Decision inputs
Facts that change the policy answer
For this request, delivery addresses, time windows and fleet constraints is the input boundary and a proposed route plan is the output boundary. A useful check makes both explicit.
- 1Task and owner
- Logistics planner wants to optimise delivery routes. Record the person who will stand behind a proposed route plan after the tool has finished.
- 2Information involved
- Delivery addresses, time windows and fleet constraints. Check uploads, history and connected systems before describing the request as low sensitivity.
- 3Tool and account
- An approved company account. Treat a new plug-in or connector as a change to the approved setup.
- 4Intended result
- The expected result is a proposed route plan. Its destination matters: private working material creates a different consequence from a sent, published or automated result.
- 5Consequence if it is wrong
- Location data is personal and the route may create unsafe or impossible schedules. Use this consequence to distinguish a routine request from one needing specialist approval.
- 6Human review
- logistics manager should inspect, change, reject or stop the result. The reviewer needs the source material and must be able to reject the output before it takes effect.
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
A routine route is easier to justify when the exact account is approved, only the minimum customer location information is used, a proposed route plan remains within the stated purpose, and logistics manager reviews it before use.
Approval may be required
Specialist approval becomes relevant if the account or data handling is uncertain, location data is personal and the route may create unsafe or impossible schedules, or a proposed route plan reaches people or systems beyond the requester’s authority.
The request may need to stop or change
The proposed use should pause if restricted information would enter an unapproved service, the output would act before logistics manager can intervene, or minimise personal data and validate safety, breaks and real operating constraints cannot be maintained. Consider less information, a controlled account or a non-AI process.
Request checklist
Questions to ask before using the tool
- 01
Is the exact account approved for optimise delivery routes, including its plug-ins and connected sources?
- 02
Who is permitted to expose delivery addresses, time windows and fleet constraints to this tool and for this purpose?
- 03
Will a proposed route plan remain working material, reach another person or make another system act?
- 04
What evidence will logistics manager use to accept, correct or reject the result?
- 05
Does the intended use extend beyond the region and audience covered by the current policy?
Worked request
What the employee should submit
This example supplies decision facts without pasting the underlying material into the approval record.
- requester
- logistics planner
- task
- Use AI to optimise delivery routes.
- information
- delivery addresses, time windows and fleet constraints
- tool
- An approved company account
- frequency
- Recurring work
- region
- Where the work and affected people are located
- purpose
- Analyse
- impact
- Operational planning
- review
- Complete human review
- owner
- logistics manager
Useful safeguards
Controls that fit this request
- ✓
Minimise personal data and validate safety, breaks and real operating constraints
- ✓
Document why each part of delivery addresses, time windows and fleet constraints is necessary before making it available to the tool.
- ✓
Set an expiry or review point when recurring work turns into a permanent process.
- ✓
Record the request and reviewer without copying unnecessary parts of delivery addresses, time windows and fleet constraints into the audit trail.
Questions people ask
About this AI use
Is using AI to optimise delivery routes automatically allowed?
Permission depends on the facts submitted for this request. A different tool, information class, region or use of a proposed route plan can produce another route.
What does the policy need to know about this use?
Describe a proposed route plan, identify delivery addresses, time windows and fleet constraints, name the exact tool and account, explain who will receive or rely on the output, and state how logistics manager will review it.
How should a later reviewer understand this decision?
Record the request and reviewer without copying unnecessary parts of delivery addresses, time windows and fleet constraints into the audit trail. A classification and controlled reference may be enough when copying delivery addresses, time windows and fleet constraints would create unnecessary risk.