Public-sector digital transformation

A Tightly Scoped Pilot Project Before Institution-Wide Rollout

We suggest the institution starts with a small, clearly bounded trial: one procedure or one directorate, for a defined period, with success criteria written down and approved before work begins. At the end, a decision meeting is held where the institution chooses to expand, adjust or stop, based on what was actually achieved.

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What we offer

A pilot is not a scaled-down version of a big project; it is a tool for reducing risk. Together with the institution we select one use case with tangible, measurable impact, such as registering one type of application or a single internal approval path, and define precisely what is in and out of scope: users, data, integrations and reports.

Before implementation we document success criteria in a verifiable form, for example processing time before and after the pilot, the share of applications registered digitally, the number of errors or returned cases, and how staff rate the system in use. Baseline values are collected from the current situation so the comparison is fair. We do not set targets on the institution's behalf; it decides what counts as success.

During the pilot we run the system with a limited group of users, log feedback and issues every week and make small adjustments within the agreed scope. At the end we deliver an evaluation report that compares results against the criteria, shows what worked and what did not, and estimates the cost and effort of a rollout, as the basis for management's decision.

Who it is for

Ministries planning a large digital projectWhen the idea should be tested at small scale before committing to a large budget and scope.
Directorates with one high-volume procedureWhen a single procedure takes up most of the staff's time and is a natural starting point.
Institutions with stalled digital initiativesWhen a limited, practical proof is needed to rebuild confidence among management and staff.
Donors and funding bodiesWhen documented results are required before funding a broader phase.

Problems we address

Large projects launched all at once that stall because assumptions were never tested in practice.
No prior agreement on what success means, so the evaluation turns into conflicting impressions.
Scope creep during implementation until the trial loses its boundaries and timeline.
No measurement of the situation before the trial, so no improvement can be demonstrated.
Staff reluctant to use a new system without a chance to try it and give feedback.

Tasks and deliverables

Pilot scope document: Defines the procedure or directorate covered, the users, the data and what is explicitly excluded from the pilot.
Success criteria and baseline: A list of measurable criteria approved by the institution, with a measurement of the current situation before start.
Pilot system ready for use: Configuration or development of the module needed for the chosen procedure, with user accounts and required permissions.
Training for the pilot group: Short sessions for participating users and a concise user guide for the chosen procedure.
Feedback and change log: Weekly record of issues and requests, showing what was resolved and what was deferred.
Evaluation report: Comparison of results against the approved criteria, with lessons learned and known risks.
Rollout recommendation and estimate: Options to expand, adjust or stop, with an estimate of effort and prerequisites for each option.

Who does what

What IAG does

Helping the institution choose a suitable use case and define its scope.
Proposing measurable success criteria and organizing the baseline measurement.
Configuring or developing the system and operating it for the pilot period.
Training participating users and following up on their feedback.
Preparing the evaluation report and presenting it at the decision meeting.

What specialists, partners and authorities do

The institution approves scope and success criteria before start and decides on rollout or termination.
The institution appoints a pilot owner and a user group with time set aside to take part.
The institution defines the regulatory framework for the procedure and what may be handled digitally during the pilot.
Data created during the pilot remains the property of the institution.

Practical example

Illustrative scenario

Piloting digital registration of one application type in a directorate

A directorate receives one type of paper application and wants to know whether digital registration shortens processing time before rolling it out.

Measure the current average processing time for a sample of paper applications.
Agree three success criteria and the pilot duration with management.
Run digital registration for the chosen application type in one section only.
Collect staff feedback weekly and make small adjustments.
Compare results against the criteria in a final report.
Decision meeting: extend to other sections, adjust or stop.

This is an illustrative scenario explaining the approach, not a client reference or an existing project.

How we work together

Select the use case
We review candidate procedures with the institution and choose one that combines clear impact with feasibility in a short period.
Define scope and criteria
We write down the pilot's boundaries, duration and success criteria, measure the baseline, and the institution approves this in writing.
Set up and train
We prepare the system for the chosen procedure and train the participating user group.
Run the pilot
Users work with the system for the agreed period while we track and address feedback within scope.
Evaluate and decide
We present results against the criteria, and management decides on the next step based on evidence.

Intended results

A decision based on documented results rather than assumptions before committing to a larger project.
Practical experience within a group of staff who can support a later rollout.
A clearer understanding of requirements, risks and the real cost of expansion.
The option to stop early at limited cost if the criteria are not met.

What we need from you

A pilot owner from management with decision-making authority.
A selected user group with time made available during the pilot.
Data or samples that allow the baseline to be measured, without unnecessary personal data.
Forms and instructions governing the chosen procedure.
Commitment to the scope boundaries, with new requests deferred until the decision meeting.

Basis for cost and timeline

Cost and duration depend on the chosen procedure, the number of participating users, whether custom development or integration with existing systems is needed, and the length of the pilot operation. Because the scope is limited and written down in advance, we usually propose a fixed price for the whole pilot; the rollout phase is priced separately after the decision meeting, based on the evaluation report.

Frequently asked questions

How is a pilot different from a demo?

A demo shows what the system looks like. A pilot is used for real work over a defined period, and its results are measured against criteria approved in advance.

Who sets the success criteria?

We propose measurable criteria, but the institution approves them and decides which values count as success.

What happens if the criteria are not met?

The evaluation report explains why, and the institution decides whether to adjust or stop. There is no automatic commitment to a rollout.

Can other procedures be added during the pilot?

We advise against it so that results remain comparable. New requests are recorded and discussed at the decision meeting.

Is real data used in the pilot?

Usually yes, because the pilot handles actual cases. This follows the institution's instructions on data protection and access rights.

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