Six-week pilot proposal

Aster Ridge Field Operations Pilot

A mobile-first dispatch and client-status portal pilot designed to help Aster Ridge Facilities reduce avoidable response delays, replace manual status reporting with structured updates, and give commercial clients a clearer view of service progress.

Client · Aster Ridge Facilities Pilot · Six weeks Date · July 13, 2026

Transparent scope note

What this pilot will and will not promise

This proposal intentionally qualifies projected outcomes. The pilot is designed to measure whether a focused dispatch and status workflow can reduce manual coordination, improve visibility, and shorten response handling for selected service categories. It does not guarantee a specific percentage improvement, replace Aster Ridge Facilities' full operating system, or assume production rollout before pilot results are reviewed.

Executive summary

A controlled pilot for faster coordination and cleaner client communication

Aster Ridge Facilities can use a six-week pilot to validate a practical operating model before committing to a broader platform rollout. The recommended pilot focuses on dispatch intake, technician assignment, live job status, and client-facing progress visibility for a defined service region and job set.

Concept: dispatcher view for triage, assignment, and response monitoring

01 Dispatch control

Centralize urgent work and make assignment decisions visible

The pilot introduces a mobile-friendly dispatch control view that captures service requests, priority, site details, technician availability, and target response windows in one operational queue.

Current-state challenge: Dispatch decisions are often spread across calls, email, spreadsheets, and technician texts, making it difficult to see true queue priority.
Recommended workflow: Each job moves from intake to triage, assignment, en route, on site, resolution, and closeout with timestamped status changes.

Expected pilot signal: If adoption is consistent, Aster Ridge should be able to measure where response time is lost and whether live assignment visibility reduces coordination rework.

Concept: mobile client view for live status, arrival window, and closeout notes

02 Client status

Reduce manual reporting with a client-visible progress trail

The client-status view gives property managers a concise, mobile-first place to see request state, expected arrival updates, technician notes, and final resolution summaries for covered pilot jobs.

Current-state challenge: Account managers and coordinators spend time relaying basic updates that clients could receive from a reliable status trail.
Recommended workflow: Approved status changes and closeout notes are published to a client-facing portal without exposing internal dispatch commentary.

Expected pilot signal: Aster Ridge can compare update-related calls and emails before and during the pilot to determine whether the portal reduces manual reporting load.

Delivery plan

Six weeks from workflow confirmation to measured pilot review

The pilot is scoped to move quickly while keeping operational risk low. Delivery emphasizes a narrow job set, clear adoption responsibilities, lightweight integration assumptions, and measurable before-and-after reporting.

Delivery phases

Week 1: Confirm pilot locations, service categories, roles, status taxonomy, and baseline reporting method.
Week 2: Configure intake fields, dispatch queue, technician status workflow, and client portal permissions.
Week 3: Build mobile views, notification templates, and closeout summary capture.
Week 4: Run internal dispatcher and technician testing with sample work orders.
Week 5: Launch limited live pilot with selected clients and daily operating review.
Week 6: Measure results, document lessons, and recommend rollout, revision, or pause.

Deliverables

Configured dispatch control view for pilot jobs and technician assignment.
Mobile-first client status portal for selected accounts and work orders.
Status taxonomy, role permissions, and notification copy.
Baseline and pilot measurement workbook covering response and reporting indicators.
Training session for dispatchers, coordinators, technicians, and account leads.
Final pilot findings memo with recommended next steps.

Success metrics

Measured change in time from request receipt to technician assignment for covered work orders.
Measured change in time from assignment to first client-visible status update.
Reduction in manual update emails and calls for participating client accounts, where baseline data is available.
Dispatcher and technician adoption rate for required status transitions.
Client satisfaction feedback on visibility, clarity, and trust in the status trail.

Responsibilities

Aster Ridge Facilities provides pilot sponsor, dispatcher lead, technician participants, client account list, and access to representative work-order data.
Aster Ridge Facilities confirms which status updates may be visible to clients and who can approve closeout language.
Northstar Delivery Studio configures the pilot workflow, portal screens, reporting model, training materials, and measurement review.
Both teams attend weekly checkpoint meetings and resolve workflow questions within one business day where possible.

Commercials and assumptions

A fixed pilot investment with clear boundaries

The pilot investment is fixed for the six-week scope described here. Any expansion beyond the selected region, service categories, client accounts, or integration assumptions would be estimated separately after the pilot plan is approved.

USD 24,000 fixed pilot investment

This includes discovery, configuration, screen concepts, workflow setup, limited pilot launch support, training, measurement reporting, and a final recommendations memo. Taxes, pass-through software subscription fees, and third-party integration charges, if any, are not included unless explicitly agreed in writing.

Area	Assumption	Reason it matters
Pilot scope	One operating region, up to three service categories, and a defined set of participating client accounts.	Keeps training, measurement, and workflow refinement practical within six weeks.
Data access	Aster Ridge provides representative work-order samples, current response benchmarks where available, and agreed client contacts.	Allows outcome claims to be grounded in measured pilot data rather than unqualified projections.
Integrations	The pilot can run with lightweight imports, exports, or manual synchronization if full system integration is not available during the pilot window.	Protects the schedule while still validating the operating workflow.
Adoption	Participating dispatchers, technicians, and account leads use the pilot workflow for covered jobs.	Response-time and reporting metrics are meaningful only if status changes are captured consistently.
Timeline	Six weeks begins after kickoff, access confirmation, and pilot participant availability are confirmed.	Prevents schedule drift caused by unresolved access, stakeholder, or data dependencies.

Current-state challenges addressed

Dispatch priority is difficult to compare when requests arrive through several channels.
Technician availability and job progress are not always visible to coordinators in real time.
Client status updates require repeated manual effort from account and operations staff.
Leadership lacks a clean pilot dataset for response-time and reporting improvement decisions.

Decision at pilot close

Proceed to a broader rollout if adoption and measurement results support expansion.
Revise workflow details if the concept is sound but the pilot exposes operational friction.
Pause further investment if the measured value does not justify rollout effort.