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Ready, Set, Gen AI! Share Your Checklists and Protocols for Successful Integration

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Claudia Alcelay
PMI Team Member
Learning & Innovation Research Manager| Project Management Institute (PMI) Spain
Are you utilizing any specific checklists or protocols within your projects or company to assess your readiness for working with Generative AI data? I'm curious to know what strategies or tools you've implemented to prepare for integrating Gen AI into your workflows. Please share your approaches in the comments below!
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Viroj Tanggasemsun Deputy Chief Executive Officer| Bay Computing Bangplad, 10, Thailand
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Hi Claudia,



As a leading Managed Security Service Provider (MSSP), we specialize in comprehensive cybersecurity monitoring, ensuring the integrity and security of our clients’ networks and applications. Our primary focus is identifying and mitigating cyber threats by analyzing vast volumes of internet traffic, correlating log data, and developing strategic playbooks tailored to real-world attack scenarios.



To continuously enhance our threat detection capabilities, we leverage AI-driven analytics to identify anomalous behaviors and classify potential hacking patterns. This enables our security analysts to conduct more precise investigations and respond to threats with greater speed and accuracy. By integrating AI-powered threat intelligence, we aim to strengthen our proactive defense mechanisms, ensuring rapid detection and mitigation of emerging cyber risks.

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Anonymous
As a medical billing company, we have leveraged Gen AI to review the co-payments for various medical insurance plans to determine with accuracy the estimated amount that a patient will pay for a predetermined service. This in turn became the foundation for building the relevant customer workflow
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Vijaya Kumar Matta Associate Manager RIM| GSK Bangalore, India

Hi Claudia,



Thanks for the great question. In our workflows, Generative AI is being used thoughtfully, supported by a cloud-based large language model (LLM) that has been integrated to maintain confidentiality and meet enterprise standards. Instead of using public tools like ChatGPT, the organization has adopted a secure LLM setup via Microsoft Azure OpenAI Service. This ensures alignment with regulatory requirements such as GDPR and HIPAA, which are critical in our environment.



The platform offers enterprise-grade encryption, role-based access controls, and a secure infrastructure. It also allows for scalability and customization to meet specific business needs, without the risks associated with open-access models.



Additionally, Retrieval-Augmented Generation (RAG) is being explored to help users better understand company-specific procedures and policies by combining trusted internal documents with the AI's capabilities. This helps improve both accuracy and relevance in responses, especially in a regulated setting.



Personally, I use it regularly for tasks like summarizing documents, drafting content, and generating structured outlines. It’s a valuable support tool that fits well within our compliance framework.

Best regards,
Vijay

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Adegoke Obembe Senior Project Manager| rEvolution Sports Marketing Group
Nov 30, 2023 10:16 AM
Replying to Claudia Alcelay
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Hello Rami, your approach as a consultant could provide us with great cases to build upon a standardized approach to Gen AI data readiness. Although not into this topic yet, if some ideas come to your mind where you think Gen AI could play a role in your profession, please share. :-)
This is really impressive and essential to get the project ready on the right track.
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Rob Hudson Senior Professional Services Manager| OpenGov St Petersburg, Fl, United States
Hi - My team implements SaaS. We are experimenting with running our typical workflows through the Lucid app for ChatGPT to generate workflow diagrams. We are also running our SOWs through ChatGPT to generate training and UAT plans.
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Diana Malaeb Project Manager | Ejada Riyadh, 1, Saudi Arabia

As a project manager, integrating AI into my daily work is still a challenge, and that's exactly where my exploration begins. So far, I’ve experimented with using AI to generate meeting notes for a bilingual discussion, and it proved to be a very rewarding experience.
I work in an agile IT environment within the financial sector. While AI adoption seems more straightforward for technical teams, discovering how it can effectively support project management tasks still feels like uncharted territory. I'm currently exploring creative ways to bridge that gap.

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Noe ibarra cardozo Montclair, Ca, United States
Dec 05, 2023 1:56 AM
Replying to Zohaib Qadir
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Dear Claudia

Here's a checklist to help guide the integration of AI successfully:

Define Clear Objectives:

Clearly outline the objectives you want to achieve with AI integration.
Align AI goals with overall business and project objectives.
Understand Stakeholder Needs:

Identify and involve key stakeholders in the AI integration process.
Understand their needs, concerns, and expectations related to AI.
Assess Readiness and Capacity:

Evaluate the organization's readiness for AI adoption.
Assess the available technical infrastructure and the capacity for handling AI technologies.
Data Governance and Quality:

Establish robust data governance policies.
Ensure data quality and integrity for accurate AI model training.
Security and Compliance:

Address security concerns related to AI systems.
Ensure compliance with relevant regulations and standards.
Talent Acquisition and Training:

Identify the need for new skills and talents.
Invest in training programs for existing staff to adapt to AI technologies.
Start with a Pilot Project:

Initiate AI integration with a small, manageable pilot project.
Use the pilot project to identify challenges and refine the integration strategy.
Choose Appropriate AI Models:

Select AI models that align with project goals.
Consider factors such as machine learning algorithms, deep learning, or natural language processing based on project requirements.
Ethical Considerations:

Establish ethical guidelines for AI use.
Address biases and fairness concerns in AI algorithms.
Monitoring and Evaluation:

Implement robust monitoring mechanisms for AI performance.
Regularly evaluate the impact of AI on project objectives.
User Training and Acceptance:

Provide adequate training to end-users interacting with AI systems.
Foster a culture of acceptance and collaboration between AI and human teams.
Scalability and Future Planning:

Design AI integration with scalability in mind.
Develop a roadmap for future AI enhancements and technologies.
Continuous Improvement:

Regularly update AI models to improve accuracy and efficiency.
Stay informed about advancements in AI technologies.
Communication Plan:

Develop a communication plan to keep stakeholders informed.
Clearly communicate the benefits and impacts of AI integration.
Contingency Planning:

Develop contingency plans for potential AI failures or issues.
Establish protocols for addressing unexpected challenges.
Thanks Zohaib, did you use an AI tool to create that list. Its great.

I wonder if companies need to look into creating different approaches of IA integration for the different departments or if is better to include the entire organization.
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Anonymous
I am the program manager for a global program with employees spread across North America, Europe, Latin America, and East Asia. My company has a robust infrastructure to support the implementation and adoption of Generative AI, so I am fortunate. As the project manager of the projects that spring up within this program, I use our internal Gen AI for a variety of purposes, among them analyzing large sets of unstructured data, synthesizing meeting notes and next steps, and compositing concise email follow-ups. Thanks to this course, I am now considering how to use synthetic data to track talent metrics related to skill gaps for the teams within the program.
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Eileen Wong Thornhill, ONTARIO, Canada
Our company is starting the adoption of AI with introduction of a ChatGPT tool. The PMO has not yet provided any formal framework or checklist to assist with use of AI and projects. It's still in early discovery phase with team members organically creating and sharing best practices. I look forward to the evolution and how it will change our project delivery landscape.
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Robert Powell Project Manager| None Lithonia, Ga, United States
Well, I’m new to GenAI. My goal is to become proficient in using GenAI for growing my insurance business. Any feedback would be greatly welcomed.
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