--- title: "Engagement Model | Enterprise Speech Data | YPAI" url: https://ypai.ai/speech-data/engagement-model/ description: "Enterprise engagement model for speech data collection projects. Phases, responsibilities, acceptance criteria and governance procedures defined during scoping." source: "src/copy/routes (route /speech-data/engagement-model/)" --- # Five phases, each with a sign-off. Discovery to delivery, one statement of work. > Enterprise engagement model for speech data collection projects. Phases, responsibilities, acceptance criteria and governance procedures defined during scoping. Discovery, scoping, pilot, production and delivery. Steps, responsibilities and acceptance criteria are defined during scoping and written into the statement of work. The DPA is executed in scoping, before any production recording. - **Discovery**: requirements · compliance needs - **Scoping**: statement of work · DPA - **Pilot**: specifications validated - **Production**: milestone deliveries - **Phases**: five - **Sign-off**: after each phase - **Roles**: YPAI · client, in the statement of work - **Change**: amendment procedure DPA · executed in scoping, GDPR Article 28 ## What the engagement fixes, before the first recording. seven terms in the statement of work Specific terms, timelines and deliverables are fixed contractually in scoping. - **Model**: Five-phase engagement: Discovery, Scoping, Pilot, Production, and Delivery - **Terms**: Steps, responsibilities, and acceptance criteria formalised in the statement of work - **Roles**: Documented for both client and YPAI teams - **Acceptance**: Criteria established for each phase before proceeding - **Change control**: Procedures govern scope modifications throughout the engagement - **Governance**: Provenance, consent and QA records, kept on the agreed retention terms - **DPA**: Executed before production collection starts ## Every engagement runs through a named project lead and a written statement of work. Each engagement follows a defined process from first consultation to production delivery, with checkpoints, documented acceptance criteria and governance throughout. Standard data collection projects and custom collection protocols for specialised model requirements run on the same model. ## Each phase ends with a checkpoint. The next one starts on a signature. Phase structure and checkpoints are adapted to project scope. Some engagements skip a phase; the sequence and the sign-offs stay. - **Discovery**: Requirements assessment, preliminary scope, and identification of compliance and governance needs. - **Scoping**: Specifications, acceptance criteria, milestones and contractual terms finalised. Statement of work prepared, DPA executed. - **Pilot**: Limited-scale collection to validate specifications, quality standards and integration workflows before production. - **Production**: Full-scale collection under validated specifications: contributor recruitment, controlled environments, continuous QA. - **Delivery**: Milestone deliveries with formal acceptance and the full documentation package per technical specification. ## Ownership is written down, so accountability holds through the engagement. Roles and responsibilities are documented in the statement of work. Data collection design and protocol development, contributor vetting and management, recording environment validation, quality assurance and human review, progress reporting, deliverable preparation, and audit artefact maintenance. Requirements definition and specification approval, acceptance criteria definition, designated project contact and escalation path, milestone review and formal acceptance, integration testing, and change request submission through agreed channels. Role assignments and communication protocols are written into the same document. - Data collection design and protocol development - Designated project contact and escalation path - Change requests through the documented channel ## Every phase and every milestone is accepted against criteria agreed in scoping. Each phase and each milestone delivery has a formal acceptance checkpoint, with the criteria documented in the statement of work. Each phase concludes with a formal acceptance checkpoint. Proceeding to the next phase requires documented sign-off against agreed criteria. Deliverables are validated against technical specifications, quality metrics, and documentation requirements before formal acceptance. - Technical format compliance (audio specifications, metadata structure) - Quality metrics validation (acoustic quality, transcription accuracy) - Documentation completeness (provenance records, consent records) Acceptance periods, validation procedures, and sign-off authorities are defined in the statement of work. ## A scope change is a documented request, assessed, approved and amended into the statement of work. request · assess · approve · amend Change control procedures govern modifications to scope, specifications, timeline or deliverables once the engagement has started. Scope changes are submitted through documented channels. Each request includes description, justification, and requested timeline. Changes are evaluated for impact on timeline, resources, quality, and contractual terms. Assessment is documented and communicated to stakeholders. Changes require approval from designated stakeholders on both sides before implementation. Approval thresholds and authorities are defined in the engagement agreement. Approved changes are documented as amendments to the statement of work. Change history is maintained for audit and reference purposes. - **Request**: Scope changes are submitted through documented channels, with description, justification and requested timeline. - **Assessment**: Impact on timeline, resources, quality and contractual terms, documented and communicated to stakeholders. - **Approval**: Designated stakeholders on both sides approve before implementation, within the thresholds set in the engagement agreement. - **Amendment**: Approved changes are documented as amendments to the statement of work. Change history is kept for audit and reference. ## The audit trail is kept as the work runs, and retained on the agreed terms after delivery. dpa · audit trail · reporting Governance requirements, reporting cadence and audit access procedures are defined in the engagement agreement. Data Processing Agreements are executed during scoping, aligned with GDPR Article 28 requirements. Sub-processors are disclosed. YPAI acts as Data Processor or Independent Controller depending on engagement structure. The audit trail is kept for the length of the engagement. - Provenance records for all delivered data - Quality validation logs and gate passage records - Change control documentation and approval history Status reports are provided per agreed cadence. Reports include production progress, quality metrics, milestone status, and any issues or risks. Documentation is retained according to agreed terms for compliance verification and audit purposes. - **DPA governance**: Data Processing Agreements are executed during scoping, aligned with GDPR Article 28. Sub-processors are disclosed. The role, processor or independent controller, is written into the agreement. - **Reporting**: Status reports on the agreed cadence, with production progress, quality metrics, milestone status, and any issues or risks. - **Retention**: Documentation is retained according to agreed terms for compliance verification and audit purposes. ## Scoping, pilots and sign-off ### How does the engagement process begin? Engagements begin with a discovery phase in which YPAI assesses your data collection requirements, technical specifications, compliance needs and project timeline. The first consultation is confidential and non-binding. ### What is defined during scoping? Scoping defines the complete project parameters including volume requirements, language and demographic specifications, technical acceptance criteria, delivery milestones, and contractual terms. The statement of work formalises these details. ### Is a pilot phase required? A pilot or evaluation phase is recommended for new engagements. This allows validation of technical specifications, quality standards, and workflow integration before committing to production scale. Pilot scope is defined during scoping. ### How are acceptance criteria determined? Acceptance criteria are established collaboratively during scoping based on your technical requirements and quality standards. Criteria are documented in the statement of work and validated at each phase checkpoint. ### Who is responsible for what during the engagement? Roles and responsibilities are documented in the statement of work. YPAI manages data collection, quality assurance, and delivery. Client responsibilities typically include requirements definition, milestone acceptance, and integration testing. ### How are scope changes handled? Change control procedures are defined during scoping. Scope modifications require documented change requests, impact assessment, and approval through agreed channels before implementation. ### What happens if delivered data does not meet acceptance criteria? Remediation procedures are documented in the engagement agreement. Non-conforming deliveries are flagged, the cause is investigated, and corrections follow the agreed timeline. ### When is the DPA executed? The Data Processing Agreement is executed during the scoping phase, before any production data collection commences. DPA terms align with GDPR Article 28 requirements for processor engagements. ### What documentation is provided throughout the engagement? Documentation includes project status reports, quality metrics, milestone completion records, and audit artefacts. Specific documentation requirements are agreed during scoping. ### How long does a typical engagement take? Engagement timelines depend on scope, volume, and complexity. Timeline estimates are provided during scoping based on your specific requirements. ### Can engagement terms be customised for our procurement requirements? Yes. YPAI works with your procurement and legal teams to address enterprise requirements including vendor assessment questionnaires and security documentation. ### What audit documentation is available? Audit documentation is available for your compliance review: provenance records, consent records, quality validation logs and chain of custody documentation. Access procedures are defined in the engagement agreement. Bring the requirement. Discovery starts the same week. Scoping turns your project requirements into the statement of work and the DPA. - [Speech data overview](https://ypai.ai/speech-data/) - Service Level Agreement - [DPA overview](https://ypai.ai/speech-data/dpa/) - [Technical specifications](https://ypai.ai/speech-data/technical-specifications/)