Baseline
Record accepted outputs, effort and errors in the current process.
Before the pilot
Pilot
Use comparable work and include review, rework and operating cost.
During the pilot
Decision
Compare the evidence with the target agreed at the start.
Continue, change or stop
Set up the comparison
- Name the workflow, owner, reviewer and review date.
- Choose comparable baseline and pilot periods; record volume and task mix.
- Write the acceptance criteria and target before the pilot starts.
- Keep the source of each number and note staffing, demand or policy changes that could affect the comparison.
| Measure | How to record it |
|---|---|
| Time per accepted output | Total preparation + review + rework minutes / accepted outputs. Use comparable task samples; include human review time. |
| Acceptance rate | Accepted outputs / reviewed outputs x 100. Write the acceptance criteria before collecting results. |
| Rework rate | Outputs requiring rework / reviewed outputs x 100. Count each output once, even if it is revised more than once. |
| Operating outcome | Choose one workflow-specific outcome and define its denominator. Record confounding changes such as staffing or seasonality. |
| Running cost | Model + hosting + other direct usage cost over the agreed period. Specify currency and keep implementation fees separate. |
| Exceptions | Count of cases requiring escalation or correction. Record severity and resolution, not just the total. |
A worked example
Illustrative: baseline work takes 240 minutes for 8 accepted reports, or 30 minutes per report. The pilot takes 180 minutes including review and rework for 9 accepted reports, or 20 minutes per report. The difference is 10 minutes per accepted report. These are example figures, not Genaima customer results.
Do not compare total minutes alone when the number of accepted outputs changes. If either period has zero accepted outputs, time per accepted output is undefined; record the failure and investigate it. Do not describe saved time as cash saved unless there is a real change in cost or capacity you can evidence.
Use the worksheet
Download the CSV and open it in your spreadsheet tool. Fill the period, value, source, owner and target columns for each measure. The template contains definitions and empty measurement cells; it does not calculate results for you. Keep implementation fees separate from recurring usage costs, and retain the underlying logs.
Make the review decision
Compare the result with the target agreed at the start. Review rejected outputs, exceptional cases and the effort of keeping the workflow running. Record one decision: continue, change scope or stop, with an owner and next review date. An improvement in one metric should not hide a deterioration in quality or an unmanageable review burden.