AI Use Case Intake Form
Last updated: 2026-08-14
The AI use case intake form has ten fields. If a requester cannot complete them, the request is not ready, and the conversation should start there rather than in delivery. The first fields ask what decision or process changes, who owns that decision today by name, and how the current process performs.
The intake form does most of the filtering that a governance committee would otherwise do slowly. A request that cannot name the decision it changes or the person who owns it is not a use case yet.
The template
Ten fields. If a requester cannot complete these, the request is not ready and the conversation should start there.
- What decision or process does this change?
- Who owns that decision today, by name?
- What does the current process cost, in time, money, or error rate?
- What does good look like, expressed as a number?
- What data exists, who owns it, and have you seen it?
- Who accepts the output and acts on it?
- What happens when the system is wrong?
- Is the effect reversible?
- Who has funded implementation, as distinct from the pilot?
- What is the deadline and what drives it?
How to use it
- Require all ten fields before the request enters any queue.
- Treat an incomplete form as the start of a conversation rather than a rejection: the missing fields are usually the real problem.
- Insist on a named decision owner. "The department" is not an answer.
- Capture current process performance, because without a baseline no later claim of improvement can be tested.
This template comes from the AI Centre of Excellence: A Practical Playbook, which sets out the reasoning behind it, the rules of thumb that govern its use, and the signals that tell you the approach is failing. The full playbook is also available as Markdown. See all AI governance templates.