Phase 1 · Weeks 1 – 2
Time commitment: ~3 hours from municipal lead
Workflow Scouting, Security & Grounding
We audit 2–3 candidate routine processes (planning inquiries, internal HR tickets, document triage) to identify the highest ROI opportunity. We verify archive boundaries, establish GDPR boundaries, and set clear quantitative benchmark metrics.
Friction Mapping
Interviews with frontline caseworkers to isolate manual bottlenecks and repetitive queries.
GDPR Compliance Memo
Data sensitivity checklist and formal memo signed off by your internal DPO and security officer.
Target Workflow Scope
Selection and concrete scope definition of exactly one high-impact workflow for sprint execution.
Phase 2 · Weeks 3 – 4
Time commitment: Built 100% by 23 Flow
Co-Design & Sovereign Tenant Build
We engineer the solution directly within your municipality's Microsoft Copilot Studio and Power Platform environment. No data ever leaves your cloud boundary. We ground the model with your official municipal regulations and procedural templates.
Copilot Topics & Logic
Configuration of Copilot Studio topics and triggers integrated with Power Automate flows.
SharePoint Grounding
Document grounding strictly inheriting your municipality's existing ACLs and security groups.
Human-in-the-Loop
Draft response templates with clear citation sources and compulsory caseworker sign-off before dispatch.
Phase 3 · Week 5
Time commitment: ~2 hours testing by caseworkers
Live Pilot with Real Caseworkers
We roll out the tool to a selected pilot cohort of 3–5 caseworkers. We monitor actual usage in real time, fine-tune accuracy, refine Norwegian prompt tone, and eliminate edge-case friction.
Cohort Onboarding
Direct 30-minute walkthrough session with caseworkers on handling real citizen and case queries.
Tone & Edge Cases
Iterative prompt refinement ensuring authentic Norwegian municipal tone (Bokmål / Nynorsk).
Speed & Error Metrics
Direct measurement against pre-sprint baseline handling speeds and citation accuracy rates.
Phase 4 · Week 6
Time commitment: 2-hour formal handover session
Handover, Internal Ownership & Scale
We deliver complete documentation, train internal IT champions, and hand over full ownership. You receive short video tutorials for future staff and a measurement dashboard tracking hours saved.
IT Champion Training
Architecture and maintenance walkthrough with municipal IT administrators to ensure autonomous upkeep.
Video Cheatsheets
2-minute self-serve video tutorials in Norwegian embedded into your municipal intranet.
Executive ROI Memo
Structured executive summary memo with measured hours saved ready for leadership and council reporting.