The Sweep.
Two to three weeks inside the operation. You keep the plan either way.
The first thing we do in every engagement. We sweep your operation end-to-end, reconcile the AI license stack against actual utilization, and ship a week-by-week install plan with the ROI math behind every workflow. Fixed fee. You keep the deliverable whether you hire us for the build or not.
Deliverables.
- →End-to-end operations map across front-, mid-, back-office workflows
- →AI spend reconciliation across every vendor in your stack today
- →Workflow-by-workflow ROI model, ranked by P&L impact
- →AI Readiness audit scored across 8 dimensions
- →Governance + IT security review (legal-ready)
- →Install plan, week-by-week, with named workflows in scope
How the sweep actually runs.
Kickoff + operations interviews
Half-day kickoff with executive sponsor. Then 4–8 operational interviews — one per domain in scope, plus IT and finance. We sit inside the work, not in a conference room: shadow the close, ride along with a dispatcher, sit through an intake.
AI spend reconciliation
We pull every AI license, contract, and trial in the firm — Copilot, ChatGPT Enterprise, vertical tools, AI features inside existing SaaS. We map what's paid for, what's actually used, and what's duplicative. Most firms find $10K–$60K a year in overlapping licenses in this step alone.
Workflow-by-workflow ROI model
For each candidate workflow in scope, we model the current-state cost (labor hours × loaded rate + error and leakage cost), the installed-state cost (residual labor + retainer share), and the delta. Workflows are ranked by 12-month payback.
AI Readiness audit
8-dimension scoring (data quality, knowledge accessibility, governance, executive sponsorship, instrumentation, vendor stack, change-management appetite, integration complexity). The score sets the realistic install scope.
Governance + IT security review
With your CTO/IT lead and (if regulated) compliance partner. We walk the proposed install through your data perimeter, model-routing constraints, audit-log requirements, and any vertical-specific rules (HIPAA, GLBA, ABA, AICPA, etc.).
Install plan + business case readout
60-minute readout with executive sponsor + any additional stakeholders. We walk the Install plan, the ROI model, the governance findings, and recommended scope. You decide: Install, Beachhead (smaller scope), or no-go.
What you get on paper.
ANONYMIZED SAMPLES. CLIENT-SPECIFIC ARTIFACTS STAY UNDER NDA.
Operations map (PDF + Miro link)
Visual map of every workflow in scope today, color-coded by AI opportunity. Anonymized samples available on request.
AI spend reconciliation (xlsx)
Every line item across the AI stack. Per-seat utilization, contract dates, consolidation candidates.
Workflow ROI model (xlsx)
One row per workflow. Current-state cost, installed-state cost, payback window, recommended Install priority.
AI Readiness scorecard (1-pager)
8 dimensions, scored 1–5, with the specific failures called out by dimension.
Install plan (Notion doc)
Week-by-week phased rollout across the install window. Workflows in scope. Layer-by-layer architecture. Governance signoffs needed.
Governance memo (PDF, legal-ready)
Data routing, audit, model selection rationale, and any vertical-specific compliance considerations. Drafted to be defendable in a regulatory exam.
Inside this phase.
The toolchain is selected per engagement. This is the typical stack.
- Miro / Whimsical (op maps)
- Notion (deliverable layer)
- Anthropic Claude (primary model)
- OpenAI GPT-5 (cross-validation)
- AI Spend Reconciliation Template
- 5-Layer OS Architecture
- AI Readiness Audit Framework
- Workflow ROI Model Template
Your team's role during this phase.
- →Executive sponsor blocks 2 hours/week for the duration of the Sweep — most of it for interviews, none of it for slide review.
- →Operational leads (1–2 per domain in scope) make their team available for 30-min interviews.
- →IT/security lead joins the governance review session in Week 3.
- →Finance lead pulls one AI-vendor spend report. We do the reconciliation work.
- →Nobody else has to clear their calendar. Sweeps don't interrupt operations.
Where this phase ends.
At the end of Week 3, you have everything you'd need to go run the Install yourself with an internal team — operations map, ROI model, governance memo, week-by-week plan. Most clients hire us for the Install. The ones who don't still keep the deliverable. That's the deal.
Book an Ops Call.
30 minutes, operator-to-operator. We talk through your operation and the numbers. If we're not the right fit, we say so on the call.
Book an Ops Call →