Write down what the pilot actually demonstrated
Separate what you know about the model, the user experience and the technical system. The model may have produced good drafts with carefully selected sources, but you may not have tested how often real sources are missing. Employees may have liked the suggestion but spent as long checking it as doing the work themselves.
Also list what the pilot did not test: authentication, permissions, personal data, response times, cost, concurrent users, technical failure and responsibility for updates. This work needs to be planned; it will not resolve itself at launch.
Put the system where the work happens
Decide where employees or customers encounter the feature, how the right information is retrieved and what happens after the system produces a suggestion. Make it easy to see sources, edit content and pass difficult cases to an employee.
Avoid a separate portal if the work belongs in the customer system, publishing platform or digital service you already use. Every additional login and copy-and-paste step makes adoption less likely.
Plan what production requires
- Who can access which sources and functions?
- What is logged, and who monitors errors and cost?
- Which tests must pass before a new version is released?
- What does the user see when a source is missing, a response is slow or the system fails?
- Who updates content, instructions and test cases?
Divide these responsibilities between product, subject and technical owners. The job titles may vary, but each responsibility needs a named owner before access is expanded.
Let a small group use the system first
Start with employees who know the use case and can describe problems precisely. Train them in what the system can do, what they must check and how to report problems. Monitor which suggestions they use, correct and reject.
Fix serious and recurring errors before expanding access. As more people join, make sure they know who answers questions, where errors are reported and how to restore a previous version if a change makes the system worse.
Assign responsibility and time for improvement
Someone must keep sources current, maintain the test set and assess whether a change of model or supplier affects quality. Without named responsibility, a good pilot will gradually become less reliable.
I can help all the way from the initial idea and prototype to a system that is built, put to work and maintained over time, working with your subject specialists and developers. The goal is a system that supports daily work, not an isolated pilot.