AI Adoption & Implementation Oversight

What it is

An embedded oversight engagement — typically three to nine months — that sits alongside an active AI implementation programme. Cube8 designs the AI-specific procurement framework, validates supplier responses, embeds governance into contracts, gates deployment readiness, and authors the audit trail that makes the programme defensible at every decision point. We do not build, integrate, configure or operate the systems themselves — that's the supplier's job, which is exactly why our oversight is credible.

Who it's for

Programme Directors, CIOs, AI Programme Leads and Heads of Procurement running active AI implementations. Particularly relevant for organisations using CCS, G-Cloud, HTE, KCS, Scottish Government, YPO or ESPO routes; or running Direct Award, Single Tender Action or Full SoW procurements where independent governance is required for audit defensibility.

Duration

3–9 months

Format

Engagement or retainer

Day rate

£1,500 +VAT

Engagement

Embedded oversight

What's covered

Oversight Components Across the Implementation Lifecycle

AI-specific procurement support — choice of route (CCS, G-Cloud, HTE, KCS, Scottish Gov, YPO, ESPO, Direct Award, STA, full SoW), requirements authoring, evaluation criteria.
Supplier evaluation framework — AI-specific scoring on transparency, governance posture, data handling, model lifecycle, security architecture, exit provisions.
Contract & transparency schedules — the AI-specific clauses, audit rights, transparency obligations, performance metrics and exit terms that go into the signed contract.
Project governance design — steering committee, programme board, risk register cadence, escalation paths, decision logs.
Deployment-readiness gates — structured pre-deployment checkpoints for security, governance, regulatory compliance, operational readiness, change management.
Change management oversight — user readiness, training plans, communications, workforce impact assessments.
Post-pilot decision pack — the board-ready evidence pack that determines whether pilot moves to production, expanded scope, or sunset.
Audit trail authorship — the decision log and evidence vault that withstands later scrutiny from auditors, regulators or public accountability bodies.

On the limits of what we do

Cube8 does not implement AI systems. We do not resell technology. We do not take commissions or referral fees from suppliers. Our oversight is independent precisely because we have no commercial interest in the chosen supplier or the chosen platform. We hold certifications across the major AI providers to keep our team current on the ecosystem; those certifications do not influence our advice.

Deliverables

Board-Ready Output

Eight artefacts produced and maintained over the engagement. Each one a stand-alone defensible output. Together they form the audit trail of the implementation.

AI Evaluation Framework — used at supplier shortlisting and award.
Supplier Risk Assessment Matrix — updated through the engagement as new evidence emerges.
Governance Schedule for Contracts — the AI-specific clauses signed into the supplier contract.
Project Governance Pack — ToR, RACI, risk register, decision log.
Deployment Readiness Report — pre-go-live evidence pack across all readiness gates.
Post-Pilot Decision Pack — structured recommendation for production, expansion or sunset.
Ongoing Oversight Cadence — quarterly reports throughout the engagement.
Final Audit Trail — the complete decision log + evidence vault handed to the organisation at engagement close.