AI Governance Pack
AI governance that is robust in practice and defensible in documentation.
Eleven practical documents covering supplier AI use, DPIA, agentic AI assessment, approved tool registers, use logs, incidents, roles and staff guidance.
The Problem
Uncontrolled AI use creates risk before the programme even sees it.
AI use on housing programmes is not always visible. It may sit inside supplier activity, project documentation, meeting summaries, data analysis, testing support, training preparation or day-to-day team work.
Without clear governance, organisations can lose control of what tools are being used, what data is being shared, how outputs are checked, and who is accountable for the result. The risks are clear:
The Solution
The QLP AI Governance Pack gives your organisation a practical framework for managing AI use across a housing programme.
It helps you move from uncertainty to control, with the documents, registers, assessments and guidance needed to evidence how AI is being approved, used, reviewed and governed.
Clear rules for AI use across the project.
Your teams need to know what is allowed, what needs approval, what must be recorded and where AI should not be used. The QLP AI governance pack gives you practical policy and guidance that can be adopted across the programme.
Specific supplier and agentic controls.
Housing system programmes increasingly involve supplier tools, automated workflows, and other AI-enabled functionality. The pack helps you assess the risks separately, including where AI may be acting with greater autonomy or impacting decisions.
Evidence for governance and audit requirements.
AI governance needs records, not intentions.
The pack includes registers, use logs, incident logs, disclosure templates and accountability documents so decisions can be evidenced later.
The pack is structured so each document has a clear purpose and a defined relationship to the others. It is designed to be tailored to your programme rather than used as a blank generic template.
01. Use of AI Staff Policy
A council-wide policy template that sets out how staff, elected members and third parties may use AI responsibly.
It gives organisations a practical framework for approved tools, human oversight, data protection, disclosure, training and risk classification across everyday council work.
02. AI on Housing Projects Policy
A project-specific governance framework for Housing Management System programmes.
It defines what project staff and suppliers may and may not do with AI across specification, procurement, design, build, migration, testing and project management, while setting clear rules and accountability.
03. Agentic AI Risk Assessment
A dedicated assessment for AI tools that take actions, query systems, interact with APIs or operate with a degree of autonomy.
It defines the agent’s authorised scope, data access boundaries, human approval points, monitoring arrangements, suspension process and sign-off requirements before deployment on an HMS programme.
04. AI DP IA
A structured DPIA screening and assessment template for AI tools that may process personal data, special category data or information relating to residents and service users.
It helps organisations assess lawful basis, data flows, risks, safeguards, human review, data subject rights and DPO sign-off before AI use proceeds.
05. Supplier AI Schedule
A contract appendix that places clear AI obligations on suppliers delivering services or project work.
It covers supplier disclosure, tool approval, data handling, model training restrictions, security controls, human oversight, incident notification, audit rights and remediation if AI is used outside the agreed controls.
06. AI Incident and Anomaly Log
An escalation-level record for AI incidents, anomalies, near-misses and control failures.
It helps the project team classify severity, of events and record what happened, capture affected data or systems, evidence immediate action, track escalation and preserve a clear audit trail for serious or unusual AI events.
07. AI Disclosure Statement Templates
A set of ready-to-use disclosure statements for documents, reports, slides, emails and project deliverables produced with material AI assistance.
These statements support transparency by making clear when AI has contributed to an output, while confirming that a named human author remains accountable for accuracy, completeness and professional suitability.
08. AI Tool Assessment Form
A supplier submission form is completed and evaluated and must be approved before any new AI tool is used by any party on an HMS programme.
It captures the tool’s purpose, vendor, users, data handling, security position, model training arrangements, DPIA status, risk profile and approval decision, forming the evidence base for adding the tool to the approved register.
09. Approved AI Tools Register
The live control document that confirms which AI tools are approved for use, by whom, for what purpose and at what data classification level.
It records key details such as tool name, provider, version, approved use cases, data processing location, model training position, approval date, review date and any conditions or restrictions that need to be observed.
10. AI Use Log
The day-to-day audit record for AI use across the programme.
Each entry records who used AI, which tool was used, what task it supported, whether personal data was involved, what output was produced, how it was reviewed and whether it was used, amended or rejected.
11. Staff Guidance Note
A plain-English guide for project team members explaining how to use AI safely on the programme.
It sets out approved tools, permitted uses, situations requiring approval, prohibited activity, how to log AI use and what to do if something unexpected or concerning happens.
Further AI Governance Training
We have two courses available regarding the use and governance of AI.
Introduction to AI, suitable for the whole organisation, including senior management.
AI Operations tailored for those building and configuring systems.
Request a copy of the pack