Conduct an assessment of an AI Use Case asset

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 a Business Context assessment. The four out-of-the-box assessment templates, which you can find in the Template Gallery, are the default templates 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.

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

Where to start an assessment

There are three places from which to start an assessment:

Via the... You can start...
Progress Tracker on the AI Use Case asset page Any of the four assessment types.
Assessments app landing page Any of the four assessment types.
Legal Reviewer landing page A Legal and Ethics assessment.

All three options are addressed in this topic.

Requirements and permissions

Tip The AI Business User and AI Legal Reviewer global roles both come with the required permissions to start and submit assessments. Therefore, this information is only relevant if there is someone in your organization who will work with the assessments, but will not work with the AI Governance app.

You have the following permissions to work with assessments:

  • A global role with the Product Rights > Assessments global permission.
  • A global role with the Assessments > Conduct Assessments global permission.
Important 
  • At least one user must be assigned the Business Steward resource role on the domain (or its community) that is specified when submitting the assessment; however, it doesn't have to be the person submitting the assessment.
  • The Business Steward must have a global role with the Workflow > Participate in Workflow global permission.
    The AI Business User and AI Legal Reviewer global roles both come with this permission.

How do you want to start an assessment?

  • Via the Progress Tracker
  • Via the Legal Reviewer landing page
  • Via the Assessments app landing page
  1. Open the relevant AI Use Case asset page.
  2. In the Progress Tracker, click Start in the row of the assessment you want to start.
    The assessment opens in the Collibra Assessments app.
    Note If you don't see the Start button, it means you don't have the Assessments > Conduct assessments global permission. This permissions comes with the Assessments Admin global role.
  3. Respond to the assessment questions.
  4. 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.
  5. 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.

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

  1. Open the Collibra AI Governance app.
    The Legal Reviewer landing page opens.
  2. Click Conduct Legal and Ethics Assessment.
    The Conduct Legal and Ethics Assessment dialog box appears.
    Note If you don't see the Conduct Legal and Ethics Assessment button, it means you don't have the Assessments > Conduct assessments global permission. This permissions comes with the Assessments Admin global role.
  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 on of the out-of-the-box AI Governancetemplates. 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.
    Note If you don't see the Conduct an Assessment side pane, it means you don't have:
    • The Assessments > Conduct assessments global permission. This permissions comes with the Assessments Admin global role.
    • The Assessments > Manage Templates global permission. The permission comes with the Assessments Template Manager global role.
  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.