Start broad
Include ideas, pilots, SaaS tools with AI features and local team automations — not just approved projects.
Open portfolio template
AI system and use-case register
Capture every AI initiative in one place — including work created outside the official backlog. The register shows what exists, its current stage and who needs to review it next.
Register parameters
Register owner
Organisational scope
Register version
Review cadence
How to use the register
Record facts, not verdicts
Provider/deployer role and risk-review outcome remain for the appropriate people to verify.
Set a review cadence
Update the entry when its stage, supplier, model, data or user scope changes.
Move to evidence
For a system entering testing or production, open a separate Evidence Pack for the specific version.
Three artefacts, three different questions
The register answers: what exists in the portfolio.
One list of initiatives, owners, stages and review dates.
RACI answers: who does the work and who owns the outcome.
Roles and accountability for acceptance, data, risk and system operation.
The Evidence Pack answers: what evidence exists for a specific system and version.
Tests, logs, criteria, limitations and the go/no-go decision for the named version.
Stage and maturity
IdeaPoCPilotProductionRetired
Record one current stage. If an initiative is stuck between stages, explain that in “Last / next review”.
AI portfolio register
Each row describes one system or one clearly distinct use case. Do not combine different processes just because they use the same model.
| # | System / use case | Business owner | Technical owner | Department / unit | Stage and maturity | Data and integrations | Supplier / model | Estimated volume | Impact of error | Provider / deployer — review required | Risk review | Evidence Pack status | Last / next review |
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Whole-register review
Last portfolio review date
Next review date
Review participants
Material decisions and escalations
What to do with each row
Tool boundary: This register is an inventory tool. It is not legal advice, a risk classification or an automated conformity assessment. A “provider / deployer” entry and risk-review status are points for verification, not legal conclusions. Register accuracy depends on an accountable owner and an agreed review cadence.