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| case_studies:policy_overload_to_procurement_ready_modernization [2026/06/26 19:48] – [The Procurement Path] leonidas | case_studies:policy_overload_to_procurement_ready_modernization [2026/06/26 19:59] (current) – [The OKF Bundle Pilot] leonidas | ||
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| Line 88: | Line 88: | ||
| The scope identified: | The scope identified: | ||
| - | * The specific workflow to be examined | + | ^ Defined Scope ^ |
| - | * The documents and stakeholders involved | + | | The specific workflow to be examined |
| - | * The engagement timeline | + | | The documents and stakeholders involved |
| - | * The exact deliverables | + | | The engagement timeline |
| - | * The fixed price | + | | The exact deliverables |
| - | * The acceptance criteria | + | | The fixed price | |
| - | * The approach to confidentiality and agency information | + | | The acceptance criteria |
| - | * The role of human review, governance, and responsible AI considerations | + | | The approach to confidentiality and agency information |
| + | | The role of human review, governance, and responsible AI considerations | ||
| Maria was able to bring the request to procurement with a simple explanation: | Maria was able to bring the request to procurement with a simple explanation: | ||
| Line 115: | Line 116: | ||
| It was selected because the proposal made the buyer’s job easier. | It was selected because the proposal made the buyer’s job easier. | ||
| - | * The scope was clear. | + | ^ Why the Engagement Was Approved ^ |
| - | * The price was credible. | + | | The scope was clear. |
| - | * The project timeline was practical. | + | | The price was credible. |
| - | * The deliverables were specific. | + | | The project timeline was practical. |
| - | * The data-handling language addressed agency concerns. | + | | The deliverables were specific. |
| - | * The acceptance criteria made it clear what the agency would receive. | + | | The data-handling language addressed agency concerns. |
| + | | The acceptance criteria made it clear what the agency would receive. | ||
| The proposal did not promise vague digital transformation. | The proposal did not promise vague digital transformation. | ||
| Line 136: | Line 138: | ||
| The audit identified: | The audit identified: | ||
| - | * Redundant approval steps | + | ^ Key Findings ^ |
| - | * Conflicting policy references | + | | Redundant approval steps | |
| - | * Outdated forms and documents | + | | Conflicting policy references |
| - | * Undocumented exception handling | + | | Outdated forms and documents |
| - | * Dependence on informal staff knowledge | + | | Undocumented exception handling |
| - | * Training gaps for new employees | + | | Dependence on informal staff knowledge |
| - | * Opportunities to simplify the workflow | + | | Training gaps for new employees |
| - | * Areas where human judgment was essential | + | | Opportunities to simplify the workflow |
| - | * Areas where structured knowledge, automation, or AI could support staff | + | | Areas where human judgment was essential |
| + | | Areas where structured knowledge, automation, or AI could support staff | | ||
| The final deliverable was more than a report. | The final deliverable was more than a report. | ||
| Line 150: | Line 153: | ||
| It gave the agency a practical, prioritized roadmap. | It gave the agency a practical, prioritized roadmap. | ||
| - | * Identify workflow steps that could be simplified immediately. | + | ^ Recommended Next Steps ^ |
| - | * Establish one authoritative and maintained source for critical policies. | + | | Identify workflow steps that could be simplified immediately. |
| - | * Assign citations, ownership, and review dates to priority documents. | + | | Establish one authoritative and maintained source for critical policies. |
| - | * Clarify decisions requiring human approval and accountability. | + | | Assign citations, ownership, and review dates to priority documents. |
| - | * Convert high-value agency knowledge into structured, governed content. | + | | Clarify decisions requiring human approval and accountability. |
| - | * Identify areas where automation or AI could eventually provide support. | + | | Convert high-value agency knowledge into structured, governed content. |
| - | * Define a responsible pilot that can demonstrate value quickly. | + | | Identify areas where automation or AI could eventually provide support. |
| + | | Define a responsible pilot that can demonstrate value quickly. | ||
| The agency was no longer asking: | The agency was no longer asking: | ||
| Line 174: | Line 178: | ||
| The pilot focused on a defined collection of priority materials: | The pilot focused on a defined collection of priority materials: | ||
| - | * Policies | + | ^ Knowledge Components ^ |
| - | * Procedures | + | | Policies |
| - | * Decision rules | + | | Procedures |
| - | * Forms | + | | Decision rules | |
| - | * Frequently asked questions | + | | Forms | |
| - | * Exception guidance | + | | Frequently asked questions |
| - | * Staff instructions | + | | Exception guidance |
| - | * Source citations | + | | Staff instructions |
| - | * Content ownership and review responsibilities | + | | Source citations |
| + | | Content ownership and review responsibilities | ||
| The result was a structured, citation-backed, | The result was a structured, citation-backed, | ||
| Line 190: | Line 195: | ||
| Instead of allowing AI to rely on scattered, outdated, or unverified information, | Instead of allowing AI to rely on scattered, outdated, or unverified information, | ||
| - | * The authoritative source | + | ^ Governance Checks ^ |
| - | * The responsible owner | + | | The authoritative source |
| - | * The review date | + | | The responsible owner | |
| - | * The relevant workflow | + | | The review date | |
| - | * The appropriate use case | + | | The relevant workflow |
| - | * The need for human oversight | + | | The appropriate use case | |
| + | | The need for human oversight | ||
| ===== Business Impact ===== | ===== Business Impact ===== | ||