Decision inputs
Facts that change the policy answer
For this request, completion records, role data and course schedule is the input boundary and patterns in completion and delay is the output boundary. A useful check makes both explicit.
- 1Task and owner
- Learning analytics lead wants to analyse training completion patterns. The policy check should identify who can approve, correct or withdraw patterns in completion and delay.
- 2Information involved
- Completion records, role data and course schedule. Check uploads, history and connected systems before describing the request as low sensitivity.
- 3Tool and account
- An approved company account. Approval must cover the account and its settings, not merely the product name.
- 4Intended result
- The expected result is patterns in completion and delay. Record the audience and the next system in the chain, rather than describing the output only as a draft.
- 5Consequence if it is wrong
- Analysis can profile employees or confuse workload constraints with unwillingness. Use this consequence to distinguish a routine request from one needing specialist approval.
- 6Human review
- learning and people owners 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 request may fit ordinary policy handling once the exact account is approved, only the minimum employee learning information is used, patterns in completion and delay remains within the stated purpose, and learning and people owners reviews it before use.
Approval may be required
Specialist approval becomes relevant if the account or data handling is uncertain, analysis can profile employees or confuse workload constraints with unwillingness, or patterns in completion and delay reaches people or systems beyond the requester’s authority.
The request may need to stop or change
The policy may require another method where restricted information would enter an unapproved service, the output would act before learning and people owners can intervene, or aggregate results and investigate process barriers before individual escalation cannot be maintained. Consider less information, a controlled account or a non-AI process.
Request checklist
Questions to ask before using the tool
- 01
Which approved account will perform analyse training completion patterns, and what external connections can it reach?
- 02
Does the proposed input include more of completion records, role data and course schedule than the result actually requires?
- 03
Will patterns in completion and delay remain working material, reach another person or make another system act?
- 04
Can learning and people owners 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
- learning analytics lead
- task
- Use AI to analyse training completion patterns.
- information
- completion records, role data and course schedule
- tool
- An approved company account
- frequency
- Recurring work
- region
- Where the work and affected people are located
- purpose
- Analyse
- impact
- Employee monitoring
- review
- Complete human review
- owner
- learning and people owners
Useful safeguards
Controls that fit this request
- ✓
Aggregate results and investigate process barriers before individual escalation
- ✓
Keep whole files, mailboxes and datasets out of the prompt when a short part of completion records, role data and course schedule is enough.
- ✓
Treat a new purpose, region, data source or recipient as a new request rather than silently extending this one.
- ✓
Record the request and reviewer without copying unnecessary parts of completion records, role data and course schedule into the audit trail.
Questions people ask
About this AI use
Is using AI to analyse training completion patterns automatically allowed?
Even an ordinary analyse training completion patterns request can change route when it involves restricted information, an external audience or weak review.
How specific should the workplace AI request be?
Describe patterns in completion and delay, identify completion records, role data and course schedule, name the exact tool and account, explain who will receive or rely on the output, and state how learning and people owners will review it.
How much of the request should the company retain?
Record the request and reviewer without copying unnecessary parts of completion records, role data and course schedule into the audit trail. A classification and controlled reference may be enough when copying completion records, role data and course schedule would create unnecessary risk.