Comtrac's Controlled Pilot Conditions sets out the key terms and conditions that govern a controlled pilot of the Comtrac platform.
Overview
Comtrac may offer a Controlled Pilot to allow organisations to evaluate the Comtrac platform in a real operational environment before committing to a full deployment. The Controlled Pilot model is designed to reduce procurement and operational risk by allowing agencies to assess the platform using their own workflows, case types, and operational scenarios. The pilot operates under formal contractual conditions and is governed by clearly defined scope, duration, and exit rights. Controlled pilots are not informal trials or feature demonstrations. They are structured deployments intended to provide decision-grade evidence regarding the operational suitability of the platform.
Purpose of a Controlled Pilot
The objective of a Controlled Pilot is to allow an organisation to:
Evaluate the operational suitability of the Comtrac platform
Use the system in real operational scenarios within a defined scope
Assess workflow alignment with existing investigative or regulatory processes
Allow executive and procurement stakeholders to make an informed deployment decision
The pilot structure is intended to remove commercial pressure from the evaluation process while ensuring transparency and governance throughout the engagement.
Pilot Structure
Controlled pilots typically operate under the following conditions:
Defined Operational Scope The pilot is limited to specific teams, users, investigation types, or operational activities agreed between Comtrac and the participating organisation.
Pilot Duration Pilots are typically conducted for three (3) months, although in some circumstances an extension may be approved where organisational governance processes require additional time.
Operational Environment The platform is deployed in a live operational configuration so the organisation can evaluate real workflows and case management processes.
Formal Agreement All pilots operate under a contractual agreement that clearly defines the scope, duration, responsibilities, and exit rights of both parties.
Exit Rights and Conversion
Organisations participating in a Controlled Pilot retain full control over whether to proceed beyond the pilot period.
At any time during the pilot period, the organisation may elect to conclude the pilot without financial obligation for the pilot deployment.
Where the organisation determines that the platform meets its operational requirements, the pilot may convert to a standard subscription deployment under the agreed commercial terms.
Governance and Transparency
Comtrac operates Controlled Pilots under clear governance principles:
Pilots are conducted under formal agreements
The scope of evaluation is clearly defined
Commercial terms are transparent
Organisations retain the right to exit the pilot
The evaluation process is designed to support informed decision-making
This approach ensures that agencies can assess the platform in a manner that is transparent, defensible, and consistent with public-sector procurement expectations.
Important Clarification
Controlled pilots are not:
Free trials
Marketing incentives
Open-ended evaluations
Sandbox demonstrations
They are structured operational deployments designed to allow organisations to make informed procurement decisions based on real operational experience.
Controlled Pilot – Frequently Asked Questions
What is a Controlled Pilot?
A Controlled Pilot is a structured evaluation deployment of the Comtrac platform that allows an organisation to assess the system in a real operational environment before committing to full production deployment. The pilot operates under a formal agreement, with a defined scope, duration, and governance structure. It allows agencies to evaluate how the platform supports their investigative or regulatory workflows using real operational scenarios.
How long does a Controlled Pilot run?
Controlled Pilots typically run for three (3) months.
In some cases, the pilot period may be extended where additional time is required for organisational governance processes, internal approvals, or operational scheduling.
Is the Controlled Pilot a free trial?
No.
A Controlled Pilot is not a marketing trial or feature demonstration. It is a structured operational deployment designed to allow organisations to generate evidence about the platform’s operational suitability.
Pilots are conducted under formal contractual terms and within a defined scope.
Can the organisation exit the pilot?
Yes.
Organisations participating in a Controlled Pilot may choose to conclude the pilot at any time during the pilot period without financial obligation for the pilot deployment.
This approach ensures agencies can evaluate the platform without commercial pressure.
What happens at the end of the pilot?
At the conclusion of the pilot period, the organisation determines whether to proceed with a production deployment.
If the platform meets the organisation’s operational requirements, the pilot may transition to a standard subscription deployment. If the organisation decides not to proceed, the pilot can be concluded.
What parts of the organisation are involved in the pilot?
Controlled Pilots are conducted within a defined operational scope agreed between Comtrac and the participating organisation. This typically includes:
Specific investigation teams or operational units
Defined case types or regulatory activities
A limited number of authorised users
This scoped approach ensures the pilot remains manageable while still providing meaningful operational insight.
Does the pilot use live operational data?
Yes.
Controlled Pilots are typically conducted in a live operational configuration so organisations can evaluate the platform using real workflows and operational scenarios.
All pilots operate under the same security and governance controls that apply to production deployments.
Why does Comtrac use a Controlled Pilot model?
The Controlled Pilot model is designed to reduce procurement and operational risk for organisations evaluating the platform.
By allowing agencies to assess the system in their own operational environment, the pilot provides decision-makers with practical evidence about workflow alignment, operational efficiency, and system suitability.
This approach supports transparent and defensible procurement decisions.