AI Council Toolkit

Why Report

Reporting serves three purposes:

Accountability: Demonstrates to leadership and the board that governance is functioning
Transparency: Builds trust with stakeholders (internal and, selectively, external)
Improvement: Surfaces trends, gaps, and opportunities to strengthen the program

A concise update covering:

Section	Contents
Inventory summary	Total systems by status and tier. New additions and retirements.
Intake activity	Cases submitted, tiered, and resolved this quarter. Average turnaround time.
Decisions	Notable approvals, conditions, escalations, and rejections.
Incidents	AI incidents and near-misses. Status and lessons learned.
Policy updates	Any policy changes made or proposed.
Champion network	Network health: coverage, activity, feedback.
Emerging risks	New technologies, regulatory developments, or organizational changes on the horizon.
Actions needed	Decisions or resources the sponsor needs to provide.

Annual Report (to Board / Executive Leadership)

A full-year review covering:

Everything in the quarterly report, aggregated for the year
Program maturity assessment: How has governance capability evolved?
Regulatory compliance status: Are obligations being met?
Benchmark comparison: How does the program compare to industry peers?
Strategic recommendations: What should change in the coming year?
Resource needs: Budget, headcount, tooling for the coming year

External Transparency (Optional)

Some organizations (e.g., Microsoft) publish annual AI transparency reports. Consider publishing:

A summary of AI principles and governance structure
Aggregate statistics on AI use (number of systems, risk tiers, review volume)
Key lessons learned (anonymized)
Commitments for the coming year

External transparency can build trust with customers, regulators, and the public.

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Quarterly Report

# AI Governance Quarterly Report

**Quarter:** [Q1/Q2/Q3/Q4 YYYY]
**Prepared by:** [Name]
**Date:** [Date]

## Inventory Summary
- Total AI systems: [N]
- By status: Planning [N] / Development [N] / Pilot [N] / Production [N] / Retired [N]
- By tier: Tier 1 [N] / Tier 2 [N] / Tier 3 [N] / Tier 4 [N]
- New additions this quarter: [N]
- Retirements this quarter: [N]

## Intake Activity
- Cases submitted: [N]
- Cases resolved: [N]
- Average turnaround time: [N days]

## Decisions
[Summarize notable approvals, conditions, escalations, and rejections]

## Incidents
[Summarize AI incidents and near-misses, status, and lessons learned]

## Policy Updates
[Summarize any policy changes made or proposed]

## Champion Network
[Coverage, activity, and feedback summary]

## Emerging Risks
[New technologies, regulatory developments, or organizational changes]

## Actions Needed from Sponsor
[Decisions or resources the sponsor needs to provide]

Annual Report

# AI Governance Annual Report

**Year:** [YYYY]
**Prepared by:** [Name]
**Date:** [Date]

## Year in Review
[Aggregate quarterly data: inventory, intake, decisions, incidents]

## Program Maturity Assessment
[How has governance capability evolved? Reference Health Check results]

## Regulatory Compliance Status
[Are obligations being met? Gaps identified?]

## Benchmark Comparison
[How does the program compare to industry peers?]

## Strategic Recommendations
[What should change in the coming year?]

## Resource Needs
[Budget, headcount, tooling for the coming year]

Reporting