Portfolio & Use Cases ยท POR-03
Pipeline register of proposed uses
A single register records every proposed and in-flight use of AI with its status, owner and decision history, and hands each entry to the AI inventory when it goes live.
Why it matters
Without a register, leaders cannot see what is being explored, duplicate work starts in different places, and decisions are hard to trace. A clean hand-over to the AI inventory (GOV-06) means nothing goes live without being recorded.
Levels
| 0 Absent | Confirmed absent: the evidence shows nothing is in place. Not known is recorded as insufficient evidence, not 0. |
|---|---|
| 1 Initial | No register; proposed and in-flight work is known only to the people doing it. |
| 2 Developing | Lists are kept by individual teams or for some uses, with inconsistent fields and no decision history. |
| 3 Defined | A single maintained register records every proposed and in-flight use with its status, owner, stage and decisions, and hands live uses to the inventory. |
| 4 Managed | Register completeness and accuracy are checked, stalled entries are flagged and resolved, and register data is reported to the oversight forum. |
| 5 Optimising | The register is used to manage the portfolio as a whole, informing capacity, funding and reuse decisions, and its design is improved from use. |
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).
- POR-03.1 A single maintained register covers all proposed and in-flight uses of AI.
- POR-03.2 Each register entry records its status, owner, stage and decisions.
- POR-03.3 Uses are transferred from the register to the AI inventory (GOV-06) when they go live.
Assessment questions
- Where can you see every use of AI currently proposed or being worked on?
- For a given entry, can you trace who decided what, and when?
- How does an entry move to the AI inventory when it goes live?
- The pipeline register, with a recent update date
- Decision history for a sample of entries
- Examples of entries handed over to the AI inventory
How to reach Level 3
- Set up a single register for proposed and in-flight uses with fields for status, owner, stage and decisions.
- Name a register owner and make updating it part of every gate decision (POR-04).
- Transfer each use to the AI inventory (GOV-06) when it goes live.
Common pitfalls
- Keeping separate registers in each team so nobody sees the whole pipeline.
- Losing decision history when a use moves to the inventory.
Starter artefacts
- Pipeline register template
- Go-live transfer checklist to the AI inventory
Ownership and sequence
- Accountable
- ai governance lead
- Contributors
- business owner, delivery lead
- Depends on
- POR-01
- Roadmap step
- 4
- Lifecycle
- design, acquire_build, deploy
Cross-references
| JSP 936 Part 1 | para 104 partial |
|---|---|
| MITRE AI Maturity Model | P6.1 direct |
| UK Data and AI Ethics Framework | Transparency 2 partial; SAT 1.1 partial; SAT 1.10 direct; SAT 3.10 partial |
direct: this control at Level 3 meets the item. partial: it covers part of it.