Register an AI use case

Each AI Use Case asset is intended to be a single source of truth. After a use case is registered, the use case Owner leads a collaborative effort to complete a series of intake questionnaires designed to help you determine the value of your use case and all associated risks.

Note This topic explains how to register a new AI Use Case via the Register AI Use Case button. You can also create an AI Use Case asset via the global Create button, but in that case, the Business Context assessment is not started.

Requirements and permissions

• You have a global role with the Product Rights > AI Governance global permission. The out-of-the-box AI Business User global role has this permission.
• You have a global role with the Assessments > Conduct assessments global permission. The out-of-the-box AI Business User global role has this permission.
• You have a resource role with the Asset > Add resource permissions for the community or domain in which the AI Use Case asset will be stored.
  Tip We recommend assigning the Business Steward resource role for any domains in which you choose to create AI Use Case assets, to anybody who will be registering and editing AI use cases. That resource roles come with the resource permissions you need to add and work with assets, attributes, responsibilities, comments, statuses, and more.

Steps

1. From the AI Governance landing page or the AI Legal Reviews submenu page, click Register AI Use Case.
   The Register AI Use Case dialog box appears.
2. Enter the required information.

   Field	Description
   Name	The name of the new AI Use Case asset.
   Domain	The domain in which you want to create the new AI Use Case asset. Note If you know that a certain domain exists, but it doesn't appear in the drop-down list, it means that the domain is of a type that has not been configured for the AI Use Case asset. For more information, go to Assign a domain type to an asset type.
   Owner	The Collibra user or user group who will act as the owner of the use case. They are assigned the Owner resource role for the AI Use Case asset. They are the Owner of any assessment that is conducted on the AI use case. Important  The Owner is responsible for coordinating the completion of the use case assessments. Therefore, they need the permissions required to carry out all of the tasks mentioned in the following table. To... You need... Access the Collibra Assessments app A global role with the Product Rights > Assessments global permission, for example AI Business User. Start an assessment A global role with the Assessments > Conduct Assessments global permission. Tip  If you are an AI Governance user, you already have this permission by way of the AI Business User global role. If you are not an AI Governance user, we recommend either the Assessments Admin or Assessments Template Manager global role. Submit an assessment for approval You have a resource role that has the Asset > Add and Attribute > Add resource permissions for the domain (or its community), for example Business Steward. Important The following must be true for the domain (or its community) that is specified when submitting the assessment. At least one user is assigned the Business Steward resource role. The Business Steward has a global role with the Workflow > Participate in Workflow global permission, for example AI Business User. Tip If you are a AI Governance user, meaning you have the AI Business User global role, and you have the Business Steward resource role for the domain (for the Asset > Add and Attribute > Add resource permissions), then you meet the requirements mentioned here, without further configuration.

3. Click Register.
   A new AI Use Case asset is created in the specified domain.
   

What's next?

• On the AI Use Case asset page, use the Progress Tracker features to start an assessment, add activities, and more.
  
  Tip The Owner of the AI Use Case asset is automatically assigned as the Owner of any assessments that are conducted on the AI use case. If the notifications feature is switched on in your assessment templates, the Owner is sent an email notification. For more information, go to Assessment notifications.
• Edit the AI Use Case asset, as necessary.
  
  Important 

  Be mindful of the edits you make on the asset page before the assessments are completed and approved. When an assessment is approved, depending on the assessment type, certain assessment responses are copied to the AI Use Case asset page. If you manually edit the attributes of an AI Use Case asset, some of the values might be overwritten when the assessment is approved. For more information, go to:

  • Mapping of copied assessment responses and asset characteristics
  • Copy response to asset

  Tip If you want to manually fill out the details of the use case without conducting the prescribed assessments, you can create an AI Use Case asset via the global Create button. When you create an asset that way, no assessments are started. You can then add details to the various sections of the asset page as you would an asset of any other type, knowing the values won't be overwritten by an assessment. When you're on the asset page, remember to switch on the Show Empty Optional Values option, to see all of the available fields.