Portfolio & Use Cases ยท POR-08
Reuse across the organisation
Successful patterns, components and lessons from uses of AI are recorded so others can find them, and are reused before anything new is built.
Why it matters
Different teams often face the same problem. Reuse cuts cost and time, spreads approaches already assessed and approved, and avoids several slightly different solutions that each need supporting.
Levels
| 0 Absent | Confirmed absent: the evidence shows nothing is in place. Not known is recorded as insufficient evidence, not 0. |
|---|---|
| 1 Initial | Each team starts from scratch; reuse happens only through personal contacts. |
| 2 Developing | Some patterns or components are shared, but there is no place to find them and no expectation to look. |
| 3 Defined | Reusable patterns, components and lessons are recorded in a known place, checked before new work starts, and each shared component has an owner. |
| 4 Managed | The amount of reuse and the effort it saves are measured, and proposals that duplicate existing work are caught at intake or the first gate. |
| 5 Optimising | Assets are designed for reuse from the start, and the reuse library is curated and improved from how it is used. |
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-08.1 Reusable patterns, components and lessons from uses of AI are recorded in a known place.
- POR-08.2 New proposals are checked against the recorded patterns, components and lessons before work starts.
- POR-08.3 Each shared component has a named owner responsible for its upkeep and documentation.
Assessment questions
- Where would a team look to see whether a similar use of AI already exists?
- Is checking for reuse part of how new proposals are assessed?
- Can you give an example where something built for one use was reused elsewhere?
- The catalogue or library of reusable patterns, components and lessons
- Proposal or gate records showing the reuse check
How to reach Level 3
- Choose one known place to record reusable patterns, components and lessons, and tell staff about it.
- Give each shared component a named owner responsible for its upkeep and documentation.
- Add a check at intake or the first gate (POR-01, POR-04) that new proposals are compared against what already exists before work starts.
Common pitfalls
- Recording components with no owner, so they go out of date and nobody trusts them.
- Sharing only successes and not the lessons from what failed (see CUL-05).
Starter artefacts
- Reuse catalogue of patterns, components and lessons
- Component owner record
Ownership and sequence
- Accountable
- delivery lead
- Contributors
- ai governance lead, business owner
- Depends on
- POR-03
- Roadmap step
- 5
- Lifecycle
- design, acquire_build, operate
Cross-references
| GDS AI Playbook | P7 partial |
|---|---|
| JSP 936 Part 1 | para 166 partial |
| UK Data and AI Ethics Framework | Transparency 10 partial; Environmental sustainability 2 partial |
| UNESCO AI Maturity Framework | 4.5 direct |
direct: this control at Level 3 meets the item. partial: it covers part of it.