Executive Decision Brief: IDP Implementation Scenarios
Baseline vs. Extended Organizational Reality Analysis for GEMADEPT
Decision Options Summary
Option 1: Baseline Scenario (Conservative)
Scope: Single processing function handling 3,000 documents
- Investment: $130 setup cost
- Annual Savings: $840
- Payback: 2 months
- Risk: Very low
- Timeline: 6-12 weeks
Option 2: Extended Organizational Reality
Scope: 40 departments, 80-120 staff members involved
- Investment: $38,600-$62,200 implementation
- Annual Savings: $14,470-$26,070
- Payback: 25-37 months
- Risk: Medium-high complexity
- Timeline: 12-18 months
Financial Impact Comparison
| Metric |
Baseline |
Extended Reality |
Advantage Factor |
| Year 1 Net Benefit |
$680 |
-$32,660 to -$41,150 |
Baseline wins Year 1 |
| Annual Savings |
$840 |
$14,470-$26,070 |
17-31x higher |
| 3-Year Cumulative |
$2,300 |
-$4,980 to $20,490 |
Extended wins if successful |
| 5-Year Cumulative |
$4,020 |
$27,700-$45,000 |
7-11x higher |
Strategic Decision Matrix
Choose Baseline When:
- Need quick efficiency improvement with minimal disruption
- Limited change management capabilities
- Want to validate automation concept before larger investment
- Risk-averse approach preferred
Choose Extended Reality When:
- Comprehensive organizational assessment confirms distributed processing
- Substantial change management resources available
- Long-term strategic transformation desired
- Higher investment acceptable for proportionally higher returns
Recommended Approach: Phased Strategy
Phase 1: Baseline Implementation (Months 1-3)
- Purpose: Validate automation concept with minimal risk
- Investment: $130
- Expected Return: $680 in Year 1
- Learning: Understand technical feasibility and user acceptance
Phase 2: Organizational Assessment (Months 2-4)
- Purpose: Validate extended scenario assumptions
- Activities: Survey 40 departments for actual document processing scope
- Cost: $5,000-$10,000 assessment
- Decision Point: Determine if extended reality scenarios are accurate
Phase 3: Extended Implementation Decision (Month 4)
- Condition: If assessment confirms distributed processing scope
- Investment: Additional $38,000-$62,000
- Expected Return: $14,000-$26,000 annually starting Year 2
- Timeline: 12-15 additional months
Risk Assessment Summary
Baseline Risks (Low)
- Technical implementation failure: Very low probability
- User adoption challenges: Low impact
- Cost overrun potential: Minimal ($130 exposure)
Extended Risks (Manageable)
- Multi-departmental coordination: Medium-high probability, high impact
- Change management complexity: High probability, medium impact
- Implementation cost overrun: Medium probability, medium impact
- Mitigation: Phased approach with go/no-go decision gates
Executive Recommendation
Immediate Action: Approve baseline implementation immediately
- Rationale: Minimal risk ($130), quick validation, immediate positive ROI
- Timeline: Begin within 2 weeks, complete within 12 weeks
Strategic Planning: Commission organizational assessment in parallel
- Purpose: Validate extended scenario assumptions while baseline runs
- Investment: $5,000-$10,000 for comprehensive departmental survey
- Decision Timeline: Month 4 for extended implementation go/no-go
Success Metrics for Phase 1:
- 50% automation rate achieved in baseline implementation
- User satisfaction ≥7/10 in pilot group
- Technical feasibility validated across document types
Go/No-Go Criteria for Extended Implementation:
- Organizational assessment confirms ≥60 people involved in document processing
- Baseline implementation achieves success metrics
- Leadership commitment to 12-18 month enterprise change management program
Financial Summary
Baseline Scenario ROI: 520% Year 1, immediate payback
Extended Reality ROI: Complex but 17-31x higher long-term benefits if organizational assumptions prove accurate
Maximum Risk: $10,130 if both baseline and assessment are pursued and extended implementation is rejected
Maximum Reward: $45,000+ cumulative savings over 5 years if extended implementation succeeds
The phased approach provides immediate validation with minimal risk while preserving the option to capture significantly higher organizational benefits based on evidence rather than assumptions.