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Project Vision Document

1. Project Overview

Project Name: Project Here We Go!

Project Sponsor: Best Holidays

Project Manager: [Project Manager]

Document Version: 1.0

Last Updated: 02/21/2025

2. Vision Statement

To automate and optimize the ad-hoc request handling process for package holidays, enabling faster and more accurate responses to client inquiries, thus improving sales performance and customer satisfaction for Best Holidays.

3. Business Objectives

  • Improve response time to client requests for package holidays
  • Increase sales and revenue by reducing lost business opportunities
  • Enhance operational efficiency through automation
  • Achieve a targeted ROI of 500K£ within the first year of operation

4. Project Scope

In Scope:

  • Development of an AI Tool to automate email responses with indicative quotes
  • Integration of AI Tool with Azure AI and Outlook
  • Utilization of data including coach availability, busy dates, hotel allocations, and STA Budget data

Out of Scope:

  • Direct booking and reservation functionalities
  • Development of new data sources beyond those specified
  • Manual intervention processes not related to email responses

5. Stakeholders

  • Best Holidays Sales Team
  • Best Holidays IT Department
  • Vendor developing the AI Tool
  • Best Holidays Management
  • Clients (B2B customers)

6. Deliverables

  • AI Tool for automating response emails with indicative quotes
  • Integration with Azure AI and Outlook
  • Training and documentation for Sales Team on using the AI Tool

7. Assumptions

  • Data provided (coach availability, busy dates, hotel allocations, STA Budget data) is accurate and up-to-date
  • Sales Team will review AI-generated responses before sending
  • Vendor will deliver the AI Tool within the agreed timeline and budget

8. Constraints

  • Project budget of 100K£
  • 16-week project timeline
  • Dependence on vendor for AI Tool development

9. Risks

  • Risk 1: Inaccurate data leading to incorrect quotes
    • Mitigation: Regular data updates and validation processes
  • Risk 2: Delays in vendor delivery
    • Mitigation: Regular progress reviews and contingency planning
  • Risk 3: Resistance from Sales Team to adopt new technology
    • Mitigation: Comprehensive training and change management initiatives

Business Case

1. Best Holidays / Sales Department / Ad-Hoc Sales Business Case / etc.

2. Executive Summary

Best Holidays aims to enhance its sales operations by developing an AI Tool that automates the process of handling ad-hoc request emails from clients. This tool will generate indicative quotes based on various data inputs, which the Sales Team will then verify before sending to clients. The initiative seeks to address delays in response times, thereby reducing lost business opportunities and increasing sales.

3. Problem Statement

The Sales Team at Best Holidays is currently too slow in responding to client requests for package holidays, resulting in business being lost to competitors. This delay is primarily due to the manual process of gathering and verifying data such as coach availability, busy dates, hotel allocations, and STA Budget data.

4. Proposed Solution

Implement an AI Tool that automates the generation of indicative quotes based on client emails. The tool will leverage Azure AI and integrate with Outlook to pull relevant data and produce accurate responses quickly. The Sales Team will then review these responses before sending them to clients.

5. Benefits and Justification

  • Improved Response Time: Quicker responses to client inquiries will enhance customer satisfaction and reduce the likelihood of losing business to competitors.
  • Increased Sales: Faster response times are expected to increase sales, with a targeted ROI of 500K£ in the first year.
  • Operational Efficiency: Automation will reduce the manual workload on the Sales Team, allowing them to focus on higher-value tasks.
  • Data Utilization: Effective use of data inputs will ensure accurate and reliable quotes, improving the overall quality of service.

6. Risks and Mitigations

  • Inaccurate Data: Regular updates and validation processes will be implemented to ensure data accuracy.
  • Vendor Delays: Progress will be closely monitored with contingency plans in place to manage any delays in vendor delivery.
  • Resistance to Change: Comprehensive training and change management initiatives will be undertaken to facilitate smooth adoption by the Sales Team.

7. Estimated Costs and Resources

  • Development Cost: 100K£
  • Resources: Vendor for AI Tool development, internal IT support, Sales Team training
  • Timeline: 16 weeks

8. Timeline and Milestones

  • Project Initiation: Week 1
  • Vendor Engagement: Week 2
  • AI Tool Development: Week 3-12
  • Integration and Testing: Week 13-14
  • Training and Documentation: Week 15
  • Go-Live: Week 16

9. Conclusion and Next Steps

The implementation of the AI Tool is a strategic initiative to address the delays in handling client requests and improve sales performance. With a clear roadmap and defined milestones, the project is poised to deliver significant benefits to Best Holidays. The next steps involve finalizing vendor agreements, initiating the development process, and preparing the Sales Team for adoption.

Prepared by: Ad-Hoc Sales Business Case

Email: wayne.sheridan@gmail.com

Date: 02/21/2025

Document Link
Project Here We Go! Project Vision Document