Sheet 06 · Department allocation
AI by Department
Every team gets the platform that fits its work and its data class — not one tool forced on everyone. All costs are non-binding starting estimates; licenses are quoted separately at current vendor pricing.
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Executive & Leadership
Less time reconstructing what happened in meetings and email; faster, better-grounded decisions.
What they use AI for
- Meeting summaries and action items
- Board and customer briefing drafts
- Email and document triage
Recommended platforms
Microsoft CopilotInternal data inside the Microsoft 365 tenant.
Indicative cost
No new AI license cost — Copilot Enterprise is already licensed. Additional seats run $30/user/month at current vendor pricing. The gap is adoption: setup & governance to get full value from the existing licenses, from $5,000 one-time, non-binding.
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Engineering
Long technical documents stop being a bottleneck: specs, standards, and root-cause reports get a capable reading partner.
What they use AI for
- Specification and standard review
- Root-cause report drafting
- Contract and requirements analysis
Recommended platforms
Claude Local modelsRestricted or export-controlled content stays on local models only.
Indicative cost
Existing Claude seats cover the first users; additional Team Standard seats about $25/user/month ($20 on annual commitment — current vendor pricing, quoted separately). Local models carry no per-seat license — hardware and setup quoted separately. All figures non-binding.
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Manufacturing & Operations
Answers from procedures and SOPs in seconds instead of a walk to the office, on infrastructure the plant controls.
What they use AI for
- SOP and procedure lookup via the knowledge assistant
- Shift-note summarization
- Inventory forecasting support (Phase 4)
Recommended platforms
Local models Microsoft CopilotProprietary process data served by the local knowledge assistant — nothing leaves your infrastructure.
Indicative cost
Internal Knowledge Assistant: from $10,000 one-time, non-binding. No per-seat AI license for local models.
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Quality
Consistent, well-written quality documentation with less typing — and a data-readiness path toward vision inspection.
What they use AI for
- Inspection report drafting (human-approved)
- CAPA documentation support
- Computer-vision inspection (Phase 4, after data readiness)
Recommended platforms
Claude Local modelsCustomer-controlled quality records processed locally where contracts require it.
Indicative cost
Covered by knowledge assistant and later-phase scopes; vision inspection is scoped separately in Phase 4 once imaging and labeled data exist. Non-binding.
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Sales & Estimating
Faster quotes and consistent compatibility answers, with pricing judgment always kept human.
What they use AI for
- Quote drafting from structured inputs
- Product compatibility answers with citations
- CRM follow-up drafting
Recommended platforms
ChatGPT Microsoft CopilotCustomer lists and pricing stay inside tenant-controlled or approved tools.
Indicative cost
Product Compatibility Assistant: from $12,500 one-time, non-binding. Existing ChatGPT licenses cover the pilot group; additional Business seats about $25/user/month ($20 on annual commitment — current vendor pricing, quoted separately).
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Field Service
The recommended first pilot: formal service reports drafted from field notes and photos, approved by the technician.
What they use AI for
- AI-drafted service reports (technician-approved)
- Structured job intake with photo capture
- Bore Restore intake (Phase 3)
Recommended platforms
Local models ChatGPTCustomer site data handled per the data classification matrix.
Indicative cost
Field-Service Reporting Pilot: from $15,000 one-time. Bore Restore Intake System: from $15,000 one-time. Both non-binding starting estimates.
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IT & Security
Owns the guardrails: platform governance, access control, audit, and the private model infrastructure.
What they use AI for
- AI platform governance and least-privilege access
- Ollama host operation and monitoring
- Audit log and incident review support
Recommended platforms
Microsoft Copilot Local modelsAdministers the approved-platform matrix for all data classes.
Indicative cost
Governance work is part of Discovery ($7,500) and Copilot Setup ($5,000) sections; ongoing support from $1,500/month. All non-binding.
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Finance & Accounting
The quiet win: document-heavy finance work is where AI pays back fastest with the least risk.
What they use AI for
- Invoice and PO data extraction with human posting
- Copilot in Excel for reconciliation and analysis
- Month-end narrative and variance-report drafting
Recommended platforms
Microsoft CopilotFinancial data stays inside the Microsoft 365 tenant; nothing goes to consumer AI tools.
Indicative cost
No new AI license cost — covered by the existing Copilot Enterprise licenses. Workflow automation beyond Copilot is scoped as its own section only if wanted. Non-binding.
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Supply Chain & Procurement
Faster supplier comparisons and cleaner paperwork — with export-controlled shipping documents handled as restricted data.
What they use AI for
- Supplier quote comparison and summary tables
- PO and expediting correspondence drafting
- Customs and shipping document preparation support
Recommended platforms
Microsoft Copilot Local modelsExport-controlled shipping and customs content is restricted-class: local processing only.
Indicative cost
Covered by existing Copilot licenses and the Internal Knowledge Assistant scope (from $10,000 one-time). Inventory forecasting arrives in Phase 4. Non-binding.
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HR & Safety (HSE)
Instant policy answers and better-written safety documentation — with people decisions kept entirely human.
What they use AI for
- Policy and benefits Q&A via the knowledge assistant
- Incident report and toolbox-talk drafting (human-approved)
- Onboarding and training material preparation
Recommended platforms
Local models Microsoft CopilotPersonnel records are confidential-class. AI is not used to screen candidates or make employment decisions — that is a written policy line, not a preference.
Indicative cost
Covered by existing Copilot licenses and the Internal Knowledge Assistant scope (from $10,000 one-time, shared with other departments). Non-binding.
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Proposals & Consulting
Proposal managers and consultants assemble stronger documents faster, grounded in approved content.
What they use AI for
- Proposal section drafting and revision
- Long contract review support
- Research summaries for client work
Recommended platforms
Claude ChatGPTClient-confidential material only on approved, contract-compliant plans.
Indicative cost
Largely covered by the Claude and ChatGPT seats already in place; additional seats each about $25/user/month ($20 on annual commitment — current vendor pricing, quoted separately). No dedicated implementation section required. Non-binding.