Executive Summary
The AI Use‑Case Inventory is the authoritative catalog for how CUES evaluates, approves, and tracks AI-enabled work. Every use case should have a clear business owner, named technical owner, approved data profile, risk rating, and lifecycle state.
Why this matters: a shared inventory improves transparency, reduces duplication, supports compliance reviews, and makes it easier to spot overlapping vendors, hidden risks, and adoption opportunities.
Primary owner
Business + IT
Trigger
Before pilot
Update cadence
Quarterly
Required Inventory Fields
Each inventory record should be complete enough for governance, operational handoff, and audit review.
| Field | Purpose | Example |
|---|---|---|
| Use case name | Short, plain-English title | Meeting transcription and action extraction |
| Business objective | Problem being solved and expected value | Reduce manual note-taking and improve follow-up |
| Business owner | Decision-maker accountable for outcomes | Department VP or functional lead |
| Technical owner | Admin or system owner responsible for implementation | IT, digital experience, or analytics lead |
| Tool / vendor | Platform used | TeamsMaestro, Copilot, AWS service, vendor app |
| Data classification | What data is used and how sensitive it is | Internal only / confidential / restricted |
| Risk tier | Governance level and review intensity | Low / medium / high |
| Lifecycle status | Where it sits today | Proposed, pilot, approved, paused, retired |
| Required reviews | Gatekeeping checkpoints | AIA, DPIA, legal, security, vendor review |
| Success measures | What good looks like | Hours saved, quality, adoption, cycle-time reduction |
Inventory Workflow
- Submit the idea with a clear business problem and sponsor.
- Complete the AI Impact Assessment and, when needed, the DPIA.
- Review data use, security needs, and vendor terms.
- Approve a pilot scope, timeline, and measurement plan.
- Update the inventory after pilot results, production go-live, major changes, or retirement.
Starter Record Template
| Section | Prompt to complete |
|---|---|
| Use case summary | What is the use case, who uses it, and what business decision or task does it support? |
| Users impacted | Which internal teams, members, partners, or learners are affected? |
| Inputs and outputs | What data goes in and what content, recommendation, or automation comes out? |
| Controls | What approvals, human review, access restrictions, and retention controls are in place? |
| Metrics | How will adoption, quality, bias, error rate, and business value be measured? |
FAQ
Do pilots belong here? Yes. The inventory should capture proposed and pilot use cases, not just fully approved ones.
Who maintains it? The governance owner maintains the master record, but each department is responsible for keeping its entries current.
When should it be updated? At minimum: pilot start, approval, major scope change, vendor change, incident, or retirement.