Lesson 17 of 19
Manage actions and reviews
Track the work required by a decision. Check each action and condition against its own completion criterion.
This lesson concerns artificial intelligence (AI) governance: how your organisation assigns responsibility, checks AI use and records decisions and follow-up. AI Governance keeps these records; it does not operate the external AI tool for you.
At the end of this lesson
- Turn follow-up into owned work.
- Check completion evidence without weakening conditions.
- Respond to review triggers while retaining earlier records.
Before you begin
This lesson is for action owners, reviewers and decision makers. You can read and complete the paper activity without an account.
For optional workplace practice, have the existing decision and current action or review permission. Closure can require a different authorised reviewer; ownership alone does not bypass that check. If access is blocked, record your proposed response in your notes and ask the responsible administrator to check access.
Key ideas
Completing an action, closing a condition and changing a decision are separate steps with separate permissions.
Follow these steps
1. Open existing follow-up
Open the decision and its linked conditions or actions. Do not create another initial decision merely to manage unfinished work.
Check the result: The follow-up remains connected to the original decision.
2. Read each requirement
Check the owner, expected evidence, completion criterion and any supported due information. A condition is a requirement attached to permission; an action is a piece of assigned work.
Check the result: The team knows what each item needs before it can be closed.
3. Use the supported status action
For an action, the supported states are open, in progress, awaiting evidence, ready for review, closed and cancelled. Move through available transitions. Closing requires a different authorised reviewer and linked evidence, or an attributable reviewed reason that evidence is not applicable. Use Link exact evidence version for the selected clean version. Work within the assignment and review permissions shown on the record. Record progress honestly and retain a blocked state when the required evidence is missing.
Check the result: The status reflects actual work rather than an intended result.
4. Check completion evidence
Link the appropriate reviewed evidence and compare it with the criterion before requesting or recording closure. An uploaded file may still need substantive review.
Check the result: The completion claim can be traced to the relevant finding.
5. Check remaining conditions
Review each condition separately. Completing an action such as obtaining a document does not establish that the document answers the access question.
Check the result: Unresolved requirements remain open and the decision boundary is unchanged.
6. Respond to a trigger
Review an agreed event or date with the responsible person. When triggered, inspect changed inputs and use the supported review route.
Check the result: The review addresses the change rather than silently widening permission.
7. Preserve the earlier basis
Retain the earlier decision and its information basis. Use reconsideration or reassessment only when warranted and authorised; new generation has its own allowance boundary.
Check the result: History remains available and any new decision can be distinguished from the earlier one.
Practise
Paper activity — fictional information
'The action says "obtain the supplier document". The condition says "review whether the settings enforce the permitted access boundary". The document has arrived but has not been reviewed.' State which work may be complete and what remains open.
Write your response in your own notes before opening the answer. You do not need to sign in, change records or run an assessment.
Check your understanding
Does receiving the document close the access condition?
Check your answer
No. Obtaining it may complete that action, subject to its criterion. The settings review and condition remain open until their own completion checks pass. Reread steps 4–5 if evidence receipt is treated as closure.
For the activity, obtaining the supplier document may complete the collection action. Reviewing whether the settings enforce the boundary remains outstanding. Keep that condition open until its separate completion check passes.
Check your work
- Each item has an owner and completion check.
- Action completion and condition closure are distinguished.
- Review retains the earlier decision/basis.
Bring the course together
Paper activity — fictional information
One AI service is proposed to draft internal meeting summaries. The organisation has a policy draft, a use-case description and a supplier brochure. It has no measured review results, verified access settings or human decision permitting a test. A colleague wants to start using it tomorrow.
Write a short response stating the immediate boundary, three useful next tasks and how each task will be checked.
Compare your course response
Permission to test or operate the service has not been recorded. The use-case owner checks the task, exclusions and responsibility against the saved use-case record. The policy owner reviews the draft and records its actual authorised state and version. The responsible data or procurement person checks supplier claims and the permitted information boundary. They record sources, unknowns and required verification.
Record owned preparation actions with completion checks. A responsible decision maker then records the bounded decision and review requirements using the available basis. The brochure and proposed benefit are not proof.
Check that your response separates a proposal from permission, identifies task, policy and information preparation with owners, and names specific checks. Equivalent wording is acceptable. Revisit lessons 6–11 for missing preparation, or lessons 16–17 for missing decision and follow-up work. This self-check does not prove workplace competence.
Continue learning
Optional worked examples
Sources
These National AI Centre resources inform the lesson. This course does not imply Australian Government endorsement.