AI Project Register¶
Purpose
This register provides a structured way to maintain a central record of all AI initiatives within your organisation. It is designed to:
- Ensure visibility across all AI-related projects.
- Provide a single source of truth for governance, risk, and compliance monitoring.
- Support decision-making through consistent project documentation and guardrail alignment.
When to Use
- At project initiation: create a new entry for each AI initiative.
- During project lifecycle: update details as the project evolves (e.g., risks, model versions).
- At review points: use the register to assess Go/No-Go criteria and ensure guardrail compliance.
Relevant Guardrails: 1, 2, 9, 10 (from the Australian Voluntary AI Safety Standard).
AI Project Register Template (Template)¶
Project Register Fields¶
| Section | Field | Description | Example Entry |
|---|---|---|---|
| Project Information | Project Name | Title of the AI initiative | Customer Insights Chatbot |
| Description | Short summary of the project’s purpose | Automating first-line customer queries using an LLM | |
| Objectives | Key business goals or outcomes expected | Reduce response time by 40% | |
| Timeline | Planned start/end dates, key milestones | Start: Aug 2025, Pilot: Nov 2025 | |
| Ownership & Governance | Project Owner | Person accountable for delivery | Jane Smith, Head of CX |
| Stakeholders | Business units and key contacts | IT, Risk, Legal, Operations | |
| Approval Status | Formal governance decision | Approved by ICT Steering Committee | |
| Risk Assessment | Guardrail Compliance | Alignment with AI guardrails (Yes/Partial/No) | Guardrails 1, 2, 9 compliant; 10 pending |
| Risk Level | Overall risk rating (Low/Med/High) | Medium | |
| Mitigations | Key risk controls applied | Human-in-the-loop escalation for safety checks | |
| Technical Details | Data Sources | Internal/external data powering the model | CRM data, anonymised chat logs |
| Model Information | Type, vendor, or custom build | GPT-4o, fine-tuned | |
| Infrastructure | Hosting, deployment environment | Azure Cloud, containerised | |
| Monitoring & Updates | Version History | Track model releases or changes | v1.0 (Aug 2025), v1.1 (Oct 2025) |
| Performance Metrics | Agreed KPIs or benchmarks | Accuracy >85%, CSAT >90% | |
| Change Log | Notes of updates, retraining, risks | Retrained with new dataset Sep 2025 | |
| Decision Framework | Go/No-Go Criteria | Conditions for continuation | Meets KPIs, passes compliance review |
| Escalation Path | Who is notified if risks emerge | Escalate to CIO and AI Risk Committee |
How to Maintain the Register¶
- Ownership: The AI Project Register should be owned by the PMO, ICT, or Risk/Governance function.
- Frequency of Updates: Minimum quarterly, or more frequently for high-risk/high-impact projects.
- Integration: Link the register with project governance forums, risk registers, and compliance reporting.
- Audit & Oversight: The register can be used as part of routine compliance checks to ensure responsible AI deployment.
Template Disclaimer & Licence¶
Disclaimer¶
The purpose of this template is to provide best practice guidance on implementing safe and responsible AI governance in Australian organisations.
SafeAI-Aus has exercised care and skill in the preparation of this material. However, SafeAI-Aus does not guarantee the accuracy, reliability, or completeness of the information contained.
The content reflects best practice principles but is intended as a starting point only. Organisations should adapt this template to their specific context and may wish to seek advice from legal counsel, governance, risk, or compliance officers before formal adoption.
This publication does not indicate any commitment by SafeAI-Aus to a particular course of action. SafeAI-Aus accepts no responsibility or liability for any loss, damage, or costs incurred as a result of the information contained in this template.
Licence¶
This template is made available under the Creative Commons Attribution 4.0 International (CC BY 4.0) licence.
You are free to:
- Share — copy and redistribute the material in any medium or format.
- Adapt — remix, transform, and build upon the material for any purpose, even commercially.
Under the following terms:
- Attribution — You must give appropriate credit, provide a link to the licence, and indicate if changes were made.
Attribution statement for reuse:
“This template was developed by SafeAI-Aus and is licensed under CC BY 4.0. Source: SafeAI-Aus.”
Full licence text: https://creativecommons.org/licenses/by/4.0/