4 Domain Implementation Guide
Each Domain will work to meet the needs of the campus that align with its community membership and mission. This section provides a rough guide (adapted from Lindegaard (2023)) to implementing a LLM plan within the Domains. Each Domain can work through this guide to develop policies, plans, resources, and deliverables. The combination of cross-domain Workstreams and reporting to the AISC will help to align resource requests and facilitate knowledge sharing, management, and transfer.
4.1 Suggested Tasks
4.1.1 Establish Ownership Leadership
Assign a Domain leader and convene a Domain Working Group (represented in blue boxes in Figure 3.1) as the driving force behind ChatGPT implementation. This leader and Working Group members need to become proficient in the technology and subsequently guide the organization through the process of integration. This includes setting the vision, aligning key stakeholders, and ensuring that the implementation aligns with the organization’s strategic goals.
In practice, this Domain leader will be the primary point of contact for the AISC and will be responsible for reporting on the Domain’s progress and deliverables. The Domain leader will also be responsible for convening the Domain Working Group and ensuring that the Domain’s Workstreams are progressing.
4.1.2 Lean Into Cross-functional Collaboration
Form a cross-functional team with representatives from HR, IT, Legal, and other relevant departments to ensure that various perspectives are considered, and organizational needs are met during ChatGPT implementation. This collaboration will help address potential challenges, optimize resources, and facilitate effective knowledge transfer across the organization.
4.1.3 Educate Leadership Teams
Keep leadership teams informed about ChatGPT to enable swift, informed decision-making. Offer workshops and seminars to provide an in-depth understanding of the technology, its potential benefits, and its limitations. This empowers them to make quick, informed decisions that will shape the organization’s adoption and use of the technology.
4.1.4 Identify Potential Use Cases
Map potential applications across all functions and establish a cohesive implementation plan. Conduct thorough analyses of business processes and functions to identify areas where ChatGPT can bring significant value, prioritize these use cases, and create a detailed roadmap for implementation, including timelines and milestones.
4.1.5 Craft a Communication Strategy
Develop a comprehensive communication strategy that addresses employee concerns and questions about the implementation of ChatGPT. This approach should be transparent, informative, and reassuring to ensure a smooth transition. It should also highlight the benefits of the technology and address potential misconceptions.
4.1.6 Prepare and Integrate High-Value Proprietary Datasets
Build APIs and interfaces to combine ChatGPT with organization-specific data for improved innovation and efficiency. Invest in the development of custom solutions that seamlessly integrate ChatGPT with existing systems, databases, and workflows to fully harness the potential of the technology.
4.1.7 Create Employee Training and Support
Provide comprehensive training programs that laverage publicly available content where possible for employees to effectively use ChatGPT in their daily work. Offer hands-on workshops, e-learning modules, and on-the-job training to equip employees with the skills and knowledge necessary to use ChatGPT effectively. Provide ongoing support and resources to help employees adapt to the new technology and address any challenges they may face.
4.1.8 Monitor Progress and Impact
Regularly assess the performance of ChatGPT within the organization and evaluate its impact on specific use cases. Develop key performance indicators (KPIs) and metrics to track the technology’s effectiveness, and use this data to inform future improvements and adaptations.
4.1.9 Develop Continuous Improvement and Adaptation
Stay current with AI advancements and adapt ChatGPT implementation to maximize benefits. The AI landscape is constantly evolving, and it’s crucial to stay up-to-date with advancements in the field. Continuously evaluate the performance of ChatGPT and be prepared to adapt its implementation to maximize its benefits and stay ahead of the competition.
4.1.10 Recognize, Document, and Build Processes to Address Ethical Considerations
Develop guidelines for responsible use and educate employees on potential risks and challenges of AI technologies like ChatGPT. Be mindful of the ethical implications of using AI-powered technologies. Develop guidelines and best practices for responsible use, and ensure that employees understand the potential risks and challenges associated with AI, such as algorithmic bias or unintended consequences.