Wrap Your Arms Around AI - AI Strategic Planning (Session 1)

Part 1: AI Governance

Session 1: AI Strategic Planning

The newest, hottest organizational tool today is AI.  Many people have been quick to try out one of the new generative AI tools and now the question becomes “What do I do with this?”.  Unfortunately, the term “AI” has quickly become a catch-all term for tools we already use as well as the new ones.  AI is used to describe:

• Workflows

• Algorithms

• Large language models

• Generative document platforms

• Search tools

• Aggregation tools

• Collaborative tools

• Analytical tools

• Machine learning

In the past we did not group under a single umbrella formulas for data analysis, document approval workflows, and a machine searching the internet to gather information and return a report. Now, we group these together and call it AI.

The AI explosion has brought to the forefront the criticality of managing an organization’s information.  Information assets have come into the spotlight as being one of the most valuable, and vulnerable, assets in an organization.  Both existing and new digital tools may provide valuable access to critical data and the associated analysis.  However, there are risks involved that must be vetted.

This educational series aims to explore various aspects of implementing AI tools so that you can use this technology safely.  From developing a strategic plan to implementing a new digital tool, we will explore some of the many considerations required when considering the multitude of options available as our digital age continues to advance.

Let’s begin by considering a strategic plan that includes AI.

Every organization creates a strategic plan defining business goals, marketing plans, operational plans, and financial projections.  In our digital age it is imperative that organizations also plan for how their information is stored and accessed.  With the onset of generative AI tools, an AI strategy must be part of this critical planning effort.

An AI Strategy should be part of the overall digital footprint.  It contains all of the elements of a strategy for other functional groups.  The steps for developing a strategy should include:

1. Define your Mission, Vision, and Guiding Principles for AI: Begin by defining AI.  What do you mean by the term?  What tools are grouped under this category?

2. Define Goals: What are your goals for the AI program?  Consider the elements of a comprehensive program. (This will be covered in Session 2.)

3. Current State: 

   • What AI tools exist today? (Create an Enterprise Information map – covered in Session 3)

   • Where is information that will be used or generated by the tools stored? (Create an Enterprise Information map – covered in Session 3)

   • Is there Governance for the program? (covered in Session 2)

   • What are your pain points?

   • Resources: Do you have enough people and the ‘right’ people to develop and manage the AI tools?

   • What is the maturity of the Knowledge Management framework? (Part 2 will cover these topics.)

4. Situation Assessment: Conduct a SWOT analysis.  This allows you to look not only at risks but your opportunities and strengths, as well.               

5. Create the plan: Create your long term and short-term plans.  This includes the technical and people change management efforts. (Part 3 will cover these topics.)

The next session will be “AI Policy – To Be or Not To Be”.  Should you create a new policy for the use of AI tools or embed it in an existing policy?

IM Visibility Information 

IM Visibility provides clients with practical approaches for protecting information assets. Regardless of industry or company size, managing information assets in the age of AI is crucial.  How these new tools are implemented must be managed from a technical and people perspective.  Let IM Visibility support your next project to ensure that your information gets the protection required while meeting the technical and cultural needs of your organization.

Cathy Blosser is the owner and principal consultant for IM Visibility. She is a certified Change practitioner and certified Information Governance practitioner.  She is available to support your project or speak to your organization.

The Octopus Den:

Octopus are fascinating creatures!  Their complex brains allow for managing 8 tentacles simultaneously, instantaneous appearance transformations, collaborative hunting skills, and self-protection defensive techniques.  Skill sets that are also inherent to many of the AI tools being implemented today.  As you learn about wrapping your arms around AI, we will look at how the octopus wraps its arms around life in the sea.  While you can readily search the internet for information on octopus, the comments in these sessions are based on real observations while scuba diving in the Caribbean Sea off the coast of St. Croix.

Several types of Octopus live in this region. These pictures are of the Common Octopus. (Not glamorous, but that is the name!) The Common Octopus can change its texture and color instantaneously.  It readily ‘walks’ across the ocean floor and their dens are typically a cavity in the reef.  They slink their bodies into small cavities where they are often seen with their tentacles wrapped around their body while keeping an eye on the action outside.

Octopus pictures are provided courtesy of Panacea Place – a short-term vacation rental in St. Croix, USVI.   www.panaceaplace.com