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Sample 90‑day plan

An illustrative example of the ranked plan a systems audit ends with. The contractor is fictional and so is every detail below; it is not a real client’s plan.

Status
Illustrative example
Scenario
A fictional building contractor with about 30 staff
Changes
7, in ranked order

The fictional contractor

A building contractor with about 30 staff, working on contracts under £5 million. Estimating, site and the office keep their records in SharePoint, personal OneDrive folders and spreadsheets.

In this example the audit found drawings issued from personal folders, an O&M and test certificate tracker that one coordinator updates, no rules on using AI tools and new starters learning the systems by asking around.

The ranked changes

Each change says why it matters, the effort, what it depends on, when in the 90 days it falls and who leads it. The ranking weighs consequence, effort and dependency.

  1. Agree one naming and revision convention

    Drawings and RAMS are saved as "final", "final v2" and "latest", so the current revision depends on who you ask. Every later change in this plan relies on one convention.

    Effort
    About 1 day, with the document controller and 2 project managers
    Depends on
    Nothing
    When
    Days 1 to 10
    Owner
    Document controller

  2. Issue drawings from one SharePoint library

    Site teams print from personal OneDrive folders. A superseded revision can reach site, and nothing shows which revision was issued or who approved it.

    Effort
    About 3 days to set up the library and move live jobs
    Depends on
    Change 1
    When
    Days 10 to 30
    Owner
    Document controller, with IT support

  3. Set a one-page AI use policy

    Staff paste tender documents into free AI tools. The policy says which tools are allowed, what must never be pasted in and who checks the output before it is used.

    Effort
    About 1 day
    Depends on
    Nothing
    When
    Days 1 to 20
    Owner
    Managing director

  4. Replace the handover tracker spreadsheet

    One coordinator keeps the O&M and test certificate tracker up to date. When they are away, nobody knows what is outstanding before practical completion.

    Effort
    About 5 days, including a trial on 2 live jobs
    Depends on
    Change 2, so the tracker can link to issued documents
    When
    Days 30 to 75
    Owner
    Commercial manager

  5. Write a first-week guide for new starters

    New site managers find out where things live by asking around, and pick up the habits changes 1 and 2 are meant to stop.

    Effort
    About 2 days
    Depends on
    Changes 1 and 2
    When
    Days 45 to 60
    Owner
    Operations director

  6. Train site and office teams on the library and tracker

    A new structure lasts only if people know which record to fill in and why. Two short sessions on the live system, each followed by a one-page task guide.

    Effort
    About 2 days, including the task guides
    Depends on
    Changes 2 and 4
    When
    Days 60 to 80
    Owner
    Operations director

  7. Decide whether to connect the tracker to finance

    Valuations are typed again from the tracker into the finance system. A connection could save that time, but only once the new tracker has run for a month.

    Effort
    Half a day to decide; any build is planned separately
    Depends on
    Change 4 running for a month
    When
    Days 80 to 90
    Owner
    Commercial manager

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