AACF
Portfolio & Use Cases ยท POR-01

Idea intake open to all staff

Anyone in the organisation can propose a use of AI through a simple, well-known route, and every proposal is acknowledged and considered.

Why it matters

Many of the most useful ideas come from the people doing the work, not from a central team. Without an open route, ideas are lost, pursued quietly outside governance, or only come from those who already know the right people.

Levels
0 AbsentConfirmed absent: the evidence shows nothing is in place. Not known is recorded as insufficient evidence, not 0.
1 InitialNo route for proposals; ideas progress only if someone senior or technical takes them up.
2 DevelopingA route exists in some teams or functions, or is not widely known, and proposals are not always answered.
3 DefinedA single, documented and owned intake route is open to all staff and publicised, and every proposal is acknowledged and logged in the pipeline register.
4 ManagedVolumes, sources and response times are measured, and parts of the organisation that submit little are followed up.
5 OptimisingThe intake route is refined from proposer feedback and conversion rates, and actively draws in ideas from under-represented groups and functions.
Level 3 criteria

Level 3 is met when every applicable criterion is met. Criteria marked with an overlay apply only to organisations with that characteristic (overlays).

  1. POR-01.1 A single, documented intake route for proposing uses of AI is open to all staff.
  2. POR-01.2 The intake route is publicised across the organisation.
  3. POR-01.3 The intake route has a named owner.
  4. POR-01.4 Every proposal received through the route is acknowledged.
  5. POR-01.5 Every proposal is logged in the pipeline register (POR-03).
Assessment questions
  • How would a member of staff with an idea for using AI put it forward?
  • What happens to a proposal once it is submitted, and how quickly does the proposer hear back?
  • Which parts of the organisation do proposals come from, and which are missing?
Evidence an assessor would expect
  • The intake form or route, with its owner and how it is publicised
  • A log of recent proposals showing acknowledgement and outcome
How to reach Level 3
  1. Set up one simple intake route for AI ideas, such as a short form, and name its owner.
  2. Publicise the route to all staff through existing channels and AI learning material.
  3. Acknowledge every proposal and log it in the pipeline register (POR-03).

Common pitfalls

  • Having several intake routes in different teams so ideas are duplicated or lost.
  • Collecting ideas without telling proposers what happened to them.

Starter artefacts

  • AI idea intake form
  • Acknowledgement message template
Ownership and sequence
Accountable
ai governance lead
Contributors
business owner, delivery lead
Depends on
GOV-01
Roadmap step
3
Lifecycle
strategy, design
Cross-references
MITRE AI Maturity ModelP4.1 partial
UNESCO AI Maturity Framework1.4 partial

direct: this control at Level 3 meets the item. partial: it covers part of it.