Decision inputs
Facts that change the policy answer
The request sits in finance and procurement and connects supplier quotes, volume assumptions and contract terms with a pricing comparison. That context distinguishes it from a generic permission to use AI.
- 1Task and owner
- Commercial finance analyst wants to compare contract pricing. Record the person who will stand behind a pricing comparison after the tool has finished.
- 2Information involved
- Supplier quotes, volume assumptions and contract terms. Include attachments and connected sources when deciding the highest information classification.
- 3Tool and account
- An approved company account. The request should identify the exact account because product-level approval leaves important controls unknown.
- 4Intended result
- The expected result is a pricing comparison. Its destination matters: private working material creates a different consequence from a sent, published or automated result.
- 5Consequence if it is wrong
- Different price structures can be normalised incorrectly and hide material conditions. Use this consequence to distinguish a routine request from one needing specialist approval.
- 6Human review
- commercial owner should inspect, change, reject or stop the result. Review is meaningful only when that person has enough context and authority to change the result.
Possible policy routes
The task name alone cannot decide it.
A published workplace policy can return different answers for the same task. These are the practical branches worth encoding.
A routine policy route may be possible
The least restrictive path starts only after the exact account is approved, only the minimum confidential commercial information is used, a pricing comparison remains within the stated purpose, and commercial owner reviews it before use.
Approval may be required
Pause the ordinary route whenever the account or data handling is uncertain, different price structures can be normalised incorrectly and hide material conditions, or a pricing comparison reaches people or systems beyond the requester’s authority.
The request may need to stop or change
The company may need a safer design when restricted information would enter an unapproved service, the output would act before commercial owner can intervene, or preserve assumptions, currencies, indexation and one-off charges cannot be maintained. Consider less information, a controlled account or a non-AI process.
Request checklist
Questions to ask before using the tool
- 01
Has the company approved this account configuration for compare contract pricing, rather than only approving the product?
- 02
Can any personal, sensitive, confidential or secret part of supplier quotes, volume assumptions and contract terms be removed?
- 03
Will a pricing comparison remain working material, reach another person or make another system act?
- 04
Can commercial owner inspect the complete result and its source before reliance?
- 05
Is this genuinely one request, or will repeated use turn it into an embedded process?
Worked request
What the employee should submit
This example supplies decision facts without pasting the underlying material into the approval record.
- requester
- commercial finance analyst
- task
- Use AI to compare contract pricing.
- information
- supplier quotes, volume assumptions and contract terms
- tool
- An approved company account
- frequency
- Recurring work
- region
- Where the work and affected people are located
- purpose
- Analyse
- impact
- Internal work
- review
- Complete human review
- owner
- commercial owner
Useful safeguards
Controls that fit this request
- ✓
Preserve assumptions, currencies, indexation and one-off charges
- ✓
Keep whole files, mailboxes and datasets out of the prompt when a short part of supplier quotes, volume assumptions and contract terms is enough.
- ✓
Keep the use within analyse and run another check if the audience, tool or intended effect changes.
- ✓
Make the final route reproducible from the recorded facts, safeguards and policy version.
Questions people ask
About this AI use
Is using AI to compare contract pricing automatically allowed?
The company policy supplies the answer after it receives the real tool, data, purpose, impact and review plan. This page only prepares those facts.
When is the request detailed enough to decide?
Describe a pricing comparison, identify supplier quotes, volume assumptions and contract terms, name the exact tool and account, explain who will receive or rely on the output, and state how commercial owner will review it.
What should remain after the decision?
Make the final route reproducible from the recorded facts, safeguards and policy version. A classification and controlled reference may be enough when copying supplier quotes, volume assumptions and contract terms would create unnecessary risk.