One department first. The calibration-gas cylinders desk (3 people, led by Fotini)
handles ~2,200 cases a year, each one a small project of ~15 emails and calls across
customer, supplier and port agent — juggled by hand across Outlook, SoftOne and customer
platforms. This pilot gives the team one platform with a clear morning worklist,
and measures the improvement in numbers before Prime Products commits to anything wider.
13 weeksfixed timeline
€51,000fixed fee — TPL absorbs overruns
3 sub-projectsone worklist
Go / no-godecided on measured results
How an order flows — and what the pilot changes
Every case travels a four-party chain. Today the team carries it by hand at every step;
the pilot puts one system underneath the whole chain.
The three sub-projects
1
Intake → Quote → Order
A customer request arrives — by email or on one of ~3 customer platforms — and becomes a registered, quoted order without re-keying.
Read the request (PDF, Excel or free text) and extract it into a structured case draft — a person reviews before anything is saved.
Register the case in SoftOne automatically via its Web Services — no manual re-typing.
Draft the supplier RFQ emails (suppliers work by email only), with the right port→supplier candidates already suggested.
Check the contract list automatically — e.g. the MSC contract covering ~1,000 vessels — instead of today’s manual lookup.
2
Vessel-Window Tracking
Every order must reach the vessel while it is in port. Today a missed window means 1–2 weeks chasing the next port.
Every open case carries its vessel’s port-call window.
The morning worklist surfaces the cases at risk of missing their window first.
If a window is missed, sourcing re-opens automatically for the next port.
3
Agent Delivery & Confirmation
The last mile: the port agent delivers to the vessel, and the case only closes when delivery is proven.
Track the delivery leg — which agent, what paperwork.
Capture the proof: signed delivery note or courier AWB.
Close the case, with the full history in one place.
Human-in-the-loop throughout: the system drafts; the team approves. Nothing is
posted to SoftOne or emailed to a supplier without a person until autonomy boundaries are agreed in writing.
How the pilot runs — 13 weeks, four phases
Weeks 1–2 D1 · D2
Discovery & baseline
Sit with the team, map the three sub-processes, and measure today’s time-to-close — so improvement is proven with numbers, not impressions. In parallel, verify the technical legs (SoftOne access, mailbox, customer platforms) with a red–amber–green feasibility note.
Weeks 3–8 D3 (start)
Build
Build the single worklist covering all three sub-projects, integrated with the shared mailbox and SoftOne. The team sees drafts weekly and steers the build.
Weeks 9–12 D3
Supervised run
All 3 team members work real cases through the system daily, with TPL tuning alongside. Target: ≥70% of new cases handled in the system by the final week.
Week 13 D4
Results & go/no-go
Measured time-to-close vs the baseline, adoption and quality findings, and a scale-up recommendation. The go/no-go on the wider program is decided on this evidence.
Start is triggered by the two open items from the 6 July call: the team-details email + the
introduction to Evangelia (IT), and the 20–50 sample order emails with matching SoftOne orders
(first batch of 6 already received and analyzed).
Who does what — RACI
Activity
Kostas Vanos (Sponsor)
Fotini Tsampa (Champion)
Cylinders team
Evangelia (IT)
TPL CTO (Lead)
TPL Engineer
TPL COO / Analyst
Process map & KPI baseline (D1)
I
A
C
I
C
C
R
Technical feasibility note (D2)
I
C
I
C
A
R
I
System access (SoftOne, mailbox, platforms)
I
C
I
R
A
C
I
Solution design & autonomy boundaries
A
C
C
C
R
C
I
Build the pilot system (D3)
I
C
C
C
A
R
C
Supervised run — daily use
I
A
R
I
C
R
C
Results report & go/no-go (D4)
A
C
C
I
R
C
R
R Responsible — does the workA Accountable — owns the outcomeC ConsultedI Informed
Client time asked: Fotini ~3 h/week; the other 2 team members ~2 h/week during build, daily use
during the run; Evangelia ~4 h/week in weeks 1–3, then on call; Kostas Vanos ~1 h/week plus the
go/no-go readout.
Cost & payment milestones
€51,000 fixed fee
Built bottom-up from 89 person-days at transparent day rates, minus a €1,700 pre-work credit
(the clarification call, questionnaire and discovery plan were delivered free) and the 15%
program-launch discount (−€9,000). The fee is fixed: TPL absorbs any effort overrun within
scope. Expenses in Attica included; VAT excluded; interim cloud infrastructure passed through
at cost with no TPL margin.
Milestone
Share
Amount
Tied to
On start
30%
€15,300
Signed engagement + the two open items (team details & IT intro, sample orders)
Start of the supervised run
40%
€20,400
D3 — the system live, all 3 team members onboarded
On results acceptance
30%
€15,300
D4 — measured results accepted, go/no-go recorded
Every artifact — process map, baseline, feasibility findings, results report — is usable
standalone: Prime Products may stop after the pilot and keep full value. Full terms:
Offer TPL-PRIME-2026-002 ·
the need itself: REQ-014 ·
the validated picture: interview note (6 July 2026).
