- Process
- Template
- 2 min read
AI Adoption Process Map - MSP Template
Capture inputs, reviews, and decision points in one simple flow so AI adoption stays safe, clear, and actionable.
How to use this template
- Replace placeholders with your context (client, service, data, tools).
- At each step, list inputs, owners/reviewers, and define the decision criteria.
- Use Yes/No paths to keep the flow clear and actionable.
- Mark steps as complete with the checkboxes.
| Step | Inputs | Action/Activity | Review (Role/Owner) | Decision Point (Yes / No) | Output / Next Step |
|---|---|---|---|---|---|
| 1. Discovery [ ] | Client goals, pain points, constraints | Identify high-value AI opportunities (internal & client-facing) | Engagement lead + client sponsor | Proceed to Prioritization? (value > effort) | Draft opportunity list |
| 2. Prioritization [ ] | Opportunity list, ROI assumptions | Score and rank use cases (value, risk, data readiness) | Product/BA + security | Top 1-3 use cases selected? | Shortlist + hypothesis statements |
| 3. Data Readiness [ ] | Data sources, access, quality checks | Map data, confirm permissions, privacy & compliance | Data steward + compliance | Data fit-for-purpose? | Data readiness report |
| 4. Pilot Design [ ] | Shortlist, success metrics, users | Define pilot scope, metrics, guardrails, timeline | Pilot owner + client sponsor | Pilot plan approved? | Pilot plan (RACI, metrics, risks) |
| 5. Build & Integrate [ ] | Pilot plan, environments, tooling | Configure, prototype, integrate workflows | Engineering + QA | Meets acceptance criteria? | Tested pilot build |
| 6. Review & Risk [ ] | Results, logs, cost, security review | Assess accuracy, bias, safety, cost-to-serve | Security + compliance + finance | Risk acceptable with controls? | Risk register + controls |
| 7. Decision Gate [ ] | Pilot metrics, stakeholder feedback | Go / No-Go / Iterate decision | Steering committee | Go? | If Yes -> Rollout; If No -> Rework |
| 8. Rollout [ ] | Go decision, training content | Enable users, training, support runbooks | Change mgmt + support | Adoption > threshold? | Production rollout + support model |
| 9. Monitor & Improve [ ] | Usage analytics, incidents | Track KPIs, costs, quality; backlog improvements | Product + ops | Benefits sustained? | Quarterly review + roadmap |
Decision mini-template (use at any step)
Fill once per gate to keep criteria explicit.
| Gate name | e.g., Pilot Go/No-Go |
|---|---|
| Criteria (must meet) | Accuracy >= %; Cost/req <= $; Security controls in place; User NPS >= __ |
| Decision | Go [ ] No-Go [ ] Iterate [ ] |
| Next step if No-Go | Return to step __ and address __ |
Notes & assumptions
- Tooling: Copilot for M365, Azure OpenAI, approved LLMs
- Compliance: Follow client/regional requirements (privacy, data residency, logging)
- RACI: Clearly assign owners for each step and review