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AI Project Simulation Webinar
Logistics Excellence & P3 Express Integration
Thursday 23rd April 2026
FTCC / System in Motion
Gonzague Patinier
Mishari Muqbil
FTCC / SWECHAM / System in Motion
Building momentum across innovation and AI
Webinar Guidelines
How to participate today
- 🔇 Mute your microphone to avoid background noise.
- 💬 Interact in the chat for questions and comments.
- 🤖 Open ChatGPT or Gemini for the hands-on exercises.
- 🔗 Prompt templates: Open Prompt Library
Ready?
Ensure your tools are open!
Agenda Overview
A fast-paced 50-minute journey
- Introduction (5 min): AI Project Management (Logistics use cases)
- AI Use Cases (7 min): Identifying Value
- Project Flow (20 min): Initiation to Closure
- Training Offerings (3 min): Next Steps
- Q&A & Conclusion (10 min): Interactive Debrief
Includes 3 Hands-on Prompt Engineering Sessions!
Why AI Projects Fail
The Challenges of Intelligence
- Unpredictable Nature: AI projects involve iterative experimentation and evolving requirements, making rigid plans ineffective.
- Data Dependency: Success hinges on high-quality data, which traditional methods often overlook.
- Cross-Disciplinary Needs: Requires collaboration across diverse domains, unlike siloed traditional workflows.
- Scaling Challenges: Predefined frameworks fail to address the complexities of scaling AI systems, contributing to high failure rates.
P3 Express: Minimalist Project Management
A simple, powerful framework for AI delivery
- Modular & Simple: 33 management activities across 4 phases.
- Cycle-Based: Focus on regular reviews and monthly cycles.
- Peer-Reviewed: Open-source and industry-validated.
- AI Integration: Perfectly suited for the iterative nature of AI projects.
AI for Project Management (Logistics Use Cases)
Beyond the Hype: Practical Application
- Streamlining Processes: Automating documentation & comms.
- Improving Accuracy: Reducing manual entry errors in customs.
- Predictive Power: Flagging shipment risks before they happen.
- P3 Express Flow: How AI complements a minimal project framework.
High-Impact AI Use Cases
Where to start for immediate ROI
- Data Extraction: Converting PDF invoices/emails to structured data.
- Risk Detection: Flagging inconsistencies in shipping manifests.
- Predictive Analytics: Identifying delay factors in supply chains.
- Attributes of Success: Clear goals, realistic scope, measurable results.
Refining Ideas
Loose Idea → Actionable Case
"AI for customs" → "Automated extraction of HS codes from 100+ daily PDF
invoices"
Prompt Engineering Masterclass
Architecting the Right Output
1. Prompt Engineering Basics
Framework: ACT AS / TASK / OUTPUT
- ACT AS → Define the role
- TASK → Specify what needs to be done
- OUTPUT → Describe the expected format/result
2. Our Framework (ERCFC)
Structure:
- E — Example
- R — Role
- C — Context
- F — Format
- C — Command
Session 1: Refining Use Cases
Hands-on Prompt Engineering
Task: Refine a loose idea into a structured AI Use Case.
ACT AS: AI Strategy Consultant
TASK: Refine the following logistics AI idea: [INSERT IDEA]
OUTPUT TEMPLATE:
- Project Objective: ...
- Inputs: [Data needed]
- Outputs: [Tangible result]
- Impact: [Key challenge solved]
TASK: Refine the following logistics AI idea: [INSERT IDEA]
OUTPUT TEMPLATE:
- Project Objective: ...
- Inputs: [Data needed]
- Outputs: [Tangible result]
- Impact: [Key challenge solved]
Try with: "AI for automated customs forms" or "Classifying shipment delay predictors"
Share Your Use Cases!
Join the conversation in MS Teams
We want to hear from you!
- Paste your refined use case in the MS Teams Chat.
- Format: Project Objective, Inputs, Outputs, Impact.
- We will select 1-2 examples to debrief live.
💬
MS Teams Chat
Phase A: Project Initiation
Setting the Foundation for Success
- Scope Definition: Clear boundaries and deliverables (A01-A05).
- Risk Identification: What could go wrong? (A07).
- AI's Role: Using LLMs to brainstorm edge cases and drafting response plans.
- Decision: Go/No-Go based on AI-assisted ROI analysis.
Initiation Activities (A01–A09)
A Deep Dive into the Startup Phase
| ID | Activity | Description |
|---|---|---|
| A01 | Appoint Sponsor/PM | Defining leadership and accountability. |
| A02 | Appoint Team | Securing core skills (AI, Data, Subject Matter). |
| A03 | Describe Project | High-level objective & alignment with strategy. |
| A04 | Deliverables | What exactly will be built? (e.g., API, UI, Model). |
| A05 | Stakeholders | Who is impacted? (Legal, Ops, IT). |
| A06 | Requirements | Technical & functional needs. |
| A07 | Identify Risks | Data gaps, hallucinations, change resistance. |
| A08 | Plan Responses | Mitigation strategies & guardrails. |
| A09 | Go/No-Go | Final check on feasibility & ROI. |
🔍
Zoom: Initiation
Session 2: Scope & Risk Planning
Hands-on Prompt Engineering
Scenario: AI-enhanced logistics automation for inbound shipment emails.
TASK: Define the Scope and Risks for this project.
PROMPT:
"Analyze a project to automate 5,000 monthly inbound shipment emails. Identify:
1. Boundaries (What is NOT included)
2. Top 3 technical/business risks
3. AI-driven mitigation strategies for each risk."
PROMPT:
"Analyze a project to automate 5,000 monthly inbound shipment emails. Identify:
1. Boundaries (What is NOT included)
2. Top 3 technical/business risks
3. AI-driven mitigation strategies for each risk."
Share Your Use Cases!
Join the conversation in MS Teams
We want to hear from you!
- Paste your refined use case in the MS Teams Chat.
- Format: Project Objective, Inputs, Outputs, Impact.
- We will select 1-2 examples to debrief live.
💬
MS Teams Chat
Phase B: Weekly Management
Maintaining Momentum with AI Insights
- Performance Tracking: Measuring deviations in real-time.
- AI-Driven Reporting: Summarizing complex shipment data for stakeholders.
- Correction: Planning responses to performance gaps (C02).
- Communication: Focused, high-value stakeholder updates (C04).
Weekly Management (C01–C04)
The Operational Rhythm of the Project
| ID | Activity | AI Integration |
|---|---|---|
| C01 | Assess Deviations | Auto-flagging delays or data inconsistencies. |
| C02 | Plan Responses | Brainstorming mitigations for specific shipment risks. |
| C03 | Implement Responses | Executing corrective actions & updating logs. |
| C04 | Weekly Report | Summarizing technical & business progress for sponsors. |
🔄
Zoom: Weekly
Session 3: Insights from AI Reports
Hands-on Prompt Engineering
Task: Transform raw AI data into a Stakeholder Communication.
DATA: "Shipment A-123 delayed 48h (Port congestion). AI predicted 15% more delays next
week."
PROMPT: "Draft a concise stakeholder email that:
1. Reports the deviation clearly.
2. Proposes a mitigation based on the AI prediction.
3. Maintains a professional, proactive tone."
PROMPT: "Draft a concise stakeholder email that:
1. Reports the deviation clearly.
2. Proposes a mitigation based on the AI prediction.
3. Maintains a professional, proactive tone."
Share Your Use Cases!
Join the conversation in MS Teams
We want to hear from you!
- Paste your refined use case in the MS Teams Chat.
- Format: Project Objective, Inputs, Outputs, Impact.
- We will select 1-2 examples to debrief live.
💬
MS Teams Chat
Phase C: Project Closure
Handover & Continuous Learning
- Deliverables Handover: Finalizing AI models and documentation.
- Sentiment Analysis: Using AI to evaluate stakeholder satisfaction.
- Lessons Learned: Extracting insights for the next project (F06).
- Archiving: Storing prompts and data for future retrieval.
Write your own prompt and share
Join the conversation in MS Teams
We want to hear from you!
- Paste your refined use case in the MS Teams Chat.
- Format: Project Objective, Inputs, Outputs, Impact.
- We will select 1-2 examples to debrief live.
💬
MS Teams Chat
System in Motion Training
Deepen your expertise
- AI for Project Management: Master-class for logistics leaders.
- Advanced AI Use Case Design: From idea to enterprise scale.
- In-Company Workshops: Tailored sessions for your specific team.
Upcoming Training Calendar
Join us for our next sessions
| Date | Program Title | Organization |
|---|---|---|
| 21/04/2026 | AI Mastery Training (3h) | SWECHAM |
| 23/04/2026 | AI Project Simulation Workshop | FTCC |
| 12/05/2026 | AI for Project Management | FTCC |
| 28/05/2026 | AI for HR – Talent Analytics | SWECHAM |
Scan to Register
Q&A & Discussion
Refining your AI strategy
Think about:
- Which of your workflows is most ready for AI?
- What are your biggest risks in adopting AI?
- What project management methodology works best for your AI projects?
💬
From Idea to Execution with AI
What you should take back on Monday morning
- Start Small, Start Smart
Focus on one high-impact use case
Define: Inputs → Outputs → Impact - Use AI as a Co-Pilot
Augment decisions, don’t replace them
Apply to: Scope, Risks, Communication - Follow a Simple Framework
Use P3 Express
Initiation → Weekly → Closure - Measure Value
Time saved • Errors reduced • Risks anticipated
👉 What is the ONE use case you will start this week?
💡 Idea
↓
⚙️ Structured Use Case
↓
📊 AI-Assisted Project
↓
🚀 Business Impact
“AI doesn’t replace project managers — it amplifies those who use it well.”
Connect with Us
Gonzague Patinier
AI Strategy & Enterprise Transformation.
Focus: scaling GenAI
pilots
to production.
Mishari Muqbil
Fractional CTO: Digital Innovation & Tech Leadership.
Expert in
business-driven
technology strategy.