AI readiness checklist

Mark what you can support

Choose Yes only when you can point to a current decision or evidence. Choose Unsure when you need to check. This worksheet is designed for printing; it does not collect or save answers online.

1. Name the tools

   Can you list the AI tools people use for work, their business purpose, and who owns each decision?

   ☐ Yes   ☐ No   ☐ Unsure

   Evidence or next question:

2. Separate business and personal accounts

   Do you know which account type and license each user has, and who can remove access?

   ☐ Yes   ☐ No   ☐ Unsure

   Evidence or next question:

3. Define allowed data

   Have you documented what staff may enter and what requires approval? Start pilots with sample or non-sensitive information.

   ☐ Yes   ☐ No   ☐ Unsure

   Evidence or next question:

4. Check the actual settings

   Has someone recorded the relevant vendor settings and terms for the specific account and license? Mark anything unavailable or unclear for review.

   ☐ Yes   ☐ No   ☐ Unsure

   Evidence or next question:

5. Review access before connecting data

   Before connecting an AI tool to email or shared files, has the responsible IT person reviewed who can access the source material?

   ☐ Yes   ☐ No   ☐ Unsure

   Evidence or next question:

6. Keep a human responsible

   Is someone named to check accuracy, sources, sensitive content, and suitability before an output is used or sent?

   ☐ Yes   ☐ No   ☐ Unsure

   Evidence or next question:

7. Choose one useful pilot

   Have you selected a repeatable task, a small approved data set, and a clear limit on what the tool may do?

   ☐ Yes   ☐ No   ☐ Unsure

   Evidence or next question:

8. Measure the whole task

   Will you compare task time, corrections, quality, review effort, and license cost against a recorded starting point?

   ☐ Yes   ☐ No   ☐ Unsure

   Evidence or next question:

9. Train and report problems

   Do staff know the approved uses, how to request a new tool, and whom to tell about mistakes or accidental disclosure?

   ☐ Yes   ☐ No   ☐ Unsure

   Evidence or next question:

10. Keep decisions current

    Is there an owner and a review date for the tool register, access changes, policy exceptions, and unresolved actions?

    ☐ Yes   ☐ No   ☐ Unsure

    Evidence or next question:

Turn open questions into next steps

If data use, access, or human review is unclear, keep the pilot to sample data while those decisions are resolved. Pick three actions you can assign and revisit.

1. Action:

   Owner: ____________________   Due: ______________

2. Action:

   Owner: ____________________   Due: ______________

3. Action:

   Owner: ____________________   Due: ______________

Where PBM can help

Managed AI Governance & Enablement combines initial setup with monthly reviews and quarterly training within an agreed scope. Initial setup and the monthly service are quoted separately. Vendor licenses, usage, integrations, and additional projects are separate unless explicitly included.

See an illustrative monthly AI review to understand how tools, evidence, pilot decisions, and open actions can be documented.