Strategy · Guide
Questions to ask before signing an AI implementation proposal
Use procurement to expose delivery responsibilities, not only compare headline prices.
Ask for the workflow boundary
Request a plain-language explanation of what goes in, what comes out, and which actions remain with people. Ask the provider to show one uncertain case, not only a successful example. NIST’s adaptable playbook is background for context-sensitive review; our procurement recommendation is to test whether the provider can describe the actual operating boundary without relying on impressive but undefined claims about agents or intelligence.
Ask about access and providers
Identify the systems, data, hosting providers, and model services involved. Ask how access is approved and removed, and which party owns the configuration. Do not accept private as a complete explanation. In an illustrative document project, storing files in one environment does not tell you whether document text is sent elsewhere for processing. Obtain a clear data-flow explanation and arrange specialist review when the workflow requires it.
Workflow at a glance
Ask what happens after acceptance
Separate hosting, monitoring, defect fixes, user support, and feature changes. Ask about included hours, response coverage, usage limits, and who responds to provider changes. A fixed project fee does not automatically include lifetime operation. If support is optional, request the handover materials needed to run or replace the solution. The customer should understand the operating agreement before becoming dependent on the workflow.
Ask how the decision can change
Agree on acceptance examples, a fallback, an exit route, and a process for scope changes. Invite the provider to explain when it would recommend stopping. A vendor willing to name unsuitable cases may offer better decision support than one promising universal automation. Keep all proposed benefits labeled as estimates until measured locally. Procurement is successful when both parties can explain the same responsibilities, not merely when the lowest quote is chosen.
A vendor clarification record
Record every important answer in a shared clarification sheet and incorporate agreed responsibilities into the proposal. A reassuring sales call is not a durable operating agreement. Ask the provider to identify which questions require a specialist or further discovery. That answer is often more credible than certainty without evidence, and helps both sides price the remaining uncertainty before implementation starts.
Sources and further reading
- NIST AI RMF Playbook FAQsNIST AI RMF Playbook FAQsNIST · Documentation ·
- Microsoft Copilot adoption guide and overview for IT adminsMicrosoft Copilot adoption guide and overview for IT adminsMicrosoft · Documentation ·
Editorial approach
AI-assisted original writing, checked against linked public sources. Practical recommendations and illustrative scenarios are editorial analysis, not reported client results. Source dates and product details may differ from this collection’s preparation date.