{"id":"wri-sales-rfp-implementation-answer","audience":"sales","category":"applications","technique":"format","title":"Answer an RFP timeline question in exactly four phases","free":false,"task":"A school district's RFP asks for your implementation timeline. Answer with exactly 4 numbered phases, each with its week range and one short sentence, then one line with the total weeks, all under 90 words and in plain text. Use the updated plan, and promise nothing that isn't in it. Write a prompt that gets that answer.","materialLabel":"RFP question and your team's notes (attached to your prompt automatically)","material":"RFP #2026-114, Westbury Unified School District - Visitor Management System\nSection C, Question 7: \"Describe your implementation timeline from contract signing to go-live.\"\n\nOUR NOTES (SafeSign implementation team)\nStandard plan (v1, from our template):\n- Weeks 1-2: Kickoff and setup (accounts, badge printers shipped to 9 schools)\n- Weeks 3-5: Data import (staff and approved-visitor lists from district's SIS export)\n- Week 6: Front-office training\n- Weeks 7-9: Pilot at 2 schools, then district-wide go-live\n\nUPDATE from Dana (implementation lead), Oct 30: For Westbury, training needs 2 weeks, not 1, because they have 9 schools with split shifts. Shift everything after: training weeks 6-7, pilot and go-live weeks 8-10. Total is now 10 weeks.\n\nOTHER NOTES\n- Sales wanted to say \"24/7 live support during rollout\". We don't offer that; support is 7 am - 7 pm Eastern on weekdays.\n- Integration with their door-lock system: on our 2027 roadmap only.\n- Competitor (GateKeep) claims 6 weeks.","rules":[{"type":"numberedItems","count":4},{"type":"maxWords","max":90},{"type":"plainText"}],"mistakes":[{"title":"Not giving the shape","why":"The AI writes a narrative paragraph or a table with extra phases like \"ongoing optimization\".","fix":"Show it: \"Exactly 4 numbered phases like: 1. Weeks 1-2, Kickoff and setup: ...\"","checks":["numberedItems"]},{"title":"Trusting the AI to count words","why":"AI is bad at counting. Ask for \"under 90 words\" and it often lands well over.","fix":"Cap each part: \"Each phase one sentence under 15 words.\"","checks":["maxWords"]},{"title":"Using the template plan","why":"The notes start with the 9-week template. The AI may miss the update.","fix":"Say it: \"Use Dana's update: training weeks 6-7, total 10 weeks.\"","checks":["r0","r1"]},{"title":"Over-promising","why":"To win the RFP, the AI adds 24/7 support or integrations you don't have.","fix":"Add: \"Promise nothing beyond the plan. No 24/7 support, no door-lock integration.\"","checks":["r2"]},{"title":"Forgetting where it gets pasted","why":"AI adds bold and headings by default, which show up as ** and # clutter in the RFP portal's text box.","fix":"Add: \"Plain text, no bold, no headings.\"","checks":["plainText"]}],"promptHints":[{"label":"Sets the number of phases","patterns":["\\b(4|four)\\b.{0,15}(phases|steps|numbered)","numbered"]},{"label":"Uses the update","patterns":["update","10 weeks","weeks? 6.?7","dana"]},{"label":"Bans extra promises","patterns":["24/7","door","don'?t promise","nothing (beyond|outside)"]},{"label":"Sets a word limit","patterns":["\\d+\\s*words","word (limit|count)"]},{"label":"Asks for plain text","patterns":["plain","no bold","no markdown","no formatting","no headings"]}],"hint":"RFP answers are judged on precision. Show the AI the shape, point it to the updated plan, and tell it what you can't promise.","rubricLabels":["The 4 phases use the updated plan: kickoff and setup weeks 1-2, data import weeks 3-5, training weeks 6-7, pilot and go-live weeks 8-10","Gives the total as 10 weeks (not 9)","Promises nothing outside the plan: no 24/7 support, no door-lock integration, and no mention of the competitor"]}