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Don’t attach the vendor’s monthly report
as the basis for a generative AI renewal
The vendor can produce a monthly report. Logins and seat counts are on it. The attachment stays in the file, but it doesn’t always turn into one line about your own work. What to cut this term and how to write the impact section are separate topics. This article is only about not attaching the vendor’s monthly as the basis. No plan document needed.
Keep the vendor’s monthly out, and separate your own one line →Please don’t send the monthly PDF. The form only needs your own one line of work (or just the department name). Our diagnostic (Metamon) starts from that line. No plan document
Before the attachment — don’t make the vendor’s monthly the basis
Cutting this term’s renewal scope is a separate article. So is the one line in the impact section. This article is only about not attaching the vendor’s monthly report as the basis for the renewal case.
- NG (using the monthly as the basis)
- The vendor’s monthly report is attached as the basis for the renewal approval
The monthly arrives. Seats and logins are on it. The attachment stays. Vendor reporting itself isn’t the problem. What you keep first is your own one line of work.
- OK (not attached as the basis)
- The vendor’s monthly report is not attached as the basis for the renewal approval
Your own line isn’t a screenshot of the vendor’s dashboard. Attach a log or a confirmation from the owner.
This is a split that fits your own approval format. We don’t make that decision on your behalf. Nothing here recommends renewing or not renewing any particular vendor.
What tends to remain a quarter after using the monthly as the basis
| What was attached first | What tends to remain at the next meeting |
|---|---|
| The vendor’s monthly was the basis | Seat counts stay. No one line about your own work |
| A one-page login graph | More pages. No line to cut |
| “Recommended by the vendor” was the reason | The recommendation stays. You can’t name the work you keep |
The first one weighs the most. The monthly is the vendor’s job, and it’s fine there. What goes in the basis is your own one line of work.
Keep the vendor’s monthly out, and separate your own one line →Please don’t send the monthly PDF. The form only needs your own one line of work (or just the department name). Our diagnostic (Metamon) starts from that line. No plan document
What to attach, and what not to use as the basis
| Target | Treatment |
|---|---|
| Your own one line of work | Can name the task on the spot. Put this — and only this — at the top of the basis |
| The vendor’s monthly | Not attached as the basis. Not even as reference material until your own line is in place |
| What to add after the numbers | Once the scope of your own logs is settled under internal policy, use the monthly as a reference |
Don’t bundle the monthly and your own line into the same PDF. Bundling defers the blank at the next meeting.
Not buying a dashboard first is a separate article (the quote for a screen). This article is about not using a monthly that has already arrived as the basis.
If you bring in an external assessment, “your own one line of work” is easier to work with than the vendor’s monthly (our Metamon works on the same premise). A first conversation starts from that one line. Whether to order an assessment or sign anything can wait until you have seen the result of the cut.
The note you can write in-house before the meeting — not a plan document
| Department | Category | Your own one line |
|---|---|---|
| General Affairs | Goes in the basis | Equipment request drafts run in the company tenant. The vendor’s monthly is not attached as the basis |
| HR | Not attached yet | — (neither the monthly nor an own line goes in the basis) |
| IT | After the numbers | — (the monthly isn’t used as the basis until the scope of own logs is settled) |
Your own line shouldn’t rest on self-reporting alone. Attach one of: a log, a ledger, or a confirmation from the owner.
You don’t need a plan document to decide what to attach. These three columns are what you can write in-house before the meeting. When you contact us, no plan document or internal material is needed either. The form only needs “your own line” (e.g. General Affairs | equipment requests | company tenant / monthly not attached as basis) or the name of a department that isn’t attaching anything yet (leave it blank if unsure).
No need to hand over the vendor’s monthly PDF first. What the meeting wants is your own one line of work.
Before attaching anything, separate your own one line from the vendor’s monthly
We start from your own line, matched to your approval format. Our diagnostic (Metamon) starts from that one line. No plan document needed.
Keep the vendor’s monthly out, and separate your own one line →
References
This year’s renewal: A renewal case with no usage number
Impact section: Don’t write “people found it useful”
Our service: Metamon (generative-AI usage diagnostic)
This article is a general framing, not legal, regulatory, or contractual advice.