Decision inputs
Facts that change the policy answer
Here the tool receives an employee request, role needs and agreed measures, while someone ultimately relies on a proposed accommodation plan. The policy must evaluate the whole path between them.
- 1Task and owner
- People partner wants to draft a workplace accommodation plan. Name who owns the finished a proposed accommodation plan; ownership should not disappear because AI helped produce it.
- 2Information involved
- An employee request, role needs and agreed measures. Look beyond pasted text: files, integrations and retrieval connections can expose the same material.
- 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 a proposed accommodation plan. Record the audience and the next system in the chain, rather than describing the output only as a draft.
- 5Consequence if it is wrong
- Health or disability information requires strict handling and individual judgement. This is the fact most likely to move the request from routine handling into review.
- 6Human review
- people partner and occupational specialist should inspect, change, reject or stop the result. Make the review happen before reliance and give the reviewer a real way to stop the work.
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 sensitive employee information is used, a proposed accommodation plan remains within the stated purpose, and people partner and occupational specialist reviews it before use.
Approval may be required
Specialist approval becomes relevant if the account or data handling is uncertain, health or disability information requires strict handling and individual judgement, or a proposed accommodation 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 people partner and occupational specialist can intervene, or use only necessary facts and obtain the employee’s input before finalising measures 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 draft a workplace accommodation plan, and what external connections can it reach?
- 02
Can any personal, sensitive, confidential or secret part of an employee request, role needs and agreed measures be removed?
- 03
Will a proposed accommodation plan remain working material, reach another person or make another system act?
- 04
Does people partner and occupational specialist have enough authority and time to stop the result?
- 05
Would another region, audience or frequency activate a different company rule?
Worked request
What the employee should submit
This example supplies decision facts without pasting the underlying material into the approval record.
- requester
- people partner
- task
- Use AI to draft a workplace accommodation plan.
- information
- an employee request, role needs and agreed measures
- tool
- An approved company account
- frequency
- Recurring work
- region
- Where the work and affected people are located
- purpose
- Draft or analyse
- impact
- Employment support
- review
- Complete human review
- owner
- people partner and occupational specialist
Useful safeguards
Controls that fit this request
- ✓
Use only necessary facts and obtain the employee’s input before finalising measures
- ✓
Separate source material from the request record and expose only what the tool needs for a proposed accommodation plan.
- ✓
Treat a new purpose, region, data source or recipient as a new request rather than silently extending this one.
- ✓
Keep the submitted facts, people partner and occupational specialist’s decision and the exact published policy version.
Questions people ask
About this AI use
Is using AI to draft a workplace accommodation plan automatically allowed?
The task name cannot settle the answer. Apply the company’s published rules to an employee request, role needs and agreed measures, the exact account, a proposed accommodation plan, its audience and the proposed review.
When is the request detailed enough to decide?
Describe a proposed accommodation plan, identify an employee request, role needs and agreed measures, name the exact tool and account, explain who will receive or rely on the output, and state how people partner and occupational specialist will review it.
Which evidence makes the answer reproducible?
Keep the submitted facts, people partner and occupational specialist’s decision and the exact published policy version. A classification and controlled reference may be enough when copying an employee request, role needs and agreed measures would create unnecessary risk.