Business Case
Executive Summary
Objective: Develop an AI Tool to automate the process of responding to ad-hoc request emails from clients wanting a package holiday for their customers. The AI will generate an indicative quote in a response email, which the Sales Team will verify before sending.
Expected Outcome: Improve response times, reduce error rates, and free up the Sales Team for more value-added tasks. Target ROI of £500K in the first year.
Recommendation: Implement the AI Tool using Azure AI integrated with Outlook, developed by a vendor over 16 weeks at a cost of £100K.
Problem Statement
Current Challenges: The Sales Team at Best Holidays is currently too slow in responding to client requests, resulting in lost business to competitors. Manual processes are time-consuming and prone to errors.
Need for Automation: Automating the response process will improve efficiency, accuracy, and client satisfaction, ultimately increasing sales and revenue.
Solution Overview
What is Project Here We Go: Project Here We Go is an initiative to develop an AI Tool that automates the generation of indicative quotes for package holidays based on client emails. The AI will analyze data such as coach availability, hotel space, and pricing to generate responses.
Scope:
- Included: Development of the AI Tool using Azure AI, integration with Outlook, and data uploads from Excel files.
- Excluded: Integrations with other systems like Tourplan.
Benefits of Automation
Quantifiable Benefits:
- Increased revenue: Target ROI of £500K in the first year.
- Cost savings: Reduced labor costs due to automation.
Qualitative Benefits:
- Improved customer satisfaction: Faster and more accurate responses.
- Enhanced team morale: Sales Team can focus on more strategic tasks.
Alignment with Business Goals:
- Increase in ad-hoc sales throughout the year.
- Build a new client list for renewed business.
Implementation Plan
Phase 1: Requirements gathering and design - Estimated Date: 03/15/2025
Phase 2: Development and testing - Estimated Date: 07/01/2025
Phase 3: Deployment and training - Estimated Date: 09/01/2025
Cost Analysis
Initial Costs:
- Vendor development: £100K
Operational Costs:
- Labour: One sales person @ £30K per year used for 1 day per week
- Technology: Tech team 0.5 days per week @ £30K per year
Total Estimated Cost: £100K for development + £30K operational costs
ROI Estimation: £500K in the first year
Risk Assessment
Technical Risks: Integration challenges with Outlook and data sources.
Mitigation Strategies: Conduct thorough testing and involve technical experts in the development phase.
Accuracy Risks: AI may not achieve the desired 97% accuracy initially.
Mitigation Strategies: Continuous monitoring and improvement of the AI model.
Alternatives Considered
- Manual process improvement: Limited potential for error reduction and speed.
- Different AI platforms: Azure AI chosen for its robust capabilities and compatibility with existing systems.
Conclusion and Recommendations
Recommendation: Implement the AI Tool using Azure AI to automate the response process for ad-hoc package holiday requests.
Next Steps:
- Finalize project plan and timeline.
- Engage vendor and kick off development phase.
- Prepare data and resources for integration.
Appendices
- Appendix A: Detailed project timeline
- Appendix B: Cost breakdown
- Appendix C: Risk management plan
Prepared by: Project Here We Go!
Email: wayne.sheridan@gmail.com
Date: 02/21/2025