AI pilot decision checklist for schools and nonprofits

Name the task and the alternative

Describe the input, expected output, and person using the result. Compare the proposed pilot with the current process and with simpler alternatives. If the task can be improved by clearer ownership or a standard template, include that option in the decision.

Set the boundaries

• Which information may be used in the pilot?
• Who approves access and reviews the proposed data handling?
• Which outputs require human review before use?
• What actions are outside the pilot’s authority?
• How will a person correct an error or use the original workflow?

Confirm organizational policies and applicable requirements with the responsible people before using real records. An exploratory conversation or a prototype does not establish permission to process sensitive information.

Define a fair evaluation

Choose representative tasks and record the current process before comparing results. Review accuracy, usefulness, correction effort, and time spent checking outputs. Faster generation does not necessarily mean less total work.

Include difficult examples and incomplete inputs. Decide what evidence must be retained to understand a result and who reviews the pilot findings.

Agree on continuation and stop conditions

Set a review date and name the decision owner. Write down what would lead to expansion, revision, or stopping: unacceptable errors, excessive correction effort, unresolved data access, or a lack of useful improvement.

NovaPath can help scope an advisory conversation around these decisions. Share the task, users, constraints, and decision deadline. Specific platform choices and implementation commitments follow evaluation and scoping.