Collibra AI Governance walk-through

Collibra AI Governance offers a holistic end-to-end view of all your organization's AI projects, and is designed to help you with the following:

Improve your organizational access to, and adoption of, AI systems.
Promote visibility, productivity, compliance and accountability around AI use cases.
Mitigate the data privacy, intellectual property and ethical risks associated with AI.
Prevent the duplication of efforts in the development and adoption of AI systems.
Drive meaningful business evaluations of AI use cases prior to investing in them.
Provide cross-functional collaboration, to address the internal use of AI systems for common business functions.

Let's walk through the process flow

This topic describes the Collibra AI Governance process flow, from registering a use case, to collaborating to assess the use case, and finally approving the Assessment Review asset.

Tip For all of the requirements and permissions needed for full access to the AI Governance features, including registering AI use cases, and conducting and submitting assessments, go to Set up AI Governance.

The process starts with an AI use case

A Business Steward kicks off the process by registering the use case. AI Governance aims to remove the burden and the intimidation for Business Stewards who want to register AI use cases. This first step is often the biggest hurdle. The objective at this point is simply to register the use case. Don't worry if you don't know all of the details relative to the use case. Once the use case is registered, providing the details of the business value and associated risks is a collaborative effort.

On the AI Governance landing page, click Register AI Use Case. In the Register AI Use Case dialog box, you need only provide a name, a domain, and an owner. That's it.

You can also register a use case from the AI Legal Reviews submenu page.

When you click Register, a few things happen:

An AI Use Case asset is created in the specified domain. You can view the Owner and all other assigned responsibilities in the Responsibilities tab on the AI Use Case asset page.
A new assessment is started. The Owner of the AI use case is automatically assigned the Owner of this assessment. For all other assessments, the user who starts the assessment is automatically assigned the Owner of the assessment.
Tip You can configure which assessment types are added to the Progress Tracker and which assessment type starts automatically when a new AI use case is registered.
On the asset page, the following out-of-the-box assessment types are, by default, automatically added to the Progress Tracker:
- Business Context
- Data and AI Models
- Legal and Ethics
- Risks and Safeguards
As shown in the following example image, the Draft status of the Business Context assessment identifies that it is started.

AI Use Case asset page: your single source of truth

The AI Use Case asset page is a working record where you and other stakeholders can collaborate as the use case evolves, to capture critical details as they become known. The asset page is intended to be a single source of truth, where all stakeholders can quickly find the business value of the project and all associated risks.

When it's time to review and approve the use case, every stakeholder involved in the project has easy access to all of the business and technical information needed to complete the evaluation, including:

The business case.
The business value description.
Information about the training and inference datasets, their categories, sources, quality and lineage.
The AI models at the center of the use case.
Legal and Privacy teams' insights on associated risks.
Links to the assessment, or assessments, conducted with respect to the use case.
The stakeholder roles and responsibilities associated with the use case, for example Legal Steward, Privacy Steward and Data Protection Officers.

The out-of-the-box AI Governance domain: your AI use case register

AI Governance comes with the out-of-the-box AI Governance domain, which you can use as your AI use case register. You're free, however, to create a new domain or use an existing domain to store your AI use case assets.

Assessments: a tool for driving collaboration

The Owner is responsible for driving the assessment, but collaboration from Analytics, Data Offices, Legal, Privacy teams, and so forth, is essential to ensuring that all critical details and associated risks are identified and recorded in the assessments.

AI Governance uses the Collibra Assessments app and features to enable stakeholders to add essential details to your AI use cases and document associated risks.

AI Governance comes with the following out-of-the-box assessment templates:

Business Context
Data and AI Models
Legal and Ethics
Risks and Safeguards
EU AI Act Assessment

These templates were designed with insights obtained from extensive research and interviews with Collibra users and data professionals, to elicit critical input and considerations from the key stakeholders in your organization.

Notify assessment Owners and Assignees

You can use the notifications feature in your assessment templates to ensure that:

Assessment Owners are notified when a new assessment is started.
Assignees are notified when they are assigned to an assessment.

In the Properties sidebar of any assessment, you can identify the two resource role assignments: Owner and Assignees.

By default, notifications are switched on for the four out-of-the-box AI Governance assessments and any custom assessments that were created as of the release of Collibra version 2024.10.

For more information on notifications, go to Assessment notifications.

Completing the process: Approving the assessments

When an assessment is complete and the Owner clicks Submit for Review:

An Assessment Review asset with the status Under Review is created in your Collibra environment (if the Governance option was selected in the template that was used to conduct the assessment), in the domain of their choice.
The Assessments Approval workflow is triggered and the Business Steward for the domain receives a task to approve or reject the Assessment Review asset.

When the assessment is approved, depending on the assessment type, certain assessment responses are copied to the AI Use Case asset page. The following table shows the conditions under which responses are copied to the asset page.

If the assessment type is...	Then...
One of the four out-of-the-box AI Governance assessment types	Certain assessment responses are automatically copied over to the AI Use Case asset page. For a complete list of questions for which responses are copied to the AI Use Case asset page, and how they map to the characteristics on the asset page, go to Mapping of copied assessment responses and asset characteristics.
Any custom assessment type	The response to every question for which the "Copy Response to Assessed Asset" option is selected in the assessment template, are copied to the AI Use Case asset page. For complete information, go to Copy response to asset.

If the assessment type is...

Then...

One of the four out-of-the-box AI Governance assessment types

Certain assessment responses are automatically copied over to the AI Use Case asset page.

For a complete list of questions for which responses are copied to the AI Use Case asset page, and how they map to the characteristics on the asset page, go to Mapping of copied assessment responses and asset characteristics.

Any custom assessment type

The response to every question for which the "Copy Response to Assessed Asset" option is selected in the assessment template, are copied to the AI Use Case asset page.

For complete information, go to Copy response to asset.