# 12-month AI transformation roadmap and gate worksheet

Use this worksheet to turn an AI ambition into twelve owned monthly commitments. A date does not approve progress: pass each gate with evidence before expanding scope, volume or authority.

## Year-one outcome

- Business outcome the programme should improve:
- Executive sponsor:
- Programme lead or technical steward:
- Budget horizon:
- Non-negotiable principles:
- Current AI systems and experiments recorded in:

## Monthly roadmap

| Month | Focus | Accountable owner | Evidence due | Decision | Due date |
|---:|---|---|---|---|---|
| 1 | Ownership, AI inventory and transformation charter |  | System register and current-state map | Continue / repair visibility |  |
| 2 | Workflow baselines and first-use-case selection |  | Prioritised portfolio and one measured baseline | Gate 1: problem |  |
| 3 | Target workflow, data, tools, permissions and evaluation design |  | Design pack and acceptance criteria | Gate 2: design |  |
| 4 | Smallest end-to-end pilot |  | Working slice, runbook, logs and test set | Continue / narrow / stop |  |
| 5 | Deployment-like evaluation |  | Results, defects and release recommendation | Gate 3: pilot |  |
| 6 | Limited production release |  | 30-day outcome, risk and cost evidence | Gate 4: production |  |
| 7 | Reusable technical and control foundations |  | Reference architecture and control library | Adopt / revise standards |  |
| 8 | Role-based training and assessment |  | Demonstrated capability by role | Continue / close gaps |  |
| 9 | Second workflow through the same gates |  | Reuse-versus-custom evidence | Gate 5: reuse |  |
| 10 | AI operating model |  | Intake, tiers, RACI, register and review cadence | Approve operating model |  |
| 11 | Selective scale and dependency review |  | Scale/hold/retire decisions and vendor actions | Commit / renegotiate / exit |  |
| 12 | Annual evidence review and year-two portfolio |  | Outcome review, budget and prioritised portfolio | Gate 6: scale |  |

## Decision-gate record

For every gate record:

1. Decision requested.
2. Evidence reviewed and its version/date.
3. Critical failures or unresolved controls.
4. Outcome: approve, approve with conditions, return for rework, simplify, or stop.
5. Residual risk and accountable acceptor.
6. Scope, volume, data and authority limits after the decision.
7. Each condition with one owner and due date.
8. Next review trigger and date.

## Portfolio scorecard

For each production workflow report:

- Accepted outcomes and relevant business result against baseline.
- Cycle time, quality, capacity and customer or employee impact.
- Exception, correction, escalation and human-review burden.
- Critical policy, privacy, security or unauthorised-action events.
- Full cost per accepted outcome, including review and maintenance.
- Current owner, consequence tier, system version and evaluation date.
- Decision recommendation: scale, hold, remediate, restrict or retire.

## Year-end questions

- Which workflows created verified value after corrections and full operating cost?
- Which controls, integrations and skills were reused by more than one workflow?
- Which experiments were stopped, and what did the organisation learn?
- Where are owner, data, evaluation, security or support gaps blocking several teams?
- Which three outcomes deserve investment next year?
- Which systems should be scaled, held, repaired or retired?

This is an operating worksheet, not legal, security or regulatory advice. Strengthen review according to the sector, data, users, jurisdiction and consequence of each workflow.