Guide for Planning and Running an AI Pilot Project
The journey to implementing AI solutions in your nonprofit organization begins with careful planning and clear expectations. This guide outlines the key phases of your pilot program and explains what you can expect during each stage of the process.
1. Pilot Selection and Scoping
The pilot begins with a critical Selection and Scoping phase that typically spans two to three weeks. During this time, we’ll work together through initial meetings to identify the AI pilot that best aligns with your organization’s needs and capabilities. We’ll define clear success metrics, expected outcomes, and the scope of the pilot. This phase culminates in identifying key stakeholders and establishing the pilot team, ensuring we have the right people involved from the start.
2. Data and Resource Assessment
Following selection, we move into the Data and Resource Assessment phase, which usually takes one to two weeks. This crucial phase involves a thorough review of your existing data sources, their quality, and any gaps that need addressing. We’ll assess your internal systems for integration possibilities and review relevant documentation, including policies and current workflows. This phase also includes establishing privacy and security requirements, ensuring your data and operations remain protected throughout the pilot.
3. Preparation
The Preparation phase follows, typically lasting two to four weeks. During this time, we focus on getting everything ready for the pilot launch. This includes cleaning and preparing data, conducting team training sessions, and setting up feedback channels. We’ll establish testing protocols and define the pilot user group who will be working directly with the new system. This groundwork ensures a smooth transition into the active pilot phase.
4. Implementation
The Implementation phase represents the core of our pilot program, typically running for 8-12 weeks. During this time, we’ll build the the AI solution through 4 development stage, allowing for careful monitoring and adjustment. Regular check-ins and progress reviews will help us stay on track and address any challenges quickly. We’ll continuously collect and respond to user feedback, documenting our learnings throughout the process.
App Development Stages:
Proof-of-concept >> Prototype >> Release Candidate >> Deployment
Your team’s involvement is crucial for success, and we’ve structured the time commitments to be manageable while ensuring meaningful participation. You’ll need to designate a pilot coordinator who can dedicate 2-4 hours per week to oversee the program from your side. Subject matter experts from your team will need to be available for consultation about 1-2 hours weekly, while test users will spend approximately 30 minutes per week providing feedback. We’ll also need access to relevant data and systems, and participation in weekly review meetings to keep everyone aligned.
Evaluation and Learnings
The final Evaluation and Learnings phase spans two-four weeks, during which we’ll analyze the pilot’s results against our established success metrics. We’ll synthesize user feedback, calculate the return on investment, and assess the benefits realized during the pilot. This analysis forms the foundation for our recommendations regarding full implementation and helps us develop a future roadmap tailored to your organization’s needs.
Throughout the pilot, several factors will be critical to our success. We’ll establish clear communication channels and response protocols from the start. Regular stakeholder engagement and feedback will help us stay on course, while maintaining realistic expectations and timeline management will ensure steady progress. We emphasize flexibility to adjust based on early learnings and maintain a strong commitment to data quality and accessibility.
Our team will provide comprehensive support throughout the pilot program. This includes handling all technical development and implementation, delivering necessary training and documentation, and providing regular progress reports. We’ll conduct data analysis, generate insights, manage troubleshooting, and provide strategic recommendations as we move forward. Your team can focus on providing valuable feedback and insights while we manage the technical complexities of the pilot implementation.
This structured approach helps ensure that your organization can effectively evaluate and implement AI solutions while maintaining normal operations. We’ve designed the process to be thorough yet efficient, maximizing the value of your team’s time investment while working toward meaningful results that can inform future AI adoption decisions.