times on an average day? Options: Never, Rarely (1–2×/week), Sometimes (3–5×/week), Often (daily), Almost every case
• Who typically handles video/source switching, recording, and documentation before a case—clinical staff, anesthesia tech, OR tech, biomedical engineering, or external vendor? Options: Clinical staff (RN/PA), Anesthesia tech, OR tech/scrub tech, Biomedical engineering, External vendor/contractor, Other
• When tech problems happen, how do they feel to the team—annoying and manageable, disruptive and stressful, or unsafe and unacceptable? Tell us about one example.
• Which operating rooms or service lines (e.g., endoscopy, orthopedics, neurosurgery) experience integration pain the most? Options: General surgery, Orthopedics, Neurosurgery, ENT, Urology, Gynecology, Endoscopy/GI, Other

Are We Tolerating Hidden Minutes That Cost Cases?

• If I told you those 10–20 minutes of haul-up and setup add up to losing X cases per month, would that surprise you? Options: Yes, surprised, Somewhat surprised, Not surprised
• Estimate the average minutes added per case due to non-integrated AV/device setup or troubleshooting. Options: 0–5 minutes, 6–10 minutes, 11–20 minutes, 21–30 minutes, 30+ minutes, Don't know
• How many elective cases per OR per week would you realistically recover if those minutes were eliminated?
• Have delays from tech/setup ever caused a cancelled case, patient harm, or surgeon migration to another facility? Describe what happened and the consequences.
• Which metrics do you currently track that hint at wasted OR time or lost recordings (select all that apply)? Options: On-time starts, Case turnover time, Cancelled cases, Surgical video capture rate, Staff overtime hours, No metrics tracked
• What would a realistic monthly financial upside look like if you reduced setup-related delay by 50%?

Who's Pulling the Strings — and Who’s Getting Pulled?

• Where are incentives misaligned today—who gains and who bears the pain when OR inefficiencies occur?
• Which stakeholders need to be involved in a decision about integrated OR systems? Options: OR Director/Perioperative Administrator, Chief Surgeon/Surgical Chairs, Biomedical Engineering, Perioperative IT/CIO, Facilities/Construction, Procurement/Contracting, Nursing Leadership, Other
• Who has final signing authority for capital expenditure on OR technology in your organization? Options: Hospital CFO, VP of Operations, Board/Capital Committee, Perioperative Leadership, Parent health system, Other
• Tell us about a past project where stakeholders were misaligned—what blocked progress and how long did it take to resolve?
• Which stakeholder behaviors would signal to you that the project will be supported end-to-end (select up to three)? Options: Active surgeon championing, Formal capital approval, IT/Biomed engagement early, Dedicated project manager, Executive sponsorship, Clear training plan
• Are there external pressures—surgeon recruitment, competitor facilities, regulatory audits—that are accelerating your timeline? Options: Yes, urgent (months), Moderate (6–12 months), Long-term (12+ months), No immediate pressure

What If Every Case Started on Time? Paint the Outcome

• Imagine every case started exactly on time with reliable video capture—what would change day-to-day for clinicians, patients, and administrators?
• Which of these success signals matter most to you and your team? Options: Reduced setup time, Consistent case capture/recording, Faster room turnover, Fewer cancelled cases, Higher surgeon satisfaction, Lower support ticket volume
• What numeric targets would make you comfortable calling the project a success (e.g., minutes saved per case, % of cases captured)? Please be specific.
• How would you like outcomes reported back—dashboards, weekly scorecards, monthly executive review, or clinician debriefs? Options: Real-time dashboard, Weekly scorecard, Monthly executive summary, Clinician-focused debriefs, Ad-hoc reporting
• If successful, how would you expect this program to impact surgeon recruitment, retention, or case volume over 12–24 months?

Where Could the Integration Trip Up? Let’s Name the Risks

• Tell me about any past failures or near-misses integrating OR tech—what went wrong and why did it hurt trust?
• Which legacy systems and touchpoints will this solution need to integrate with? Options: Hospital EMR, PACS, Dictation/Voice, Active Directory/SSO, OR Scheduling, Vendor-specific devices (scope, microscope), Network video codec systems, Other
• How would you rate your current network readiness for OR video and device integration (bandwidth, VLAN/segmentation, QoS, wireless) on a 1–5 scale? Options: 1 - Not ready, 2 - Needs work, 3 - Partially ready, 4 - Mostly ready, 5 - Fully ready
• What cybersecurity or privacy constraints must we satisfy—DICOM policies, audit logs, PHI boundaries, or third‑party access rules? Options: DICOM security, Audit logging required, PHI can't leave network, Third-party access limited, No special constraints, Other
• Do you currently have a vendor-neutral integration strategy or platform, or is each device siloed and vendor-specific? Options: Vendor-neutral platform in place, Mostly vendor-specific silos, Hybrid/mixed state, Not sure
• What contingency would you expect if an integration failure occurs during a pilot—rollback plan, fallback manual workflow, or extended vendor on-site support? Options: Rollback to previous setup, Fallback manual workflow, Extended vendor on-site support, Alternate OR scheduling, Other

How Much Disruption Can You Actually Live With?

• If implementing requires scheduled OR downtime, what is the maximum acceptable window per room per day without jeopardizing services? Options: No downtime allowed, After-hours only, 2–4 hours/day, Half day, Full day
• What construction or facilities interfaces (ceiling mounts, power, conduits) are likely to need modification during installation? Options: Ceiling infrastructure, Power circuits, Network/data drops, HVAC impacts, None expected, Other
• How do you prefer installations to be sequenced across multiple ORs—pilot then phased, big-bang, or per-service-line rollout? Options: Pilot then phased roll-out, Big-bang across all rooms, Per-service-line phased rollout, TBD with stakeholders
• Describe the ideal clinician training cadence (one-time classroom, short on-floor sessions, simulation lab, train-the-trainer) and who should be trained first. Options: One-time classroom, Short on-floor sessions, Simulation lab/sim center, Train-the-trainer, E-learning modules
• What mitigation plans have you used previously to minimize clinical disruption during construction or installations?
• Who owns scheduling approvals for after-hours or weekend work to accelerate installs? Options: OR Director, Facilities/Construction, Perioperative Administrator, Hospital Administration, Other

Proof You Can Believe In — Designing a Pilot That Wins Hearts

• Do demonstration rooms or lab demos ever overpromise—what would make a pilot prove value to skeptical surgeons and staff?
• For a pilot, which objectives matter most: validating workflow, device compatibility, video capture reliability, or clinician adoption? Options: Workflow validation, Device compatibility, Video capture reliability, Clinician adoption, Data/reporting validation
• Which devices/cameras/modalities must be included in the pilot to be credible to your surgeons? Options: Endoscopes, Microscopes, Fluoroscopy/Imaging, Laparoscopic towers, Robotics, Room cameras, Other
• How long should a pilot run before you can declare it successful (days, weeks, number of cases)? Options: 1–2 weeks, 3–4 weeks, 1–3 months, 3+ months, Number of cases threshold
• What acceptance criteria would you require to greenlight rollout (e.g., % of cases captured, % reduction in setup time, clinician satisfaction score)? Please list specific thresholds.
• Who needs to be present during pilot cases for sign-off—surgeon lead, OR manager, biomed, IT, vendor engineer? Options: Surgeon lead, OR Manager/Director, Biomedical Engineering, Perioperative IT, Vendor engineer/field tech, Other

Decision Day: Money, Governance, and the Final Yes

• What usually kills a deal late in the process—unexpected cost, missed SLA, scheduling conflict, or lack of governance? Tell us about a time.
• Where will the budget for this project come from—capital budget, operational funds, donor, lease, or another source? Options: Capital budget, Operational budget, Donor/foundation, Lease/financial partner, Not yet defined
• What procurement or contracting constraints matter most: invoice terms, warranty length, SLAs for on-site response, or training guarantees? Options: Invoice/payment terms, Warranty length, On-site SLA response time, Training guarantees, Spare parts availability, Other
• What governance forum will review and approve the pilot-to-rollout transition (capital committee, clinical governance, IT steering committee)? Options: Capital committee, Clinical governance/quality, IT steering committee, Executive operations, Not sure
• What commercial/contractual concessions would make procurement say yes faster (extended pilot, phased payments, risk-sharing, performance guarantees)? Options: Extended pilot period, Phased payments, Performance-based payments, Risk-sharing agreement, Longer warranty/SLA
• Who should be on the project governance cadences (weekly ops, monthly exec, clinical steering)? List names/roles if known.

If We Could Remove One Barrier Right Now, Which One Would It Be?

• Looking across capabilities, stakeholders, timelines and risk, what single issue most prevents you from moving forward today?
• What information or artifact would reduce your risk perception most—network assessment, reference site visit, surgeon peer review, or validated ROI model? Options: Network/site readiness assessment, Reference site visit, Surgeon peer review/testimonial, Validated ROI/cost model, Detailed integration plan
• Who else would we need to engage in the next 7–14 days to make meaningful progress?
• Realistically, when could you commit to a pilot start date if the right proposal and approvals were in place? Options: Immediately (within 2 weeks), 1–2 months, 3–6 months, 6+ months, Unsure
• What would success look like for you in the next 90 days—what milestones should we aim to hit together?

• Pre-Experience Alignment (Prep & Data Collection)
• Runbook Review & Simulation (Mock OR or Dry-run)
• Live Case Solution Experience (In-OR Validation)
• Integration & IT Acceptance Testing
• Stakeholder Review, Validation Summary & Pilot Decision

• Confirm security/compliance requirements are met or that mitigation plans are approved.
• IT/Network to validate ports, QoS settings, and reserve any required network bandwidth for the live window.
• Schedule a pre-start 15-minute sync on the day of the live case for final readiness confirmation.
• Executive Recap (2 min)
• Collect objective data showing whether the solution meets each success signal during a real case.
• Force clinician validation for each outcome: 'Did this eliminate X? Did it save Y minutes?'.
• Document any discrepancies, their impact, and immediate remediation steps.
• Compile and timestamp captured metrics (setup time, switching events, recording success) and share within 24 hours.
• If failures occurred, vendor to create remediation plan with owner, ETA, and risk mitigation steps.
• Customer clinicians to provide structured feedback forms answering validation questions for each success signal.
• Integration Requirements Recap
• Obtain technical acceptance or documented remediation actions for each integration touchpoint.
• Ensure captured media and metadata are accessible and usable in hospital systems per agreed workflows.
• One-sentence Current State
• IT to sign the integration acceptance log or list open defects with owners and remediation due dates.
• Vendor to deliver any software patches/config changes required to meet acceptance and schedule re-test windows.
• Biomed to verify physical connections and label diagrams for the rollout rooms and update CMMS records.
• Summary of Pre-defined Success Signals
• Achieve a documented mutual decision on pilot acceptance or list required actions to reach acceptance.
• Ensure all stakeholders understand residual risks, remediation owners, and timeline to pilot start.
• Establish governance cadence (weekly check-ins, escalation path) for pilot and rollout phases.
• Produce a Validation Summary Report (metrics, recordings samples, integration logs, clinician feedback) and circulate to stakeholders.
• If accepted, schedule pilot kickoff and confirm installation windows and clinician training dates.
• If not accepted, create a prioritized remediation plan with owners and target re-test dates.
• Capture a crystal-clear current-state sentence that all parties can recite.
• Document explicit, quantified consequences tied to current-state failures.
• Agree a single future-state outcome and the objective success signals to validate against.
• Lock the live-case schedule, participants, device list, and pre-work owners so the experience uses real customer context.
• Customer to provide one-sentence current-state and three recent examples with timestamps/metrics.
• Customer IT/Biomed to supply device inventory, network diagrams, and firewall/port details for the selected OR(s).
• Vendor team to prepare a tailored runbook for each selected case mapping inputs->routing->recording->display.
• Obtain clinician consent and schedule OR time for live validation; share any required IRB or privacy forms if training capture is involved.
• Recap Current State, Consequence, Future State
• Produce a signed runbook that maps actions, owners, and acceptance criteria for each selected case.
• Validate contingency procedures and ensure all stakeholders understand failover roles.
• Establish measurable pass/fail criteria to use during live-case validation.
• Vendor to deliver final runbook and pre-live checklist to all participants 48 hours before OR time.
• Customer to confirm clinician attendees and provide any case-specific notes or atypical workflows.
• Connectivity & Performance Tests
• Clinician Validation & Quotes
• Pre-case Readiness Check
• Runbook Walkthrough (per case)
• Explicit Consequence
• Role & Timing Check
• Define Future State (one sentence)
• Integration & Technical Status
• PACS / Archive Verification
• Observe & Document Live Workflow
• Select Real Cases & Devices for Validation
• Real-time Problem Triage
• EMR / Documentation Flow
• Risk Assessment & Go/No-Go Criteria
• Simulated Failure Modes
• Decision & Next Steps
• Logistics & Pre-work Assignments
• Immediate Post-case Verification
• Acceptance Test Definition
• Security & Compliance Checks
• Integration Acceptance Log
• Pre-live Checklist & Sign-off

• Install surgical-grade displays and articulating mounts
• Install and rack video routing matrix hardware
• Terminate and label AV and fiber cabling
• Integrate surgical cameras, endoscopes, and microscopes
• Deploy sterile-field touch interface hardware
• Install room control panels (wall and pendant)
• Install capture and recording servers with RAID storage
• Configure automated surgical video capture workflows
• Integrate imaging and DICOM export to PACS/VNA
• Deploy audio capture and OR intercom system
• Implement equipment control drivers and device connectivity
• Provide on-site clinician and biomedical engineering training

Install surgical-grade displays and articulating mounts

• Will surgical-grade displays be installed in every OR or only in pilot rooms? Options: Every OR, Pilot rooms only, Selected rooms - specify
• How many displays are required per room? Options: 1, 2, 3+, Depends on room type (specify)
• What display sizes and resolutions are required or preferred? Options: 24-27" 1080p/4K, 31-55" 4K, Custom - specify below
• Which mounting types are acceptable (select all that apply)? Options: Ceiling articulating arm, Pendant-mounted, Wall mount, Mobile cart
• Are there structural, ceiling-height or load-bearing constraints for mounts that we should consider? Options: Standard OR (no constraints), Low ceiling / height limit, Load/structural constraints exist - site survey required, Unsure
• Are antimicrobial, sealed or specific IP-rated housings required for displays? Options: Yes - antimicrobial/sealed required, No special requirement, Unsure - provide recommendation

Install and rack video routing matrix hardware

• Will routing hardware be centralized (equipment room) or per-room racks? Options: Central equipment room, OR-adjacent rack, Per-room rack/cabinet, Undecided - need recommendation
• How many simultaneous video sources do you expect to route per matrix? Options: 4-8, 9-16, 17-32, 32+
• Which routing technologies/protocols must be supported? Options: SDI, HDMI, IP/NDI, Dante/AVB, HDBaseT, Other
• What rack space (RU) is available or desired for the routing equipment?
• Are power redundancy and UPS integration required for the routing hardware? Options: Yes - UPS and redundant power, No - standard power, Prefer recommendation
• Do you require remote monitoring or SNMP alerts for the routing equipment? Options: Yes, No, Unsure - please advise

Terminate and label AV and fiber cabling

• Will this be a full new cabling installation, re-termination of existing cabling, or a mix? Options: Full new installation, Re-terminate existing cabling, Mixed, Unsure - site survey required
• Which cable types and approximate counts should we plan for? Options: SDI coax, HDMI, Fiber LC/SC, Cat6/Cat6A Ethernet, Other
• Do you have a labeling standard (hospital/vendor) or should we apply a recommended labeling scheme? Options: Hospital standard - will provide, Vendor standard, No standard - please recommend
• Is cable testing and certification (e.g., OTDR for fiber, certification for Ethernet) required on completion? Options: Yes - full certification, No - visual/continuity only, Partial - specify
• Are existing conduits/ pathways available or will core drilling/new pathways be required? Options: Existing conduits available, Partial - some drilling required, New pathways/core drilling required, Unsure
• Do you require As-Built cabling diagrams and O&M documentation on handover? Options: Yes - provide full documentation, No, Partial - only panel/cable lists

Integrate surgical cameras, endoscopes, and microscopes

• Which camera/endoscope/microscope vendors and models must be integrated?
• How many of each device type are present per OR (camera, endoscope, microscope)? Options: 1, 2, 3+, Varies by room - provide details
• Is remote control (zoom, iris, image capture) from the sterile-field interface required? Options: Yes - full control, Partial control, No - video only
• Do the devices provide vendor SDKs, serial protocols, or proprietary interfaces that we must support? Options: SDK/API available, RS232/serial, Proprietary - vendor coordination required, Unsure
• Should captured device video be recorded to the server and/or streamed to monitor/PACS? Options: Record and archive, Live stream only, Record locally only, Custom routing - specify
• Are latency, frame rate, or color fidelity SLAs required for these integrations? Options: Yes - specify SLAs, No special SLAs, Unsure - recommend standards

Deploy sterile-field touch interface hardware

• Do you require sterile-field touch interfaces that are glove-compatible and drapeable? Options: Yes - glove-compatible and drapeable, No - non-sterile controls only, Optional for pilot
• How many sterile-field interfaces are needed per OR? Options: 1, 2, 3+, Depends on workflow
• What control domains must the sterile interface reach (video, device control, capture, imaging settings)? Options: Video routing, Device control (camera/table), Start/stop capture, DICOM tagging/PACS export, Other
• Do you require role-based access or authentication at the sterile interface (surgeon-only presets, PINs)? Options: Yes - surgeon-only presets, Yes - PINs or RFID, No - open access
• Are there reprocessing or sterile storage procedures we must accommodate for the hardware? Options: Disposable drapes used, Reusable sterilizable covers, Hardware stays outside sterile field, Unsure - provide guidance
• Is customization of the UI workflows or presets required for different surgical specialties? Options: Yes - specialty-specific presets, No - standard UI, Unsure - recommend during pilot

Install room control panels (wall and pendant)

• Do you prefer wall-mounted, pendant-mounted, or both types of control panels? Options: Wall-mounted, Pendant-mounted, Both, Depends on OR
• How many control panels are required in each OR and where should they be located? Options: 1, 2, 3+, Varies by room - specify locations
• Which functions must be accessible from room control panels (select all that apply)? Options: Lighting, Shading/blinds, Video source selection, Recording controls, Room environmental controls, Bed/table positions, Other
• Should control panels use wired PoE, hardwired network, or wireless connectivity? Options: PoE wired, Hardwired network, Wireless, Combination
• Are infection control surface/material requirements specified for panels (cleanability/ratings)? Options: Yes - hospital standard, No special requirement, Unsure - please advise
• Is centralized administration (lockdown, remote configuration) required for control panels? Options: Yes - central admin required, No - local configuration only, Partial - admin for some settings

Install capture and recording servers with RAID storage

• What is the expected video storage requirement (per OR per month) or retention policy? Options: <1TB/month, 1-5TB/month, 5-20TB/month, 20+TB/month, Unsure - will estimate
• Do you require on-premise storage, cloud archival, or hybrid storage for recordings? Options: On-premise only, Cloud only, Hybrid (on-prem + cloud), Undecided
• What RAID level or redundancy strategy is mandated by your IT/BIOM teams? Options: RAID 1, RAID 5, RAID 6, RAID 10, Follow hospital standard / undecided
• Are encryption at-rest and in-transit requirements (HIPAA compliance) specified for recordings? Options: Yes - full encryption required, No special encryption, Unsure - consult IT/security
• Do recordings need automatic indexing (case ID, surgeon, procedure) and searchable metadata? Options: Yes - full metadata indexing, No - simple file storage, Partial - basic metadata
• Should servers integrate with existing backup/VM infrastructure and who will manage backups? Options: Integrate with hospital backup, Vendor-managed backup, No integration required, Unsure

Configure automated surgical video capture workflows

• What should trigger capture start/stop (manual, schedule, device trigger, OR schedule/EMR)? Options: Manual start/stop, OR schedule/EMR integration, Device trigger (e.g., camera), Auto based on motion/event, Combination
• Is automatic case tagging from the OR schedule/EMR required to populate patient/case metadata? Options: Yes - integrate with scheduling/EMR, No - manual tagging, Partial - manual confirmation required
• Do you require automated segmentation (case sections) or surgeon-marked clips? Options: Yes - auto-segmentation, Surgeon-marked clips only, No segmentation required, Both
• Where should captured videos be routed automatically (PACS, education library, research, vendor)? Options: PACS/VNA, Education repository, Research storage, Vendor portal, Multiple - specify
• Do recordings require automated redaction, anonymization, or consent handling workflows? Options: Yes - redaction/anonymize required, Patient consent documented externally, No special handling required
• Are notification or approval workflows required after capture (e.g., notify surgeon, QA review)? Options: Yes - notifications and approvals, No, Optional

Integrate imaging and DICOM export to PACS/VNA

• Does your PACS/VNA accept DICOM video objects or only still images? Options: Accepts DICOM video, Only still images supported, Unsure - will confirm
• Which transfer protocols and authentication methods are required (C-STORE, WADO, HL7 ADT, certificates)? Options: DICOM C-STORE, WADO, HL7 ADT feed, SFTP/other, Certificate-based auth
• How should patient/study/series mapping be handled for exported video (use OR schedule, manual input, case ID)? Options: Use OR schedule/EMR, Manual entry at time of capture, Barcode/RFID scanner, Custom mapping rules
• Are there bandwidth or time-window constraints for large DICOM transfers to PACS/VNA? Options: Yes - off-peak windows required, No constraints, Unsure - coordinate with IT
• Will we have a test PACS/VNA account and technical contact for interoperability testing? Options: Yes - test account available, No - will be provided later, Not yet arranged
• Are retention and indexing conventions on PACS for video defined (study descriptions, tags) or should we align on a standard? Options: Hospital standard available, No standard - align with IT, Unsure

Deploy audio capture and OR intercom system

• Which audio sources must be captured (ambient room mics, surgeon mic, staff mics)? Options: Ambient room mics, Surgeon mic (lapel), Staff mic(s), Instrument audio, Other
• Are there privacy policies restricting ambient audio capture in the OR? Options: Yes - restricted, No - full capture allowed, Partial - patient consent required, Unsure
• Is two-way intercom (call to control room/nursing station) required or simple one-way paging? Options: Two-way intercom, One-way paging, Integration with nurse call system, No intercom required
• Do you require noise suppression, voice-activation, or audio mixing features? Options: Noise suppression required, Voice activation, Basic capture only, Unsure - recommend
• How should audio be associated with video records (embedded with file, separate track, optional)? Options: Embedded with video, Separate audio track, Optional per-case
• Preferred microphone mounting locations (ceiling, pendant, lapel, boom)? Options: Ceiling, Pendant, Lapel, Boom, Combination

• Non-Disclosure Agreement (NDA)
• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Commercial Terms & Payment Schedule
• Service Level Agreement (SLA) & Support Commitments
• Installation & Implementation Schedule
• Pilot Governance & Acceptance Criteria
• Roles, Responsibilities & Risk Matrix
• Change Order & Scope Management Process
• Data Protection & Compliance Addendum (DPA/HIPAA)
• Warranty, Liability & Insurance Terms
• Training, Change Management & Adoption Plan
• Spare Parts, Maintenance & Spare Coverage
• Final Sign-off & Governance Charter

• Outcome Review: Success Signals & Metrics
• Lessons Learned Retrospective
• Support & Enhancement Intake — Shared Channel Setup
• Validation Checklist Closure & Formal Acceptance Handoff
• Governance & Scaling Roadmap Review

• Produce and circulate the signed acceptance certificate and attach test evidence.
• Update the deployment playbook and validation checklist to reflect process changes.
• Schedule a follow-up checkpoint to review progress on corrective actions.
• Distribute the retrospective summary and action tracker to all stakeholders.
• Objective & scope
• Provision an agreed shared channel with correct participants and permissions.
• Document and agree SLAs, triage responsibilities, and enhancement prioritization criteria.
• Establish a recurring cadence for triage and health reporting.
• Provision the shared channel and invite the defined stakeholder list.
• Publish the issue lifecycle, SLA matrix, and triage runbook in the channel.
• Create the enhancement intake form/template and prioritization rubric.
• Schedule recurring monthly triage and quarterly roadmap sync meetings.
• Status of validation checklist
• Achieve formal customer acceptance for all checklist items or agree a clear plan for retest.
• Complete transfer of operational documentation, credentials, and support contacts.
• Ensure traceability of acceptance evidence and archival location.
• Pre-read confirmation
• Update asset inventory, warranty records, and support contact list and hand over to customer operations.
• Schedule any agreed retest sessions and assign verification owners.
• Archive the validated checklist and acceptance documents in the agreed repository.
• Pilot ROI and outcome summary
• Approve a phased scaling roadmap with resource commitments and timelines.
• Establish governance and escalation structures to support rollout and ongoing operations.
• Agree on KPIs and a quarterly health check cadence to monitor scaling progress.
• Produce a detailed scaling plan with phase deliverables, resource assignments, and budget estimates.
• Create the governance charter listing steering committee members, roles, and meeting schedule.
• Prepare the training rollout plan and schedule super-user sessions prior to each phase.
• Set up recurring quarterly health review events with required reporting templates.
• Achieve mutual agreement on which success signals were met and which require action.
• Identify and assign remediation actions with clear owners and timelines for any gaps.
• Obtain explicit customer decision to either close pilot or proceed with targeted fixes before scaling.
• Document testimonial or formal acceptance language if success signals are met.
• Publish final outcomes report mapping metrics to each success signal and circulate to stakeholders.
• Create remediation task list for identified gaps with owners, acceptance criteria, and target dates.
• Capture and store customer acceptance or conditional acceptance in the project folder.
• Schedule follow-up review to verify remediation results (date/TBD based on remediation timeline).
• Retrospective purpose & rules
• Capture a prioritized list of actionable lessons and process improvements.
• Assign owners and timelines for each high-priority improvement.
• Update deployment playbook and training materials with agreed changes.
• Create an improvements backlog entry for each prioritized item with owner and due date.
• Restate success signals
• Select channel platform & access
• Timeline walk-through
• Scaling sequencing & resource plan
• Review open issues and remediation evidence
• What worked well
• Governance model & escalation
• Issue lifecycle and SLAs
• Present measured outcomes
• Retest plan for outstanding items
• What didn't work / pain points
• Enhancement intake & prioritization rubric
• Formal acceptance criteria & sign-off
• Training & change management
• Customer validation & examples
• Root cause analysis & corrective ideas
• Gap analysis & root causes
• Budget triggers & procurement timing
• Triage workflow & escalation path