A build is finished when the team runs it without help, and a business should be able to prove that with something more concrete than a launch announcement. What follows is four artefacts, one per stage of Activate, showing exactly what a business has in hand once a workflow is genuinely adopted rather than just switched on.
Skills assessed
People are assessed on the workflow they will actually run, not generic AI literacy. Before Activate begins, the team member's current fluency with the specific tool, the specific exception cases, and the specific review responsibilities is mapped, so training time goes to the real gap rather than a generic course nobody needed half of.
| Exception review | Policy judgement | Tool operation | Escalation | |
|---|---|---|---|---|
| AP Clerk | 3/4 | 1/4 | 3/4 | 1/4 |
| Finance Lead | 4/4 | 4/4 | 4/4 | 4/4 |
Current fluency against the target for this workflow.
Runbooks created
This is the SOP a business already has, rebuilt for a workflow that now includes an AI step. Documentation is written to one standard: a new hire could pick it up and run the workflow correctly without asking anyone. That means the common case is covered, but so is the exception path, the escalation contact, and a change log showing what has been updated and why. A runbook that only covers the happy path is not finished.
- Common case
- Standard invoice, OCR match, approve and post.
- Exception path
- Non-standard layout or low confidence → escalate to AI judgement → flag for review.
- Who to ask
- AP Clerk → Finance Lead → Finance Systems Owner.
- What changed last
- 12 June 2026: added new vendor format to standard layout list.
Ownership defined
Every workflow that ships has one named owner, and the ownership record states what they are responsible for: monitoring performance, approving policy or content changes that feed it, and being the first call when something breaks. It also states what happens when the owner changes roles, so a workflow never quietly becomes ownerless the way pilots often do.
- Workflow
- Invoice capture, matching and exception routing
- Owner
- Finance Systems Owner
- Escalation
- Finance Lead → Finance Systems Owner
- Review cadence
- Monthly, or on any policy change
- Change log
- 3 entries since Pilot
Adoption measured
Leaders see whether a workflow is actually being used, not just whether it launched. That means usage trends, the quality proxy specific to that workflow (drafts sent unedited, exception rates, time saved against baseline), and a simple flag for workflows that are drifting out of use, so a quiet failure gets noticed before it becomes an expensive one.
Weekly active users
6 of 6 assigned
Drafts sent unedited
71%
The definition of done: the business can run this without outside support.
- Skills
- At target, 2 of 2 team members
- Runbook
- Validated by a new starter
- Owner
- Named, escalation confirmed
- Adoption
- Steady for 4 weeks
- Support
- Ends 30 August