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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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Lisa Shinholster Director of Quality| Active Minerals International Milledgeville, Ga, United States
Claudia, I will be taking a narrow approach to incorporating AI and focusing on projects that are specific to the Quality Team. Evidence-based decision making is one of the QMS Principles identified in ISO 9001 standard and I will use mini-projects and introduce checklist to my team.
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S R P Kiran Bhagavathi Bangalore, India
Hi Claudia,
I am with my Construction project management experience believes that it would be challenging to bring GenAi to project management due to the awareness and knowledge Gap. Following shall be actions to be to start
1. Conduct the awareness sessions to all the Major stakeholders.
2. Set the objectives for implementing Gen Ai with concurrence of Project sponsor/ Organization heads
3. Assess the skill set gap and plan for training/ Hiring.
4. Develope Data management plan for Data sourcing, Ensuring Data quality, consistency relevance and Data security and control.
5. Conduct Market study to explore existing LLMs matching the Objectives and Outcome
6. Assess for Infrastructure required and stages for filling the Gap.
7. Estimate the total cost and get the concurrence from the sponsor or Organization heads.
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Joseph Reynolds Ga, United States
Claudia, the content so far has been extremely helpful for me. As I continue my search for an initial role in project management, I am hopeful that the GenAI training will increase the probability of being hired as I can participate, albeit lead the conversation in an organization that is in the initial approach to GenAI.
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Atul Joshi Delhi, India

The evolving interest in Generative AI (Gen AI) has captured the attention of every industry now but organizations find themselves still in the nascent stages of exploration.



Amidst this evolving field, several invaluable resources can guide the way:



Here are some strategies to elevate your preparations for integrating Generative AI into workflows:



Data Quality Assessment: Generative AI models hinge heavily on high-quality training data. It's imperative to ensure that your data is not only relevant but also unbiased and appropriately formatted for the specific generative task at hand.In my experience this is the most important aspect of the journey.



Security and Privacy Considerations: Depending on the data's nature, privacy and security concerns may emerge. Implement robust measures to safeguard sensitive information and ensure compliance with data protection regulations.Most organisation are afraid of these concerns. But now time is changing and none want to left benefited from this revolution.



Understanding Model Biases: Generative AI models are susceptible to inheriting biases from their training data. Stay vigilant about potential biases and take proactive steps to mitigate them during both training and evaluation phases.



Human-in-the-Loop Approach: Contemplate integrating human oversight into your generative AI workflows. This may entail incorporating human review of outputs or providing human feedback to refine and guide the model's outputs.



It's crucial to keep in mind that Generative AI is an evolving frontier. As adoption becomes more widespread i am expecting to see the emergence of standardized protocols and checklists tailored to the nuances of this innovative technology.

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Farhad Abdollahyan Managing Director| Cyrus Associados Apoio em Projetos Sao Paulo, Sp, Brazil
Integrating a new AI system successfully requires careful planning, implementation, and monitoring. Here are some checklists and protocols that can help ensure a smooth integration process:
1. Pre-Integration Preparation:
- Define clear objectives and goals for integrating the AI system.
- Evaluate the compatibility of the AI system with existing systems and processes.
- Conduct a risk assessment to identify potential challenges and develop mitigation strategies.
- Allocate resources and establish a dedicated integration team with defined roles and responsibilities.

2. Data Preparation and Quality Assurance:
- Identify data sources the AI system requires and ensure data availability and quality.
- Clean and preprocess data to remove inconsistencies, errors, and bias.
- Implement data security measures to safeguard sensitive information.

3. Model Development and Testing:
- Develop and fine-tune AI models based on specific use cases and requirements.
- Test the models rigorously using diverse datasets to ensure accuracy, reliability, and scalability.
- Conduct performance evaluations against predefined benchmarks.

4. Deployment and Monitoring:
- Implement the AI system in a controlled environment to minimize disruptions.
- Monitor system performance, outputs, and user feedback to identify issues and optimize performance.
- Establish protocols for continuous monitoring, maintenance, and updates.

5. Training and Knowledge Transfer:
- Provide comprehensive training to users and stakeholders on interacting with and benefiting from the AI system.
- Create documentation, guides, and FAQs for easy reference and troubleshooting.
- Foster a culture of continuous learning and improvement around AI technologies.

6. Compliance and Ethical Considerations:
- Ensure compliance with relevant regulations, standards, and data protection laws.
- Implement ethical guidelines for fairness, transparency, and accountability in AI decision-making.
- Establish protocols for handling sensitive data and addressing potential biases or discrimination.

7. Post-Integration Evaluation:
- Conduct regular reviews and audits to assess the impact of the AI system on organizational goals and performance.
- Solicit user and stakeholder feedback to identify areas for improvement and optimization.
- Iterate on the integration process based on lessons learned and evolving business needs.
By following these checklists and protocols, organizations can enhance the chances of successfully integrating AI systems, driving valuable insights, efficiency gains, and innovation across their operations.
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ofelia manjon civil engineer| Ofelia Manjón Spain
As a Project Manager in the Public Sector, I feel that the possibility of using GenAI for repetitive processes can be extraordinary for the public system. However, the public sector ususally is very resistant to change, so we will need very specific protocols for working with Generative AI data. Personally, I'm going to try to start with a small-scale pilot project, considering all the contributions you have made in this thread! Thanks!
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Keshava Chandraiah IT Project Manager| American Express Alpharetta, Ga, United States
Can Gen AI be used for Scaled Agile? Also if a Project Manager joins in the middle of the project what model to build to understand the historical patterns, domain knowledge and technical architecture
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Jeffrey Ross Cyber Software Engineering, Senior Advisor| Peraton Alide, Va, United States
Thanks! Great input!
Dec 01, 2023 11:40 AM
Replying to Rami Kaibni
...
I don't have a clear cut answer to your question, Claudia. However, I believe it's going to be tough to incorporate AI quickly and it will find resistance in the beginning just like Agile and Agility did but sooner or later it will find its way everywhere.

PMI did two good actionable approaches by creating the PMI AI Assistant and releasing the GenAI Course.

I'd be interested to see what other members of this community have to say about this.
I agree that there isn't a one-fits-all approach to AI it is a tool to continue to develop based on the users inputs. It is extremely exciting to see the innovation and opportunities that AI could offer.

A recent statement that I hear recently is that with AI it will open up more opportunities or tool for people to leverage as a craft functionally and creatively!
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Thomas Martin Tampa, Fl, United States
I wish that we were. We are small company and are just getting started. I'm 3 weeks into the job so will work with them closely on good PM techniques to monitor AI and ML initiatives.
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