Conduct an assessment of an AI Use Case asset (Beta)

When an AI use case is registered, the Register AI Use Case workflow is triggered. The Owner of the AI Use Case asset is notified and prompted to start an assessment. The out-of-the-box Register New AI Use Case assessment template, which you can find in the Template Gallery, is the default template for assessing AI use cases.

Typically, you register an asset and then conduct the assessment. However, you can also conduct an assessment before registering an AI Use Case asset, which can be useful in guiding the onboarding process. Both approaches are addressed in this topic.

You can start an assessment via the Legal Reviewer landing page, or via the Assessments app landing page. Both approaches are addressed in this topic.

Tip AI Governance uses the Collibra Assessments app and features. For complete information on working with Collibra Assessments, go to Collibra Assessments.

Requirements and permissions

  • To access the AI Legal Reviewer landing page, you need the AI Legal Reviewer global role.
  • Any user that has a global role with the Product Rights > Assessments global permission can start an assessment from the Assessments app landing page.
  • To submit an assessment for approval:
    • You need a global role that has the Policy Manager global permission, because an Assessment Review asset is created when you submit an assessment.
    • The Business Steward role must be assigned to the domain that you will select when submitting the assessment.
    • You are assigned a responsibility with a resource role that has the Asset > Add and Attribute > Add resource permissions on the domain or its community.
      Example Ron Bosco is going to submit an assessment. Ron has the Data Protection Officer resource role for the New Assessments domain. The Data Protection Officer resource role gives him the permissions he needs to add assets and attributes in that specific domain.

      Responsibilities tab of the Assessment Review Register domain

Assess an AI use case

  • Via the Legal Reviewer landing page
  • Via the Assessments app landing page

Note To access the AI Legal Reviewer landing page, you need the AI Legal Reviewer global role.

  1. Open the Collibra AI Governance app.
    The AI Legal Reviewer landing page opens.
  2. Click Conduct AI Use Case Assessment.
    The Conduct AI Use Case Assessment dialog box appears.
  3. Does the asset that you want to assess already exist in Collibra?
    • If the asset already exists:
      1. Click Yes.
      2. In the Asset drop-down list, find and select the AI Use Case asset that you want to assess.
        Note When creating assessment templates, you can specify for which assets types the assessment template can be used. If the template you choose has not been configured for the type of asset you are assessing, the asset will not appear in the Asset drop-down list.
    • If the asset does not yet exist:
      1. Click No.
      2. In the Assessment Name field, enter a name for the assessment you are about to conduct.
  4. Click Confirm.
    A new assessment is created.
  5. Respond to the assessment questions.
  6. On the Properties tab, set the assessment permissions:
    1. In the Permission to View subsection, select one of the following options:
      • Everyone: The assessment will be visible to everyone.
      • Only Owner and Assignees: The assessment will be visible to only the owner and the assignees that you select in the Assignees field.
    2. In the Permission to Edit subsection:
      • In the Owner field, select the name of the user to be the owner of the assessment.
      • in the Assignees field, select the names of the users to whom you want to provide the ability to view or edit the assessment.
      Tip For more information about the permissions that the assignees have, go to Assessment permission details.
  7. Do one of the following:
    • Click Save.
    • Click Complete, and then, in the Complete This Assessment dialog box, click Complete.
      The status of the assessment shows Completed.
    • Click Submit for Review. Then, in the Submit This Assessment dialog box, select the domain in which you want the Assessment Review asset to be created, and then click Submit.
      Tip In the Domain field on the Submit asssessment dialog box, only the domains of the Assessment Review Register domain type are shown.
      The status of the assessment shows Submitted for Review, and the Open the Review Asset button is shown to enable you to view the Assessment Review asset.
  1. Go to the Assessments landing page.
  2. In the Conduct an Assessment side pane, select the assessment template that you want to use.
    Important We strongly recommend that you select the out-of-the-box Register New AI Use Case template. If you select any other template, the Copy assessment answers to AI Use Case asset won't run and the assessment responses won't be copied over to the AI Use Case asset page.
  3. Does the asset that you want to assess already exist in Collibra?
    • If the asset already exists:
      1. Click Yes.
      2. In the Asset drop-down list, find and select the AI Use Case asset that you want to assess.
        Note When creating assessment templates, you can specify for which assets types the assessment template can be used. If the template you choose has not been configured for the type of asset you are assessing, the asset will not appear in the Asset drop-down list.
    • If the asset does not yet exist:
      1. Click No.
      2. In the Assessment Name field, enter a name for the assessment you are about to conduct.
  4. Click Conduct Assessment.
    A new assessment is created.
  5. Respond to the assessment questions.
  6. On the Properties tab, set the assessment permissions:
    1. In the Permission to View subsection, select one of the following options:
      • Everyone: The assessment will be visible to everyone.
      • Only Owner and Assignees: The assessment will be visible to only the owner and the assignees that you select in the Assignees field.
    2. In the Permission to Edit subsection:
      • In the Owner field, select the name of the user to be the owner of the assessment.
      • in the Assignees field, select the names of the users to whom you want to provide the ability to view or edit the assessment.
      Tip For more information about the permissions that the assignees have, go to Assessment permission details.
  7. Do one of the following:
    • Click Save.
    • Click Complete, and then, in the Complete This Assessment dialog box, click Complete.
      The status of the assessment shows Completed.
    • Click Submit for Review. Then, in the Submit This Assessment dialog box, select the domain in which you want the Assessment Review asset to be created, and then click Submit.
      Tip In the Domain field on the Submit asssessment dialog box, only the domains of the Assessment Review Register domain type are shown.
      The status of the assessment shows Submitted for Review, and the Open the Review Asset button is shown to enable you to view the Assessment Review asset.

What's next?

The Assessments Approval workflow notifies the Business Steward (by default) that an Assessment Review asset is ready for review and prompts them to approve or reject the asset. For complete information about the workflow, go to The Assessments Approval workflow.