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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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Altaf Ahmed University of Adelaide Adelaide, Australia
Thank you, Rami and Claudia for an interesting conversation and great posts providing insights into integration and use of AI tools in project management.
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Anonymous
We haven't started using a checklist yet, but I believe the value one could bring is very high.
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Jason Johnson IT Project Manager| Paycom Oklahoma City, OK, United States
Claudia, our company has recently integrated a chatbot into our internal knowledge base. This helps new employees on the customer-facing side of operations deal with tough questions before having to create and route a new ticket to the corresponding department for a customer/client. Based on data from ongoing case studies, surveys, and customer/employee feedback, this new tool for us could have some major technical implications and insights for possibly incorporating GenAI company-database-wide. The challenge for us, however, is with data ownership and security. 
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LIGIA-INEZ ZAMBRANO Project Manager| OmniPoint Consultants Orlando, United States
GenAI creates robust emails with attached spreadsheets by understanding the context, generating clear and professional content, ensuring proper formatting and proofreading, and correctly managing the attachment process. This ensures that the email is effective, informative, and easy for the recipient to understand and act upon.
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Kaushiki Roy Senior Project Manager| NZ Government Wellington, New Zealand
What is the outlook for using Generative AI in the public sector/government?
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1 reply by Christopher Henry
Aug 08, 2024 8:24 AM
Christopher Henry
...
I can speak for the two governments that I have worked for in this past year. One was a very small local government (City of roughly 10K people) and a County government for a population of 230k. They are both slow to integrate it. I think it goes employee to employee. I feel like it comes to two factors, leadership buy-in, and the age of the employee. Typically the older staff are not using AI in their workflows, where younger staff are typically using it for more administrative functions.
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Kaushiki Roy Senior Project Manager| NZ Government Wellington, New Zealand
What is the outlook for using Generative AI in the public sector/government?
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Akinwale Akinola Head, Project Management| JNC International Ltd Surulere, Lagos, Nigeria
Dec 02, 2023 8:50 AM
Replying to Markus Kopko
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Dear Claudia,

Specific checklists and protocols can be beneficial to assess readiness for working with Generative AI (GenAI) data within a project or organizational context. These tools help ensure all necessary factors are considered and addressed before integrating GenAI into your workflows. Here’s a structured approach:

GenAI Readiness Assessment Checklist:
Infrastructure Readiness:

Evaluate existing IT infrastructure for compatibility with GenAI requirements.
Ensure adequate computing power and storage capacity.
Assess network capabilities for handling GenAI data processing.
Data Management:

Inventory available data sources relevant to GenAI applications.
Assess the quality, volume, and variety of data.
Establish data governance policies, including data privacy and security measures.
Skills and Knowledge:

Evaluate the team’s current understanding of GenAI.
Identify skill gaps and plan for training or hiring.
Ensure access to GenAI expertise, either internally or through external partnerships.
Legal and Compliance:

Review data usage and GenAI applications for compliance with laws (e.g., GDPR, CCPA).
Assess ethical considerations related to GenAI use.
Technology and Tools:

Identify and evaluate GenAI tools and platforms suitable for your needs.
Ensure compatibility of these tools with existing systems.
Risk Assessment:

Identify potential risks associated with GenAI implementation.
Develop strategies for risk mitigation.
Stakeholder Engagement:

Engage with key stakeholders to understand their expectations and concerns.
Develop a communication plan for GenAI integration.
Pilot Testing:

Plan for pilot projects to test GenAI integration.
Define success criteria for pilot projects.
Feedback and Improvement Mechanisms:

Establish processes for ongoing feedback on GenAI use.
Plan for regular reviews and updates of GenAI strategies.
Protocols for GenAI Integration:
Project Initiation Protocol:

Define objectives and scope for GenAI application in specific projects.
Conduct initial stakeholder meetings to align goals and expectations.
Data Preparation Protocol:

Standard procedures for data cleaning, labeling, and preprocessing.
Protocols for data security and privacy during GenAI handling.
Training and Development Protocol:

Guidelines for training team members on GenAI tools and concepts.
Schedule for ongoing learning and development.
Quality Assurance Protocol:

Steps for validating and testing GenAI outputs.
Regular audits to ensure quality and accuracy.
Change Management Protocol:

Guidelines for managing the transition to GenAI-enhanced processes.
Support structures for team members adapting to new tools and workflows.

Conclusion:
Implementing these checklists and protocols provides a structured framework to assess and prepare for the integration of GenAI. It’s essential to approach this process methodically, ensuring that infrastructure, data, skills, and compliance are thoroughly addressed. Regular reviews and updates to these protocols are also crucial as GenAI technology and its applications continue to evolve.

BR,

Markus

This is amazing Markus!

I am gradually working my way into becoming a KOL in Data Science, GenAI etc. I am an advocate for review of my current organization's way of working to incorporate some of these things into our work flows.



I am definitely going to use this as a guide.

Kudos!
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Christopher Henry Assistant Engineer| Oneida County NY, United States
My office is slow to integrate AI in our operations. Governments can be slow adopters of technology, especially, institutionalized civil service employees. Right now, we are keeping it simple. Currently, I am using AI to help with scheduling and drafting memos. First, I use AI as a virtual assistant, because the physical act of typing takes time. I have experienced a significant increase in the speed, quality, and efficiency of performing administrative tasks.

Second, I have utilized it to draft initial project schedules. Often the first prompt doesn't elicit anything high quality, but refining the prompts will help create a project that has a refined and WBS that I can get final edit. It is especially helpful to me as a someone who is new to implementing "formal" project management principles.

Third, I have utilized AI to help generate forms, and SOPs that again, will be refined by circulating drafts to the team, and receiving feedback. My department has not standardized team roles and processes, where it relied of long-time employees to know what must be done, where, and how. It left little for transitional planning, which the team is now paying for with long-time employees retiring.

Fourth, I have utilized AI in writing Excel formulas. It has expedited the development of robust workbooks that are utilized to analyze data and integrate data across multiple sheet within a singular workbook.

Lastly, I have utilized AI in summarizing extremely long-documents in a short period of time. Using AI as the new "Cliff Notes" for very long document review has really helped distill information, and create a "report" of what I have read. What I typically do is read through a document and not focus on taking notes. I find it helps me read through it faster, where I focus in on recalling what is important. I then use AI to help generate the summary so I can share it with Team members and supervisors. Having read the document I am able to edit as I see fit. There are times AI picks up on something that I would not have thought as important, which can bring a whole new perspective. on what I have read.

Not sure if that is what you want with this post, but I hope it is.
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Christopher Henry Assistant Engineer| Oneida County NY, United States
Aug 08, 2024 12:23 AM
Replying to Kaushiki Roy
...
What is the outlook for using Generative AI in the public sector/government?
I can speak for the two governments that I have worked for in this past year. One was a very small local government (City of roughly 10K people) and a County government for a population of 230k. They are both slow to integrate it. I think it goes employee to employee. I feel like it comes to two factors, leadership buy-in, and the age of the employee. Typically the older staff are not using AI in their workflows, where younger staff are typically using it for more administrative functions.
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Nicole Adams Program Manager| Ubisoft Oakland, Ca, United States
I'm interested to see the impacts of AI in fields like accounting where tasks are repetitive and prone to human error but accuracy is extremely critical. I think the long term impacts of this across a variety of industries opens workers up to more productive and creative tasks.
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