{"id":"ops/paid-pilot-commercial-evidence-process","relativePath":"ops/paid-pilot-commercial-evidence-process.md","title":"Paid Pilot Commercial Evidence Process","markdown":"# Paid Pilot Commercial Evidence Process\n\n## Purpose\n\nThis process turns the first paid museum pilot into auditable commercial evidence without confusing outreach, demonstrations, placeholders, or internal rehearsals with customer proof. It extends the existing entitlement, activation, support, KPI, and evidence-packet workflow in `managed-linked-art-pilot-runbook.md`.\n\n## Evidence Rule\n\nPlaceholder evidence never clears a commercial gate. Every accepted item must name the real tenant, museum, owner, date, source, and durable evidence reference. A draft, unsigned template, demo dataset, internal approval, or unverified verbal statement remains pending.\n\n## Stage 1: Signed Scope And Invoice Evidence\n\nOwner: Sun & Rain Works commercial owner.\n\nRequired evidence:\n\n- signed agreement, purchase order, or written scope approval;\n- real museum legal name, buyer contact, review owner, and publication boundary;\n- fixed fee or rate and approved change-control terms;\n- Invoice evidence: invoice number, issue date, amount, currency, due date, buyer, and durable invoice reference;\n- active exact-tenant manual entitlement using the same invoice reference.\n\nAcceptance check: the buyer pack and entitlement validator accept the real references, and no synthetic marker appears in an account, tenant, or invoice identifier.\n\n## Stage 2: Source Receipt And Delivery Evidence\n\nOwner: pilot delivery owner.\n\nRequired source receipt evidence:\n\n- dataset name, version, format, source namespace, record count, received timestamp, transfer method, checksum, review owner, publication boundary, and deletion date.\n\nRequired Delivery evidence:\n\n- delivery timestamp and recipient;\n- immutable deliverable manifest with filenames or URLs and checksums;\n- mapped and rejected record counts;\n- validation output and results-report reference;\n- delivery email or ticket reference;\n- one correction-pass deadline.\n\nAcceptance check: the delivery manifest accounts for every in-scope deliverable and links to the exact source version.\n\n## Stage 3: Acceptance Evidence\n\nOwner: named museum review owner.\n\nRequired Acceptance evidence:\n\n- accepted, accepted with listed corrections, or not accepted;\n- decision date and reviewer identity;\n- tested acceptance criteria and observed result;\n- correction list and due date when applicable;\n- next commercial decision: stop, extend, implement, host, or revisit later.\n\nSilence is not acceptance and never authorizes publication.\n\n## Stage 4: Time And Cost Evidence\n\nOwner: pilot delivery owner.\n\nRecord Time and cost evidence by work category:\n\n| Category | Required measure |\n|---|---|\n| Discovery and scope | operator hours and loaded hourly cost |\n| Data intake and mapping | operator hours and loaded hourly cost |\n| Validation and review | operator hours and loaded hourly cost |\n| Corrections and support | operator hours and loaded hourly cost |\n| Infrastructure | tenant-attributable hosting, storage, API, and service cost |\n| Third parties | licenses, contractors, payment fees, and approved travel |\n\nThe loaded operator rate must be defined before kickoff and used consistently. Record actual hours, not estimates, after work occurs.\n\n## Stage 5: Customer Feedback\n\nOwner: museum review owner, captured by the commercial owner.\n\nRequired Customer feedback:\n\n- dated reviewer name and role;\n- what was useful, unclear, missing, or incorrect;\n- whether the output improved the named workflow;\n- a 0-10 likelihood-to-continue score plus explanation;\n- requested changes and decision owner.\n\nDo not turn edited marketing copy into customer evidence. Preserve the original response reference.\n\n## Stage 6: Testimonial Or Case Study Permission\n\nOwner: museum communications authority.\n\nTestimonial or case study permission must be separate from delivery acceptance. Record:\n\n- exact approved quote, screenshots, museum name, logo use, and factual claims;\n- approving person and authority;\n- approved channels and publication date range;\n- required attribution and review-before-publication step;\n- withdrawal or correction contact.\n\nNo response means no permission. A private positive comment may inform product work but may not be published.\n\n## Stage 7: Retention Evidence\n\nOwner: commercial owner.\n\nRequired Retention evidence is a dated customer action, not inferred product usage. Accepted signals are:\n\n- signed extension;\n- paid implementation statement of work;\n- paid ongoing-service order;\n- approved expanded scope;\n- renewal or scheduled next paid phase.\n\nRecord the decision date, amount or scope, evidence reference, and next review date. A polite meeting, demo attendance, or unpriced future interest is not retention.\n\n## Stage 8: Gross-Margin Evidence\n\nOwner: finance owner.\n\nRequired Gross-margin evidence uses recognized pilot revenue and attributable delivery cost for the same period:\n\n```text\ngross profit = recognized pilot revenue - direct pilot costs\ngross margin percent = gross profit / recognized pilot revenue * 100\n```\n\nDirect costs include loaded delivery labor, support labor, tenant infrastructure, payment fees, contractors, licenses, and approved travel. Report both the percentage and the underlying revenue and cost references. Do not include unpaid invoice amounts as recognized revenue under this operational calculation.\n\n## Closeout Packet\n\nThe pilot can support a commercial-readiness claim only when the exact tenant has:\n\n1. signed scope and a real invoice;\n2. active invoice-backed entitlement;\n3. source receipt and delivery manifests;\n4. written acceptance or a documented non-acceptance outcome;\n5. actual time, support, infrastructure, and direct-cost entries;\n6. preserved customer feedback;\n7. explicit permission for any published testimonial or case study;\n8. a real retention decision;\n9. a gross-margin calculation tied to the same revenue period;\n10. a generated strict pilot evidence packet with no commercial blockers.\n\n## Existing Commands\n\nUse the current managed ledgers rather than inventing parallel evidence:\n\n```powershell\npnpm pilot:buyer-pack -- --account --tenant --organization \"\" --invoice-ref --owner \"\"\npnpm pilot:activation --tenant= --summary\npnpm pilot:support --tenant= --summary\npnpm pilot:kpi --tenant= --summary\npnpm pilot:evidence --tenant= --account= --markdown --check\n```\n\nDelivery manifests, acceptance records, original feedback, and permission records belong under an exact tenant evidence directory and must be referenced from the KPI or evidence packet. Do not store customer data in the public demonstration directory.\n","sections":[{"level":2,"heading":"Purpose","anchor":"purpose"},{"level":2,"heading":"Evidence Rule","anchor":"evidence-rule"},{"level":2,"heading":"Stage 1: Signed Scope And Invoice Evidence","anchor":"stage-1-signed-scope-and-invoice-evidence"},{"level":2,"heading":"Stage 2: Source Receipt And Delivery Evidence","anchor":"stage-2-source-receipt-and-delivery-evidence"},{"level":2,"heading":"Stage 3: Acceptance Evidence","anchor":"stage-3-acceptance-evidence"},{"level":2,"heading":"Stage 4: Time And Cost Evidence","anchor":"stage-4-time-and-cost-evidence"},{"level":2,"heading":"Stage 5: Customer Feedback","anchor":"stage-5-customer-feedback"},{"level":2,"heading":"Stage 6: Testimonial Or Case Study Permission","anchor":"stage-6-testimonial-or-case-study-permission"},{"level":2,"heading":"Stage 7: Retention Evidence","anchor":"stage-7-retention-evidence"},{"level":2,"heading":"Stage 8: Gross-Margin Evidence","anchor":"stage-8-gross-margin-evidence"},{"level":2,"heading":"Closeout Packet","anchor":"closeout-packet"},{"level":2,"heading":"Existing Commands","anchor":"existing-commands"}],"html":"

Paid Pilot Commercial Evidence Process

\n

Purpose

\n

This process turns the first paid museum pilot into auditable commercial evidence without confusing outreach, demonstrations, placeholders, or internal rehearsals with customer proof. It extends the existing entitlement, activation, support, KPI, and evidence-packet workflow in `managed-linked-art-pilot-runbook.md`.

\n

Evidence Rule

\n

Placeholder evidence never clears a commercial gate. Every accepted item must name the real tenant, museum, owner, date, source, and durable evidence reference. A draft, unsigned template, demo dataset, internal approval, or unverified verbal statement remains pending.

\n

Stage 1: Signed Scope And Invoice Evidence

\n

Owner: Sun & Rain Works commercial owner.

\n

Required evidence:

\n
  • signed agreement, purchase order, or written scope approval;
  • real museum legal name, buyer contact, review owner, and publication boundary;
  • fixed fee or rate and approved change-control terms;
  • Invoice evidence: invoice number, issue date, amount, currency, due date, buyer, and durable invoice reference;
  • active exact-tenant manual entitlement using the same invoice reference.
\n

Acceptance check: the buyer pack and entitlement validator accept the real references, and no synthetic marker appears in an account, tenant, or invoice identifier.

\n

Stage 2: Source Receipt And Delivery Evidence

\n

Owner: pilot delivery owner.

\n

Required source receipt evidence:

\n
  • dataset name, version, format, source namespace, record count, received timestamp, transfer method, checksum, review owner, publication boundary, and deletion date.
\n

Required Delivery evidence:

\n
  • delivery timestamp and recipient;
  • immutable deliverable manifest with filenames or URLs and checksums;
  • mapped and rejected record counts;
  • validation output and results-report reference;
  • delivery email or ticket reference;
  • one correction-pass deadline.
\n

Acceptance check: the delivery manifest accounts for every in-scope deliverable and links to the exact source version.

\n

Stage 3: Acceptance Evidence

\n

Owner: named museum review owner.

\n

Required Acceptance evidence:

\n
  • accepted, accepted with listed corrections, or not accepted;
  • decision date and reviewer identity;
  • tested acceptance criteria and observed result;
  • correction list and due date when applicable;
  • next commercial decision: stop, extend, implement, host, or revisit later.
\n

Silence is not acceptance and never authorizes publication.

\n

Stage 4: Time And Cost Evidence

\n

Owner: pilot delivery owner.

\n

Record Time and cost evidence by work category:

\n

| Category | Required measure |

\n

|---|---|

\n

| Discovery and scope | operator hours and loaded hourly cost |

\n

| Data intake and mapping | operator hours and loaded hourly cost |

\n

| Validation and review | operator hours and loaded hourly cost |

\n

| Corrections and support | operator hours and loaded hourly cost |

\n

| Infrastructure | tenant-attributable hosting, storage, API, and service cost |

\n

| Third parties | licenses, contractors, payment fees, and approved travel |

\n

The loaded operator rate must be defined before kickoff and used consistently. Record actual hours, not estimates, after work occurs.

\n

Stage 5: Customer Feedback

\n

Owner: museum review owner, captured by the commercial owner.

\n

Required Customer feedback:

\n
  • dated reviewer name and role;
  • what was useful, unclear, missing, or incorrect;
  • whether the output improved the named workflow;
  • a 0-10 likelihood-to-continue score plus explanation;
  • requested changes and decision owner.
\n

Do not turn edited marketing copy into customer evidence. Preserve the original response reference.

\n

Stage 6: Testimonial Or Case Study Permission

\n

Owner: museum communications authority.

\n

Testimonial or case study permission must be separate from delivery acceptance. Record:

\n
  • exact approved quote, screenshots, museum name, logo use, and factual claims;
  • approving person and authority;
  • approved channels and publication date range;
  • required attribution and review-before-publication step;
  • withdrawal or correction contact.
\n

No response means no permission. A private positive comment may inform product work but may not be published.

\n

Stage 7: Retention Evidence

\n

Owner: commercial owner.

\n

Required Retention evidence is a dated customer action, not inferred product usage. Accepted signals are:

\n
  • signed extension;
  • paid implementation statement of work;
  • paid ongoing-service order;
  • approved expanded scope;
  • renewal or scheduled next paid phase.
\n

Record the decision date, amount or scope, evidence reference, and next review date. A polite meeting, demo attendance, or unpriced future interest is not retention.

\n

Stage 8: Gross-Margin Evidence

\n

Owner: finance owner.

\n

Required Gross-margin evidence uses recognized pilot revenue and attributable delivery cost for the same period:

\n
\ngross profit = recognized pilot revenue - direct pilot costs\ngross margin percent = gross profit / recognized pilot revenue * 100\n
\n

Direct costs include loaded delivery labor, support labor, tenant infrastructure, payment fees, contractors, licenses, and approved travel. Report both the percentage and the underlying revenue and cost references. Do not include unpaid invoice amounts as recognized revenue under this operational calculation.

\n

Closeout Packet

\n

The pilot can support a commercial-readiness claim only when the exact tenant has:

\n
  1. signed scope and a real invoice;
\n
  1. active invoice-backed entitlement;
\n
  1. source receipt and delivery manifests;
\n
  1. written acceptance or a documented non-acceptance outcome;
\n
  1. actual time, support, infrastructure, and direct-cost entries;
\n
  1. preserved customer feedback;
\n
  1. explicit permission for any published testimonial or case study;
\n
  1. a real retention decision;
\n
  1. a gross-margin calculation tied to the same revenue period;
\n
  1. a generated strict pilot evidence packet with no commercial blockers.
\n

Existing Commands

\n

Use the current managed ledgers rather than inventing parallel evidence:

\n
\npnpm pilot:buyer-pack -- --account <account> --tenant <tenant> --organization "<museum>" --invoice-ref <invoice> --owner "<owner>"\npnpm pilot:activation --tenant=<tenant> --summary\npnpm pilot:support --tenant=<tenant> --summary\npnpm pilot:kpi --tenant=<tenant> --summary\npnpm pilot:evidence --tenant=<tenant> --account=<account> --markdown --check\n
\n

Delivery manifests, acceptance records, original feedback, and permission records belong under an exact tenant evidence directory and must be referenced from the KPI or evidence packet. Do not store customer data in the public demonstration directory.

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