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Client Pilot Questionnaire

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CLIENT PILOT QUESTIONNAIRE AND PILOT PARTICIPATION AGREEMENT

This Client Pilot Questionnaire and Pilot Participation Agreement (the "Agreement") is entered into by and between: Client Name: and Service Provider Name: . Effective Date:

WHEREAS

WHEREAS, the Provider develops or operates pilot services and technologies designed to evaluate feasibility, performance, and user experience; and

WHEREAS, the Client desires to participate in a defined pilot program in order to test the Provider's solution under the terms set forth in this Agreement; and

WHEREAS, the parties wish to record preliminary program details, data handling expectations, and payment and termination terms in this Questionnaire and Agreement.

PARTICIPANT INFORMATION

PILOT PROGRAM DETAILS

SCOPE OF WORK

The Provider shall perform the services described below during the pilot. The parties confirm the following scope and deliverables:

PAYMENT TERMS

Pilot Fees: Client agrees to pay the Provider the amounts set forth below in consideration for the pilot services.

All payments shall be made in lawful money of the United States unless otherwise agreed in writing. Client shall pay any undisputed invoices within the period specified in the Payment Schedule above. Disputed portions must be notified in writing within ten (10) days.

TERM AND TERMINATION

Term: The pilot shall commence on Start Date: and continue until End Date: unless earlier terminated in accordance with this Agreement.

Either party may terminate for material breach if the breaching party fails to cure within the notice period. Termination shall not relieve Client of the obligation to pay for services performed or costs reasonably incurred prior to termination.

CONFIDENTIALITY; DATA HANDLING

Each party shall treat as Confidential Information all data and information disclosed in connection with the pilot that is marked confidential or which a reasonable person would understand as confidential. The receiving party shall not disclose Confidential Information except to personnel with a need to know and shall use at least the same degree of care to protect such information as it uses with its own similar information, but in no event less than reasonable care.

Client consents to Provider's use of aggregated, de-identified data derived from the pilot for Provider's internal research and improvement purposes: I agree

LIABILITY; INDEMNIFICATION

Except to the extent caused by gross negligence or willful misconduct, each party's aggregate liability under this Agreement shall be limited to direct damages not to exceed the total fees paid under the pilot. Each party shall indemnify and hold harmless the other for third-party claims arising from its negligence or breach of this Agreement.

COMPLIANCE; WARRANTIES

Each party represents that it has authority to enter into this Agreement and that its participation will comply with applicable laws and regulations. Provider warrants that services will be performed with reasonable skill and care consistent with industry standards for pilot activities.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles.

ENTIRE AGREEMENT

This Agreement, including the Pilot Questionnaire responses and any attachments executed by the parties, constitutes the entire agreement between the parties with respect to the pilot program and supersedes all prior proposals and agreements, whether written or oral. Any amendment must be in writing and signed by authorized representatives of both parties.

ACKNOWLEDGMENTS

By signing below, the undersigned represent and warrant that they are authorized to bind their respective parties, have read and understand this Agreement, and agree to the terms set forth herein.

Client Printed Name:

By:

Date:

Provider Printed Name:

By:

Date:

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What the Client Pilot Questionnaire Is and When It's Used

The Client Pilot Questionnaire is a structured intake form used to define scope, objectives, success criteria, technical requirements, and stakeholder roles before a pilot or proof-of-concept engagement. It collects contact details, environment access, data needs, timelines, acceptance metrics, and compliance constraints so sponsors and delivery teams share a common baseline prior to execution. Completed questionnaires reduce ambiguity, speed procurement and technical setup, and provide an auditable record of agreed pilot parameters for project managers, legal reviewers, and technical leads.

Why a Standardized Questionnaire Matters for Pilots

A standardized Client Pilot Questionnaire improves alignment between stakeholders, reduces rework, and documents assumptions that affect scope and risk allocation. It establishes measurable goals and clarifies required resources so pilot outcomes are comparable and auditable.

Why a Standardized Questionnaire Matters for Pilots

Typical Roles That Complete or Review the Questionnaire

The form is completed by staff responsible for the pilot request and reviewed by delivery teams and legal/compliance as needed.

  • Project Sponsor or Product Owner responsible for objectives, budget, and decision rights.
  • IT or Infrastructure Lead responsible for access, credentials, and environment readiness.
  • Legal or Compliance reviewer who checks privacy, data sharing, and contractual boundaries.

Final reviewers validate technical access, data handling, and signatory authority before pilot kickoff.

Representative Signer and Contact Profiles

Project Manager

Typically a delivery or client-facing manager who completes operational details, confirms timeline and resource availability, and serves as primary contact for pilot coordination between teams and external vendors.

Technical Lead

An IT or engineering contact who specifies integration points, access credentials, data extracts, and security constraints; validates that the technical environment supports the pilot requirements and acceptance testing.

Step-by-Step: Completing the Client Pilot Questionnaire

Follow these steps to gather approvals and technical details before the pilot starts; assign responsibilities at each step.

  • 01
    Gather Contacts: Compile sponsor, technical lead, and compliance reviewer details.
  • 02
    Define Objectives: Write measurable success criteria and acceptance tests.
  • 03
    List Technical Items: Specify integrations, credentials, and data samples required.
  • 04
    Obtain Signatures: Have authorized parties sign and date the completed form.

Typical Workflow from Questionnaire to Pilot Launch

This high-level flow shows the common handoffs and approvals after questionnaire submission.

  • Submit Questionnaire: Requester completes form and sends to delivery team.
  • Technical Review: IT validates access, data, and security requirements.
  • Compliance Review: Legal or privacy checks data sharing and consent.
  • Provisioning & Kickoff: Environment is prepared and pilot begins per timeline.

Recommended Digital Setup for Online Completion

Configure the questionnaire in your eSignature or form platform to enforce required fields, authentication, and audit logging.

Field | Configuration Required | Mark critical fields as mandatory
Authentication Method | Configuration Email or SMS | Use SMS code for stronger signer verification
Conditional Logic | Configuration Yes | Reveal technical fields when integration chosen
Reminders | Configuration Automatic | Send periodic reminders until completion
Export Format | Configuration PDF/A | Preserve audit trail and signed copy

Platform and Format Considerations for eSubmission

Choose a platform that supports structured fields, audit trails, and the authentication level your organization requires.

  • File Formats: PDF, DOCX, Excel supported
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Authentication: Email, SMS, or advanced options

Security and Compliance Checklist

Encryption: TLS 1.2/1.3; AES-256 at rest
Certifications: SOC 2 Type II; ISO 27001
HIPAA Support: BAA available for protected health data
Audit Trail: Timestamps, IP, and action log
Authentication: Multi-factor and identity proofing
Access Controls: Role-based permissions and SSO

Common Errors That Delay Pilot Start

  • Incomplete technical details such as missing API endpoints, test credentials, or data schema cause provisioning delays and repeated clarification cycles.
  • Vague objectives without measurable acceptance criteria lead to scope creep and disagreement on whether pilot outcomes succeeded.
  • Incorrect signer or missing authority information requires re-execution of documents and can void early approvals.
  • Failure to document data handling and privacy constraints raises compliance flags and may halt work until legal review completes.

Key Risks and Potential Consequences

Invalid Authorization: Contract disputes or unenforceable consent
Data Privacy Breach: HIPAA fines or remediation costs
Incorrect Tax Info: Backup withholding 24% risk
Late Reporting: 1099 penalties $60–$330 per form
I-9 Paperwork: Violations $281–$2,789 per item
Intentional Disregard: $660+ per affected form

eSignature Pricing and Feature Comparison (vendors listed with signNow first)

Compare typical starting prices and select feature differences for common eSignature needs; confirm vendor terms and caps before purchasing.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies Varies Varies Varies
Bulk Send Yes (Business Premium) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA required) Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Typical Response and Processing Time Expectations

Set clear deadlines for questionnaire responses and internal reviews to avoid pilot delays and ensure timely provisioning.

Response Due Date:

Requester sets date; 5–10 business days is typical

Technical Review:

Allow 3–7 business days for IT validation

Compliance Review:

Allow 5–10 business days for legal or privacy checks

Provisioning Window:

Provisioning typically 2–5 business days after approvals

Pilot Start:

Start date set once provisioning and signatures complete

Key Milestones from Submission to Pilot Completion

A sequential milestone view helps teams coordinate resources and track progress against agreed dates.

01

Submission

Questionnaire completed and sent to delivery and compliance teams

02

Approval

Stakeholders confirm scope, budget, and signatory authority

03

Provisioning

Technical environment and credentials are prepared

04

Kickoff

Pilot begins and data collection starts

Real-World Examples of Questionnaire Use

Two brief examples illustrate how completed questionnaires supported timely pilot launches and compliance checks.

Tim Martin — Martin Properties

A small real estate firm used a structured questionnaire to collect tenant data and access details before field pilots.

  • The form captured site access and contact roles.
  • Tim Martin reported that completing documentation online enabled efficient, compliant remote processing and consistent handoffs between leasing and technical teams.

Brian Fitzgibbons — Optica Ventures

A venture services firm standardized pilot intake to reduce back-and-forth clarifications.

  • Objectives and success metrics were required fields.
  • Brian Fitzgibbons said the interface was simple for teams and customers, helping the company start pilots faster while keeping an auditable record.

Frequently Asked Questions and Troubleshooting

Answers to common questions about validity, notarization, signature authority, and amending completed Client Pilot Questionnaires.


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