AI Self-Report Process

As we continue to unlock the power of AI, it is crucial we do so with confidence and care. The AI Self-Report gets us started down that path. This streamlined approach ensures all AI-related software applications within the organization are properly reviewed and overseen, helping maintain security, privacy, and business continuity. We ask that all associates utilizing AI complete this process by Monday, Dec. 2, 2024. Here’s a step-by-step guide to get you started:

Who Needs to Self-Report:

• Embedded AI: If your application or system uses AI features built into it to help with tasks like decision-making or automating certain functions, it’s considered to have embedded AI. For example, tools like Oasis Loyalty, Epic EHR, or Hoshonti may have AI capabilities built into them. Talk with your BU owner and select an appropriate person to self-report on the unit’s behalf.
• If you use ChatGPT, Copilot, or other standalone AI Platforms to perform work at the Choctaw Nation of Oklahoma, Yakoke in advance for self-reporting this use.

AI Self-Reporting Steps:

• Submit Your Report: Begin by opening a new ticket in Itapela.
• Locate the Form: You’ll find it under IT Security -> IT Security Requests -> AI Self-Reporting.
• Documentation: In some cases, additional information may be needed for security or architectural review. If so, we’ll request it through the submitted ticket.

Key Things to Know:

• Expert Review: A cross-functional team, including IT Application Development, Information Security, Information Management, and Privacy, will review your submission.
• Priority to What Matters: Applications currently in use with embedded AI and critical to business continuity will be given higher priority.
• First-Come, First-Served: Submissions for individual associates using things like Copilot or ChatGPT will be reviewed in the order received.
• Guiding Principles: Located on the Associate Site is a Guiding Principles update that illustrates the key principles CNO will utilize when evaluating AI systems.
• Transparent Process: Updates, approvals, concerns, and key decisions will all be documented in your ticket.

By using the AI Self-Reporting process, you’re helping ensure AI is deployed safely and effectively across the organization. Itapela will serve as the hub to securing compliance and aligning AI technologies with our mission to prioritize business continuity. Let’s continue driving innovation safely and smartly as we leverage AI.

As a reminder, we have created an AI Governance Resources page, accessible via the Associate Site. This page hosts frequently asked questions, resources, and much more. Please leverage this site or contact the Help Desk (fill out an Itapela ticket or email: [email protected] or call 580-642-4357) if you have any questions or need guidance.