# Client review pack Generated by AI Automation Scope-to-Proposal Kit v1.0.0. Draft only. Human review required. --- # Discovery brief — Northstar Dental — fictional demo / New patient enquiry routing **Prepared by:** Example Automation Studio **Date:** 2026-07-19 ## Decision objective Decide whether the written workflow is valuable, feasible, permissioned, and testable before committing to build. ## Current problem Reception staff manually copy website enquiries into the CRM, check treatment type, assign an owner, and send an acknowledgement. Enquiries arriving after hours wait until the next shift and duplicate submissions are sometimes entered twice. ## Trigger A new patient enquiry is submitted through the approved website form. ## Proposed happy path 1. Validate required consent and contact fields 2. Check for an existing CRM record using email and phone 3. Create or update one CRM record 4. Route by treatment type and location 5. Pause any external acknowledgement for staff approval during the pilot 6. Write a timestamped result or error receipt ## Systems involved - Website form - CRM - staff approval inbox ## Measurable acceptance result Ten approved test enquiries create or update exactly one CRM record, reach the correct owner, and produce a result receipt within two minutes. ## Evidence still required - Client process owner confirms the current and proposed workflow. - Frequency, effort, loaded cost, exception rate, and source-data quality are confirmed. - Platform/API capability, permissions, privacy, and third-party fees are checked. - Test records and named approvers are available. ## Known risk or dependency CRM API access and field quality must be confirmed. Patient information requires client-led privacy review and minimum-access controls. ## Discovery decision Proceed only if the client confirms the facts and the workflow can pass the acceptance plan. > Generated 2026-07-19. Draft only. Verify client facts, assumptions, access, privacy, platform limits, pricing, dates, and contract language before use. --- # Conservative value scenario — Northstar Dental — fictional demo / New patient enquiry routing ## Scenario result - Current manual load: **30.3 hours/month** - Risk-adjusted capacity recovered: **10.8 hours/month** - Gross capacity value: **A$520/month** - Year-one solution cost: **A$4,680** - Year-one net scenario value: **A$1,561** - Scenario ROI: **33.4%** - Commercial signal: **worth validating** ## Inputs and discounts - 12 minutes per occurrence × 35 occurrences per week × 4.33 weeks - A$48 loaded hourly cost - 55% recoverable share to preserve human work and exceptions - 65% confidence factor for data quality, adoption, and unknowns - A$2,400 setup + A$190 monthly tools/support - Result: 10.8 risk-adjusted hours and A$520 gross capacity value per month - Year-one net scenario: A$1,561; this is not guaranteed cash savings or revenue ## Interpretation Capacity value is not the same as cash savings, headcount reduction, or revenue. The client must confirm every input. If recovered time cannot be redeployed to valuable work, use a lower hourly value or treat the result as operational capacity only. **Validation gate:** A positive scenario permits further discovery; it does not prove actual savings or sales. > Generated 2026-07-19. Draft only. Verify client facts, assumptions, access, privacy, platform limits, pricing, dates, and contract language before use. --- # Scope of work — Northstar Dental — fictional demo / New patient enquiry routing ## Outcome Implement and test the written workflow against this measurable result: > Ten approved test enquiries create or update exactly one CRM record, reach the correct owner, and produce a result receipt within two minutes. ## Included workflow 1. Validate required consent and contact fields 2. Check for an existing CRM record using email and phone 3. Create or update one CRM record 4. Route by treatment type and location 5. Pause any external acknowledgement for staff approval during the pilot 6. Write a timestamped result or error receipt ## Included systems - Website form - CRM - staff approval inbox ## Deliverables - Confirmed workflow and field/rule map - Bounded implementation for the written happy path - Named human approval points - Error handling and incident ownership - Acceptance test evidence - Operating and handoff guide without embedded secrets ## Explicit exclusions - Cold outreach or marketing campaigns - Historical CRM cleanup or migration - Medical advice, treatment recommendations, or automated clinical decisions - Unapproved external sends - Custom mobile app ## Approval required for - Any patient-facing message during the pilot - Production release - Record deletion or bulk updates - Any scope change ## Failure ownership Errors, access failures, blocked actions, and exception review route to **Client Operations Manager**. ## Client responsibilities - Supply accurate business rules, test data, and named system owners. - Grant minimum necessary access through named accounts or a password manager. - Never send passwords, recovery codes, API keys, or tokens in project documents or chat. - Review client/customer-facing output before release unless separate authority is written. - Complete feedback and approvals within the agreed timeline. ## Timeline Target: 3 week(s), subject to access, platform capability, test data, and client review. ## Change control Anything outside the written workflow, systems, data fields, volumes, approvals, exclusions, or acceptance tests becomes a separately reviewed change. No silent scope expansion. > Generated 2026-07-19. Draft only. Verify client facts, assumptions, access, privacy, platform limits, pricing, dates, and contract language before use. --- # Proposal — New patient enquiry routing **Prepared for:** Northstar Dental — fictional demo **Prepared by:** Example Automation Studio **Date:** 2026-07-19 ## The current problem Reception staff manually copy website enquiries into the CRM, check treatment type, assign an owner, and send an acknowledgement. Enquiries arriving after hours wait until the next shift and duplicate submissions are sometimes entered twice. ## Proposed outcome A bounded automation that begins when **A new patient enquiry is submitted through the approved website form.** and passes this acceptance result: > Ten approved test enquiries create or update exactly one CRM record, reach the correct owner, and produce a result receipt within two minutes. ## What is included - Discovery confirmation and workflow map - Implementation of the written happy path - Human approvals and error ownership - Acceptance tests with evidence - Operating guide and handoff ## Investment - Setup: **A$2,400** - Monthly tools/support: **A$190** - Payment terms: **50% at start; 50% after acceptance tests pass** - Third-party usage, platform, tax, legal, compliance, and out-of-scope fees: excluded unless written otherwise ## Conservative value scenario Using client-confirmed inputs, the model shows **10.8 risk-adjusted hours/month** and **A$520/month** in gross capacity value. Year-one net scenario: **A$1,561**. This is a discussion scenario, not guaranteed cash savings, revenue, headcount reduction, or ROI. ## Timeline Target: **3 week(s)** after required access, test data, and rules are available. ## Boundaries - Cold outreach or marketing campaigns - Historical CRM cleanup or migration - Medical advice, treatment recommendations, or automated clinical decisions - Unapproved external sends - Custom mobile app ## Support Fourteen days for defects against the written scope after acceptance. New workflows, fields, integrations, or platform changes are separately scoped. ## Next decision Confirm the discovery facts, scope, exclusions, owners, price, and acceptance plan. Do not start production work until those items and access are approved. > Generated 2026-07-19. Draft only. Verify client facts, assumptions, access, privacy, platform limits, pricing, dates, and contract language before use. --- # Acceptance test plan — Northstar Dental — fictional demo / New patient enquiry routing **Primary success result:** Ten approved test enquiries create or update exactly one CRM record, reach the correct owner, and produce a result receipt within two minutes. | ID | Test | Input | Expected result | Evidence | Owner | Status | |---|---|---|---|---|---|---| | AT-01 | Happy path | Known valid test record | Correct result once, within the agreed target | Source/destination IDs + timestamp | Client Operations Manager | Pending | | AT-02 | Missing field | Required field absent | Safe reject or named fallback; no bad write | Block/error receipt | Client Operations Manager | Pending | | AT-03 | Duplicate/replay | Existing record or repeated event | Written dedupe/update rule executes once | Before/after IDs | Client Operations Manager | Pending | | AT-04 | Permission failure | Access removed or expired | Unsafe action stops; owner alerted | Alert + blocked receipt | Client Operations Manager | Pending | | AT-05 | Human approval | Approval-required case | Pauses until named approval; no premature action | Approval record + action timestamp | Client Operations Manager | Pending | | AT-06 | Exception path | Known business exception | Written fallback runs or item is quarantined | Exception receipt | Client Operations Manager | Pending | ## Release gate - [ ] Every critical test passed with evidence. - [ ] Client owner confirmed source data and business rules. - [ ] Known exceptions and manual fallback documented. - [ ] Secrets are outside code, chat, generated docs, and evidence. - [ ] Monitoring/error owner can identify and stop failures. - [ ] Revoke/disable process is known. - [ ] Client sign-off is recorded. ## Rollback / stop condition Pause the affected path when output is duplicated, routed incorrectly, missing required approvals, exposing restricted data, or failing the stated success result. Route review to **Client Operations Manager**. > Generated 2026-07-19. Draft only. Verify client facts, assumptions, access, privacy, platform limits, pricing, dates, and contract language before use. --- # Access and handoff — Northstar Dental — fictional demo / New patient enquiry routing ## Minimum-access register | System | Owner | Named account/user | Minimum permission | Provisioned | Review/revoke date | |---|---|---|---|---|---| | Website form | [OWNER] | [NAMED USER] | [READ / DRAFT / WRITE] | [DATE] | [DATE] | | CRM | [OWNER] | [NAMED USER] | [READ / DRAFT / WRITE] | [DATE] | [DATE] | | staff approval inbox | [OWNER] | [NAMED USER] | [READ / DRAFT / WRITE] | [DATE] | [DATE] | **Secret rule:** Never paste passwords, recovery codes, API keys, tokens, private client data, or payment details into this document or the app. Use named invitations or the client's approved password manager. ## Approval register - Any patient-facing message during the pilot - Production release - Record deletion or bulk updates - Any scope change ## Incident owner **Client Operations Manager** owns first response, pause/disable decisions, and escalation. ## Known risk / dependency CRM API access and field quality must be confirmed. Patient information requires client-led privacy review and minimum-access controls. ## Handoff checklist - [ ] Workflow and rule map delivered - [ ] Configuration inventory delivered without secrets - [ ] Acceptance evidence linked - [ ] Monitoring and incident owner named - [ ] Manual fallback documented - [ ] Third-party costs documented - [ ] Known limitations documented - [ ] Support boundary documented - [ ] Revoke/disable process tested - [ ] Client owner confirms receipt ## Support boundary Fourteen days for defects against the written scope after acceptance. New workflows, fields, integrations, or platform changes are separately scoped. > Generated 2026-07-19. Draft only. Verify client facts, assumptions, access, privacy, platform limits, pricing, dates, and contract language before use.