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SOP-AIDLC-01 — Use-Case Intake & Ethical Review

Intakes new AI use cases and reviews them for ethical, legal, safety, and strategic fit.

Owner: AI Governance CouncilApprover: AI Platform DirectorVersion: 2.1Updated: 12/2/1969

1. Purpose

Ensure every proposed AI use case is reviewed before any development effort begins.

2. Scope

All AI use cases, whether client-driven or internally proposed.

3. Definitions

  • Use case — A well-defined AI application with a clear user, task, and success criteria.
  • Ethical review — An assessment of harms, fairness, autonomy, and dignity impacts.

4. Roles & Responsibilities (RACI)

ActivityRACICadence
Submit intakeRequesterAI Product ManagerSMECouncilPer use case
Perform ethical reviewAI Governance CouncilAI Platform DirectorLegal, GRC, ClinicalRequesterWeekly
Assign risk tierAI Governance CouncilAI Platform DirectorGRCTeamPer use case

5. Procedure

  1. Submit the use-case intake form (task, users, data, success metrics, harm scenarios).
  2. Council reviews within 5 business days.
  3. Assign a model-risk tier (see AI-DLC Master).
  4. Approve, request changes, or reject with a documented rationale.
  5. Approved use cases enter SOP-AIDLC-02.

6. Inputs & Outputs

Inputs

  • Use-case intake form
  • Client contract or business case

Outputs

  • Council decision record
  • Risk tier assignment

7. Controls & Metrics

MetricTarget
Use cases reviewed within SLA≥ 95%
Tier 1 use cases with executive approval100%

8. Exceptions & Escalation

  • Emergency use cases (safety-critical) may be fast-tracked in 24 hours with executive attendance.

9. Records & Retention

RecordRetention
Council decision records10 years

10. Related Documents

  • AI-DLC Master
  • SOP-AIDLC-02

11. References

  • NIST AI RMF 1.0
  • ISO/IEC 42001:2023

12. Revision History

See the Versions tab for the full change history maintained by the Auto-Doc Engine.

Document code: SOP-AIDLC-01 · Aligned to NIST AI RMF Govern / ISO/IEC 42001. Controlled document — reproduction outside the UBC QMS requires the Quality Manager's approval.

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