# Small collaboration pilot: brief, responsibilities and stage review

P01 reference template | V1.0 | 19 October 2026

Complete using actual business facts. Mark unknown items “to be determined”; do not invent owners, budgets, commitments or results. Changes to existing contracts, rights or obligations require separate authorized confirmation. This template replaces neither agreements nor necessary professional review.

## 1. One-page pilot brief

| Item | Entry |
| --- | --- |
| Pilot name and version | To complete; use a neutral name describing the business scope |
| One problem to solve | To complete; identify where it occurs, impacts and existing evidence |
| Expected improvement | To complete; a target to test, not a guaranteed result |
| Baseline and review criteria | To complete; baseline records, comparison periods, business scope, indicators and criteria |
| Business start and end points | To complete; starting action, ending result and tracking unfinished matters |
| Included scope | To complete; business type, locations/stages, participants and permitted volume |
| Excluded from this round | To complete; prevent continuous scope expansion during the pilot |
| Observation period and review points | To complete; coverage of the business cycle and review timing; no universal day count |
| Coordinator and daily contact | To complete; confirm coordination scope |
| Approver for launch, changes and expansion | To complete; confirm the basis of authority |
| Reviewer and conflict-of-interest handling | To complete; recusal matters and replacement reviewer |
| Resource limits | To complete; staff-hours, cost, volume, system changes and new service commitments |
| Business-rule basis | To complete; version, scope, participant confirmation and effectiveness conditions |
| Contribution records and optional incentives | To complete separately. If no incentives, state “none”; existing goods payments, wages and service obligations remain separate |
| Information use | To complete; source authority, necessary fields, viewers, purposes, retention and handling |
| Suspension and stopping conditions | To complete; triggers, immediate suspension authority, notice and subsequent decision-maker |
| Ownership of unfinished matters | To complete; owners of outstanding orders, settlement, disputes, records and existing obligations |

**Launch confirmation:** participants understand applicable rules and authorized people have confirmed scope/resources. Do not treat unresolved matters as approved.

## 2. Roles and decision authority

Identify an executor and confirmer for every task. Note combined roles; arrange a separate reviewer for direct conflicts of interest.

| Task | Executor | Checker or adviser | Authorized approver/decision-maker |
| --- | --- | --- | --- |
| Define problem, scope and resources | To complete | To complete | To complete |
| Daily business and collaboration handover | To complete | To complete | To complete; identify actions already authorized |
| Record facts and propose corrections | To complete | To complete | To complete; specify correction authority |
| Contribution evaluation and objection review | To complete | To complete; state recusal arrangements | To complete; evaluation does not directly approve allocation |
| Optional rewards and settlement | To complete, or none | To complete, or not applicable | To complete; list source, limit and conditions separately |
| Rule and budget changes | To complete | To complete | To complete; no added commitments before approval |
| Immediate suspension after a trigger | To complete; specify permitted suspension actions | To complete; notification method | To complete; who decides resumption or stopping |
| Stage review and next decision | To complete | To complete; gather differing views | To complete; confirm expansion, adjustment and stopping separately |
| Close-out after stopping | To complete | To complete | To complete; existing obligations must have an owner |

## 3. Operating rule card

1. **Receipt and delivery:** inputs, confirmer, acceptance criteria and exception handling.
2. **Records and checks:** minimum fields, reviewer and traceable corrections.
3. **Contribution and evaluation:** facts by role, evaluation basis and non-comparable items; no unagreed universal weights.
4. **Optional rewards:** none unless arranged. If present, define authorized source, cap, basis, confirmation and settlement conditions; future financing or unrealized funds are not current payment sources.
5. **Objections and changes:** submission route, reviewer, approver, notice and treatment of existing matters.
6. **Suspension and close-out:** when to pause new pilot actions; owners of ongoing performance, reconciliation, disputes and records.

## 4. Minimum record table

One checkable matter per row. Record only information authorized to obtain and necessary for this work.

| Matter ID | Related business and stage | Action, contribution or exception facts | Evidence location and access authority | Current status | Owner and next action |
| --- | --- | --- | --- | --- | --- |
| To complete | To complete | To complete | To complete | Pending check / Confirmed / Disputed / Unfinished | To complete |

Attach evaluation opinions and allocation decisions separately; do not overwrite facts. Retain uncertainty where records cannot be verified; blanks do not mean “no issue”.

## 5. Stage review checklist

Enter “supported / partly supported / further checking needed / not applicable with explanation”, with evidence and unfinished matters. Do not merely tick “completed”.

| Review item | Question to check | Evidence and judgment this round |
| --- | --- | --- |
| Original problem | What changed; are comparison scope and definitions consistent? | To complete |
| Normal performance | Are delivery, service, settlement and unfinished matters clear? | To complete |
| Participant experience | Who benefited and who incurred added waiting, work or burden? | To complete |
| Role coordination | Are duties/handovers clear, or still dependent on extra intervention? | To complete |
| Resource use | Are actual staff-hours, costs, volume and commitments within approval? | To complete |
| Record reliability | Do facts and evidence match; are errors, omissions and authority issues handled? | To complete |
| Rules and disagreements | Is the rule version clear, are objections reviewed, and are there conflicts of interest? | To complete |
| Result interpretation | Did changes in volume, price, season or supply affect conclusions? | To complete |
| Readiness for expansion | What resources, responsibilities and authority are needed; are main exceptions resolved? | To complete |
| Stopping and records | Were stop conditions triggered; can obligations and records be handed over? | To complete |

**Insufficient evidence:** state gaps and follow-up owners. Further observation needs separately approved scope, resources and review points; do not expand on this basis yet.

## 6. Three next decisions

| Decision | Decision basis | Actions to confirm at the same time |
| --- | --- | --- |
| Expand | Checkable improvement, main exceptions resolved, participants/resources ready | Define the next limited scope, resources, duties and authority; verify again |
| Adjust | Local problems, high cost or unclear causes, with a reason to test further | State changes, version, owner and observation conditions; retry after approval |
| Stop | Scope exceeded, risk/cost unacceptable, cooperation conditions unmet or insufficient basis | Stop relevant new actions; assign ongoing performance, settlement, disputes and records |

**Stage decision record:** separate conclusion, evidence, differing views, open matters, approver, scope and notices. Expansion/retry does not automatically reuse expired or unsuitable authority.

## 7. Close-out after suspension or stopping

| Unfinished matter | Existing responsibility and basis | Receiving owner | Action plan and review status |
| --- | --- | --- | --- |
| Ongoing business and services | To complete | To complete | To complete |
| Incurred costs and reconciliation | To complete | To complete | To complete |
| Objections, complaints and other open matters | To complete | To complete | To complete |
| Record permissions, retention or disposal | To complete; follow applicable agreements and retention requirements | To complete | To complete |
| Lessons, rule versions and future applicability | To complete | To complete | To complete |

Close-out records actual progress; choosing “stop” does not complete every matter.