Overview
A Structured AI Implementation Program — From Discovery to Live Deployment in Four Weeks
AI-Driven
Hypothesis-led from day one
Beam arrives with a prioritised view of where automation applies — built from proven agent archetypes across existing deployments. Interviews validate and sharpen, not start from zero.
Speed
Structured four-week cycle
One week of structured discovery with Hudson. Three weeks Beam builds. First agent live on real operational volume within the same month.
Outcome-Based
ROI anchored in real data
The return on investment is calculated from the pilot's actual transaction volume — not modelled projections. Hudson owns the number because it comes from Hudson's own operations.
The Approach
A Four-Week Engagement Across Discovery, Analysis, and Deployment
Week 1 · Hudson + Beam
Discovery Week
Onsite. Structured interviews across all in-scope departments. Pain points captured and scored in real time.
Weeks 2–4 · Beam AI
Analysis → Build → Live
W2: pain point map, opportunity register, pilot confirmed. W2–W3: pilot build. W4: agent live, KPI measured, roadmap delivered.
Automation Priority Assessment — Pre-Discovery Hypothesis
Based on Beam's deployment experience across staffing operations, we arrive with a pre-formed view of where automation potential concentrates. The matrix plots each function on two axes: Business Value (volume, FTE cost, strategic exposure) and Automation Readiness (data structure, rule definition, system accessibility). Discovery Week validates and refines this view — it does not start from scratch.
↑ Business Value
Low Readiness
← Automation Readiness →
High Readiness
| Department |
Value |
Readiness |
Beam archetype match |
| Contractor & Candidate Ops |
High |
High |
Document intake · Status chasing · Notification |
| Finance & Accounts |
High |
High |
Approval routing · Exception handling · Data sync |
| MI & Reporting |
Medium |
High |
Data aggregation · Notification |
| Bid & Recruitment Ops |
Medium |
Medium |
Document handling · Approval routing |
| HR & People Ops |
Medium |
Medium |
Notification · Data re-entry — assessed in Discovery Week |
Readiness is assessed on three factors: data structure (is the input consistent and machine-readable), rule definition (are decisions based on clear logic), and system accessibility (can Beam read from and write to the relevant systems via existing APIs or integrations).
Interview Structure
3Interview tiers
27–32Total sessions
5Departments
60 minMax per individual
| Tier |
Participants |
Duration |
Format |
Sessions per dept |
Total (5 depts) |
Conducted by |
Primary output |
| L1 — Executive |
Function head per department |
60 min |
1:1 |
1 |
5 |
Human |
Strategic priorities, volume picture, hypothesis validation, L2 nominations |
| L2 — Process Manager |
3–4 process owners and team leads |
40 min |
1:1 or pairs |
3–4 |
12–15 |
Human |
Workflow detail, exception types, failure modes, undocumented workarounds |
| L3 — Operator |
4–6 daily users |
25 min |
Groups of 2–3 |
2–3 |
10–12 |
Human / AI async |
Ground-level process reality, time estimates, informal workarounds |
| Total |
6–8 sessions |
27–32 sessions |
L3 AI async sessions deployed in W2 for remote teams (Sydney, Shanghai) and gap-filling from Day 5 synthesis |
Discovery Week — How It Runs
Day 1 · Setup
Orientation and data pull
Confirm scope, sponsors, system access. Pull inbox volumes, ATS data, existing reporting. Hypotheses ranked before first interview.
Day 2 · L1
Executive sessions
One session per department head. Beam presents hypotheses — validated, sharpened, or redirected. Structured and time-boxed.
Day 3–4 · L2 + L3
Process owners and operators
Two parallel tracks. Process walkthroughs, exception mapping, workaround capture. Pain points captured and scored same-day.
Day 5 · Synthesis
Executive readout
Morning: scoring and clustering. Afternoon: opportunity register presented to Andrew — ranked, prioritised, and actionable.
W2 · Gap-fill
AI-assisted follow-up
Targeted voice sessions to remote teams unavailable onsite. 3–5 questions per person. Closes specific gaps from synthesis.
From Interview Output to Automation Roadmap
01 · Extract
Pain point capture
4–8 discrete pain points per session. 100–200 items total. Each logged with process name, trigger, workaround, frequency, people affected.
→
02 · Categorise
Process type
8 categories: data re-entry, document handling, status chasing, approval routing, reporting, exception handling, system sync, notifications.
→
03 · Score
Priority classification
4 dimensions: Volume × Manual effort × Error rate × Strategic impact. Scored 1–5 each. Max 625. Top items enter the shortlist.
→
04 · Cluster
Cross-department grouping
Same pain type across 3 departments = one agent, 3× ROI. Clustering collapses 100–200 items into 12–18 distinct opportunities.
→
05 · Map
Process graph
Opportunities mapped as a connected agent network. Dependencies drawn. Archetype assigned. Build sequence determined by the graph — not by gut feel.
Deliverables
Deliverables and Timeline
| Deliverable |
When |
What it contains |
| Discovery Week readout |
End of Day 5 |
Opportunity register. Top pain points by department. Pilot recommendation. Decision-ready. |
| Process pain point map |
Week 2 |
All 100–200 pain points categorised, scored, clustered. One page per department. Every function head sees their own section. |
| Automation opportunity register |
Week 2 |
Top 12–18 candidates ranked by priority score. Volume, FTE cost, archetype, confidence level, and build estimate for each. |
| Pilot proposal |
Week 2 — confirmed in review session |
One process. One KPI agreed before build starts. No ambiguity on scope. |
| Operating architecture + value chain roadmap |
Week 4 — alongside pilot results |
Connected agent network. Maturity stage per process. Ranked opportunity table with ROI anchored in real pilot data. Operating model. Phase 2 recommendation. |
| Pilot results |
Week 4 |
Actual KPI vs. target. Bottom-up ROI from real volume. The number is Hudson's own operational data — not Beam's projection. |
Operating Architecture
Operating Architecture and Value Chain Roadmap
Hudson receives a ranked process register with real volume and cost data, an agent network showing how processes connect, and a maturity progression per process based on actual performance thresholds.
Automation opportunity register — indicative structure (confirmed in Week 2 from Discovery data)
| # |
Process |
Department |
Volume / week |
Manual hrs / week |
Est. annual FTE cost |
Archetype |
Build time |
Confidence |
| 1 |
Compliance doc processing |
Contractor Ops |
~200 docs |
~67 hrs |
£87K |
Document intake |
3 weeks |
High |
| 2 |
Invoice exception handling |
Finance |
~60 exceptions |
~30 hrs |
£39K |
Approval routing |
2 weeks |
High |
| 3 |
Reference & status chasing |
Contractor Ops |
~150 chasers |
~20 hrs |
£26K |
Status chasing |
2 weeks |
High |
| 4 |
MI report aggregation |
MI & Reporting |
4 reports / month |
~24 hrs |
£31K |
Data aggregation |
4 weeks |
Medium |
| 5 |
Approval routing — hires |
Finance |
~80 approvals |
~16 hrs |
£21K |
Approval routing |
2 weeks |
High |
| + 7–13 further opportunities from Discovery Week data |
— |
£204K+
top 5 alone |
Annual FTE cost recoverable across top 5 processes |
Automation maturity — each process progresses independently based on real performance data
Stage 1 · HITL
Human in the Loop
Agent runs. Human reviews before any write. Every pilot starts here. Maximum control, zero risk of unreviewed actions.
Stage 2 · Controlled
Controlled Autonomy
Standard cases handled end-to-end. Exceptions escalate automatically. Triggered when error rate drops below agreed threshold in real data.
Stage 3 · Full
Full Autonomy
Agent runs end-to-end. Human monitors. Earned through performance data — never assumed upfront.
What We Need From Hudson
Three Requirements to Begin the Engagement
01
Critical — gating item
The internal ops / shared-services owner
Not Andrew. Not Natalia. The person who owns back-office operations and budget day to day. Without this name, nothing can be scheduled.
02
Scope
Which departments are in
Working assumption: Contractor Ops, Finance, MI/Reporting, Bid Ops, HR. Confirm, remove, or add — we schedule around whatever you confirm.
03
Timing
When is Discovery Week
Two weeks notice to coordinate across function heads. What week in Q3 works?
The one non-negotiable output of today: a name — or a date by which Andrew will provide one. Everything else can be sorted by email. This cannot.
Next Steps
Immediate Next Steps
Hudson
- Name the internal ops owner. The single output that matters today.
- Confirm department scope. Add, remove, redirect. One email.
- Simple data pull. Shared inbox volume (30-day count), ATS pipeline volume, any existing MI reports. Standard exports — no API.
- Block Discovery Week. Once scope and owner confirmed, coordinate five function heads for a 5-day window.
Beam AI
- Refine hypotheses. Process hypothesis list built from domain knowledge and Hudson data before Day 1.
- Prepare interview schedule. L1, L2, L3 sessions sequenced and ready to send once scope confirmed.
- Scope the pilot pattern. Compliance document processing build scoped from existing Reworld pattern — configurable from W2.
- Prepare prototype. Where data access permits, working demo on one Hudson process for Day 5.