Pilot Specification #2 — GenAI Productivity (Microsoft Copilot)

Heritage Community Credit Union
Journey deliverable · Seiche Advisors
Version: 1.0 · August 2026
Status: Board-authorized · starts post-policy adoption

1. Pilot summary

Field	Value
Use case	Internal document drafting, summarization, and research assistance
Platform	Microsoft 365 Copilot (HCCU already on E3)
Users	15 (pilot cohort)
Duration	90 days
Start target	October 1, 2026 (after policy effective date)
Executive sponsor	James Wu, CIO
Budget	$4,950 licenses (15 × $30/mo × 3 mo) + $8K training/PMO

2. Problem statement

Lending, compliance, and member-service staff spend significant time on repeatable document work:

Commercial loan memos: 3.5 hrs avg first draft
Board / committee packet summaries: 6 hrs/month (executive assistant)
Policy and procedure updates: ad hoc, no standard tooling

Shadow use of ChatGPT (personal accounts) was identified in informal survey — 12 of 45 respondents admitted past use with work content. Policy gap creates regulatory and confidentiality risk.

3. Pilot objective

Deploy governed Copilot access to 15 users and demonstrate ≥25% time reduction on three defined task types, with zero incidents of member PII sent to unapproved tools during the pilot period.

4. Pilot cohort (15 users)

Department	Headcount	Primary tasks
Commercial lending	4	Credit memos, financial spreading summaries
Consumer lending	3	Denial letter drafts, exception narratives
Compliance	3	Regulation summaries, policy gap analysis
Member service (back office)	3	Procedure docs, FAQ drafts
Executive office	2	Board materials, speech drafts

Exclusions: Front-line tellers, BSA analysts (on separate Pilot #1), IT admin accounts.

5. Approved use cases (pilot phase)

Use case	Allowed	Guardrails
Draft internal memos from templates	Yes	No member account numbers, SSNs, or full names
Summarize public regulatory text	Yes	Verify citations manually
Rewrite internal procedure language	Yes	CLO review before publish
Credit decisions / adverse action	No	Human-only
BSA/SAR content	No	Use Pilot #1 tools only
Member-facing chatbot content	No	Separate future phase

6. Success metrics

Metric	Target
Self-reported time savings (survey)	≥25% on 3 task types
Copilot active usage (MS admin dashboard)	≥80% weekly active
Security incidents / DLP triggers	0
Policy violations (audit sample)	0
User satisfaction (1–5)	≥4.0 average

Task timers (sample 20 tasks/user): Compare before/after on memo draft, reg summary, procedure update.

7. Technical setup

Step	Owner	Week
M365 Copilot license provisioning	IT	W-2
DLP policy for Copilot (no Restricted data labels)	IT + CLO	W-2
Purview audit logging enabled	IT	W-1
Pilot onboarding session (2 hrs)	Seiche + IT	W0
Office hours (weekly, 4 weeks)	Seiche	W1–W4

Data boundary: Copilot respects M365 boundary; no member core data exported to Copilot — users work from de-identified summaries and public docs only.

8. Training plan

Session	Audience	Duration
AI policy + acceptable use	15 users	1 hr
Copilot prompting for banking	15 users	2 hrs
Champions office hours	All	30 min × 4
Manager check-in	Dept heads	30 min

Champions: 1 per department (5 total) — extra 1-hr Seiche session.

9. Budget

Line item	Amount
Copilot licenses (15 × $30 × 3 months)	$1,350
Copilot licenses (annual if scaled)	$5,400
Seiche training + PMO	$8,000
Internal IT setup (allocated)	$3,000
Total pilot	$12,350

Scale trigger: If metrics met, expand to 75 users in Q1 2027 (~$27K/year licenses).

10. Risks & mitigations

Risk	Mitigation
PII in prompts	DLP + de-identified workflows + training
Hallucinated regulatory citations	Mandatory human verification rule
Low adoption	Champions; executive sponsor visibility
"Copilot will replace jobs" messaging	CEO all-staff note: augmentation framing

11. Scale / stop criteria

Scale to 75 users if: ≥25% time savings, 0 incidents, ≥4.0 satisfaction.

Stop if: any confirmed PII leakage, repeated hallucination in compliance docs without catch, or <50% weekly active at Day 60.

Approvals

Role	Signature	Date
CIO
CLO
CEO