Intake & Triage
Use Case Registration
The intake form for new AI use cases entering the governance process.
Purpose
Every new AI use case (whether built in-house, procured from a vendor, or using a generative AI service) should be registered through a standard intake form. This form captures the information needed for risk tiering and routing.
Registration Form Fields
Basic Information
- Submitter name and role
- Business unit / team
- System or project name
- Brief description: What does this system do? What problem does it solve?
- AI technique: Machine learning, deep learning, generative AI, rule-based, other
- Development approach: Built in-house / vendor-procured / open-source / SaaS
Stakeholder Impact
- Who are the primary users? (internal employees, customers, public)
- Who is affected by the system's outputs? (individuals, groups, communities)
- What decisions does the system support or automate?
- What happens if the system is wrong? (Describe the consequences of errors or failures)
Data
- What data does the system use? (Describe sources and types)
- Does the data include personal information?
- Does the data include sensitive categories? (health, financial, biometric, children, etc.)
- How is the data collected and with what consent?
Risk Indicators
- Could this system affect someone's access to services, benefits, or opportunities?
- Could this system cause physical, financial, or reputational harm?
- Does this system operate in a regulated domain? (healthcare, finance, employment, law enforcement)
- Is human review of the system's outputs required or feasible?
- Is this a novel use of AI for the organization?
Requested Timeline
- Target deployment date
- Is there a regulatory or contractual deadline?
After Submission
- The form is reviewed by the council chair or triage designee
- A risk tier is assigned (see Risk Tiering)
- The case is routed to the appropriate reviewer (see Routing Logic)
- The submitter is notified of the assigned tier and next steps