Put open renewal terms beside the quoted totals.
Two quotes can describe different entitlements and charges. Compare the same declared activity, then keep the missing terms beside the totals for the institution's review.
The review question and the inputs.
For a vendor owner or COO with a renewal date and questions about an included AI feature or the terms of exit.
- Two redacted quotes with the relevant supplied terms
- The same declared activity, volume and period for both quotes
- Explicit field mappings from each fee or term to its supplied source
- The notice clause, recipient role and AI terms, or an explicit unknown
The file your team keeps.
A six-column file of the renewal, source evidence and open terms A shared-activity calculation with source-linked totals and difference
Six columns: Use, Where it runs, Data it can touch, Owner, Evidence on hand, Question still open. The institution fills the decision line.
How the renewal terms works.
Confirm the quote mappings
Locate each supplied fee, entitlement and clause in its source. Ask the owner to confirm ambiguous mappings before calculation.
Set the shared activity
Use the same declared volume and period for both quotes. Keep excluded fees and unsupported assumptions beside the calculation.
Keep the open terms visible
Put missing AI entitlement, training use, export, exit and notice terms in the register. A blank term stays blank until the vendor supplies an answer.
Assign the vendor questions
The vendor owner checks the totals against the supplied sources and obtains the missing terms. The institution's reviewers decide when the file supports a renewal decision.
Read a short evidence row.
Illustrative inputs, not a client.
| Use | Where it runs | Data it can touch | Owner | Evidence on hand | Question still open |
|---|---|---|---|---|---|
| Renewal of a declared vendor service | The declared vendor services | Declared data categories; AI permissions remain open | Institution vendor owner to be named | Two supplied quotes using the same activity; open terms beside totals | Which missing charges or terms affect the full renewal cost? |
Decision: ________________________
Who signs off on the file.
The institution's vendor owner and COO, with risk and legal reviewers for terms within their responsibilities.
Two to four weeks. Timing starts when the agreed inputs and review owner are available.
The method and scope.
Fee fixed in writing after one working session.
A review prepares a file. It does not certify compliance, give a legal opinion or connect to a core.
Start with the AI review on the calendar.
Bring the review question, deadline and accountable role. We reply to business inquiries within one business day.
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