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Confusingly similar titles of the National framework for the assurance of AI in government and this pilot Australian Government assurance framework, even though they are very different documents. The pilot framework could be considered an assessment form or tool, with fields for users to populate, rather than a traditional, static ‘framework’ document. It is intended to complement and inform existing governance and assurance processes, rather than provide a standalone, comprehensive ‘assurance’ mechanism.

Proposed response

Title will be updated to: Australian Government AI impact assessment tool.

Some participants felt providing a digital tool for the assessment would be useful, if it helped streamline the process and make assessments more robust through features like business rules and branching questions. Several participants took the initiative to convert the document into a basic Microsoft Forms template for the pilot.  

However, others preferred the existing Word document format, with a single document providing an overview of the full assessment process, where version history is preserved as the assessment is updated. They felt a document format is more familiar and user-friendly, and queried whether a digital tool would meet record keeping requirements.  

Proposed response

Explore options for a digital tool that meets key requirements, including version history tracking, record keeping, accessibility, easy navigation.  

Some agencies felt that the current OECD AI definition could capture a range of longstanding rules-based systems that would not traditionally be considered AI.  

Proposed response

Consider clarifying advice in the AI policy to distinguish AI from other rules-based systems – e.g. highlighting levels of autonomy and inference as factors. Consider including examples to illustrate AI and non-AI systems.  

Some concern that the current criteria for a covered AI use case are overly broad and would effectively capture all use cases. The criterium capturing any AI use cases that ‘materially influence decision-making’ was highlighted as particularly broad, as it could be interpreted to capture most government activities.

Proposed response

Consider amending criteria and moving the ‘covered use case’ criteria into the AI policy. The assessment should include a field to record which criteria apply to the assessed use case. The overly-broad criterium mentioned above could be amended to clarify it is referring to substantive administrative decisions – not inconsequential day-to-day decisions.

Some agencies raised concerns about the burden of retroactively assessing dozens of existing use cases and felt any future mandatory assessment should only apply to new use cases.  

Proposed response

The AI policy applies to all AI use by in-scope Australian Government agencies, including existing and new AI use cases. Any future AI use case governance requirements should align with this and likewise apply to all AI use cases. Existing AI use cases should be subject to the same governance and assurance processes as new ones, while providing a transition period to support implementation. A 2-tier approach, exempting certain use cases from scrutiny, would be inconsistent with the government’s commitment to build public trust through robust governance.

Proposed AI policy updates will specify AI use case level governance processes and establish a timeframe for agencies to review existing use cases (e.g. up to 18 months). The impact assessment and guidance will be updated to align with the policy and include further guidance on best practice for assuring existing use cases.

The pilot version recommends users undertake AI impact assessment ‘as early as possible’, however participants noted it may not be possible to complete an assessment in the early development stages of an AI use case. Related to this, participants queried how impact assessment might interact with budget and procurement processes.  

Proposed response

Proposed AI policy updates will recommend that assessment should commence as early as possible in the design stage and the initial assessment should be completed before deployment. While completing the full assessment may not be possible in early stages, agencies should familiarise themselves with the assessment and consider its advice on embedding responsible AI practices into system design.

The pilot impact assessment tool recommends a review of the assessment in response to material changes in scope or technology, or when a use case moves between lifecycle stages. However, participants noted reassessment at every lifecycle stage transition may not always be practical or necessary. Participants also queried whether review should involve a complete reassessment, or just sections most affected by the change that triggered review, and is renewed executive sponsor sign-off required every time?  

Proposed response

Ensuring assessments are reviewed at regular, planned intervals and/or in response to material changes is essential to good AI governance. Minimum requirements for reassessment intervals will be specified in the AI policy.  

Assessment and guidance updates could deemphasise lifecycle stage transition as the key consideration and include examples of major milestones or material changes that could trigger review. This will include recommending agencies align with their project management frameworks to decide which transition points would warrant reassessment (e.g. change in scope, contract variation, preproduction check, change advisory board, go-no-go).  

Feedback indicated the risk assessment process is too subjective and overly dependent on assessing officer's value judgments and background knowledge.  

Responses to this section differed significantly depending on the assessing officer’s familiarity with the AI risk landscape, with less experienced officers tending to underrate or overlook risks they weren’t aware of. Some users reported challenges using section 3 as a high-level record of post-treatment risks and planned mitigations as it does not specify how to assess inherent risk and select mitigations.

Proposed response

Particular attention will be focused on updating this section, drawing on pilot feedback, emerging best practices and expert advice. Updates could include:  

• adding more objective questions, considering particular risks that may be higher priority or less well understood
• considering developing a checklist of use case features that would automatically elevate risk above ‘low’
• adding examples/features illustrating low/medium/high risk use cases to the guidance
• recommending assessing officers consult experts and peers to review risks as a team
• adding fields to document inherent, pre mitigation risks
• further emphasising that the assessment process does not replace agency risk management processes.

Participants reported some confusion on the division of responsibilities for completing the assessment and providing endorsement. For example, should the executive sponsor come from the business area or ICT area; and (how) should the agency’s AI accountable official be involved?

Pilot participants that submitted assessments to their CIO/equivalent found sign-off relatively straightforward, while those that submitted to the policy/business area SES found it more challenging, requiring additional briefing and time.  

Proposed response

Consider more specific guidance for the executive officers signing off on the assessment. Consider providing flexibility for combined sign-off – e.g. could CIO/AO (or their delegate) sign off on technical aspects, while business area to confirm alignment with policy objectives?

Pilot participants advised their legal teams struggled with this section and would be reluctant to provide sign-off, which could be a blocker. Some legal teams advised they would need to procure external legal advice.  

No participants secured formal legal review as part of the pilot due to legal teams’ resource constraints and turnaround times (usually require at least 2-3 weeks and longer for complex requests, especially those requiring external advice).  

Proposed response

Updates will clarify purpose of legal review. Consider including more specific guidance on the questions the assessment officer should ask of their legal team.  

List examples of the types of legal risks to consider – for example, 'If you don't undertake legal review, you might miss/overlook XYZ.' Some pilot participants provided useful detailed feedback on this aspect, including feedback from their legal teams.  

Regarding the requirement at section 11.3 for internal governance review, participants sought advice on identifying or creating a suitable internal governance review body and suggested including specific guidance defining the scope and objectives for this process.  

Some agencies questioned the inclusion of an external review body at section 11.4 for high-risk use cases, querying how this would work in practice – while recognising this is only a suggestion and not mandatory.  

Participants did not indicate a strong desire for the government to establish a new external review body. No high-risk use cases were tested through the pilot, and the volume of future demand for review of high-risk cases remains unclear.  

Proposed response

Some aspects of this will be covered in the AI policy update, including advice to reuse an existing governance body where possible. Will consider other jurisdictions' settings and experiences with external review processes. If government decides to establish a central external review body, would need to consider:  

• membership – including private sector/community/academic experts, how to manage probity and information security concerns
• governance and processes – who would chair; how would the body make decisions (consensus/majority voting); how frequently would it meet?
• direct costs – including member fees, travel, other meeting costs
• other resource implications – agency staffing to support the body.  

Some participants sought more guidance to specify the types of roles, expertise and skills they should consult on specific sections – including internally (e.g. risk/assurance teams, CIO, data governance), and/or external expertise (e.g. human rights, cyber experts).  

In particular, participants felt there must be diversity in team skills, background and experience, and that ideally business areas should lead the assessment but with significant support and input. Participants noted AI adoption presents certain sociotechnological issues different from traditional ICT projects.  

The pilot assessment tool mentions contributing officers should be ‘sufficiently trained’, however some participants called for more guidance on defining this.  

Proposed response

Updates to address this feedback could include:  

• emphasising recommendation to consult widely during assessment and involve diverse expertise.
• referring to APS job families, SFIA or other relevant frameworks.

However, overly prescribing the roles and skills required to complete assessment could make AI adoption more challenging, especially for smaller agencies with limited resources and fewer staff with specific expertise. Will also consider suggestions to commission experts to develop other supporting resources, for example on human rights considerations – dependent on resourcing.  

Some agencies perceived the impact assessment to be recommending the establishment of entirely new AI-specific governance processes, and that alignment with existing processes was challenging. Other agencies found integrating with existing governance processes relatively straightforward.

Proposed response

Consider bolstering guidance for assessing officers on aligning AI impact assessment with existing internal (and broader APS) governance settings, policies, procedures, oversight mechanisms – while emphasising the assessment does not replace existing obligations.  

Several participants suggested something like a one-page overview could be useful, especially for executive sponsors providing sign-off.

Proposed response

Need to consider what this would look like and where it would fit within (or alongside) the current impact assessment. Overly simplifying may lead to a superficial, 'tick box' approach. A digital tool may streamline this – e.g. auto-generating a summary.  

For example, how can the impact assessment address future ubiquitous AI functions increasingly integrated into existing software?

This could include current software providers adding AI functions to existing software products, giving buyers limited scope to opt out or shape AI governance.  

Participants also raised questions around assuring general purpose AI tools (e.g. Copilot) that could theoretically generate a number of as-yet-unknown discrete use cases. Is it feasible to ensure every use case is assessed, if teams or individual officers are creating niche use cases using general AI tools?  

Proposed response

While some of the updates outlined above will address aspects of this (e.g. specifying that material changes such as new AI functions should trigger use case assessment), further consideration is required to address aspects of this feedback.  

Will consult relevant experts to develop options, which may be added to guidance. Some of these issues may also be addressed through other resources, e.g. procurement advice, which will be referenced in the impact assessment guidance.  

1.1. Update the Policy for the responsible use of AI in government (the AI policy): Introduce mandatory AI use case governance actions. This will require agencies to conduct an AI impact assessment for use cases that meet certain criteria.

1.2. Provide agencies with flexibility to integrate the AI impact assessment into their own governance processes, depending on specific agency needs and capacity: For example, agencies could be required to conduct a threshold assessment, using sections 1-3, for all use cases. Alternatively, they may be required to complete a full assessment (sections 4-11) for use cases with elevated risks identified at the threshold assessment stage. For this, agencies could either:

• Complete the full assessment as a standalone process using the assessment tool documentation, as tested through the pilot.
• Integrate sections 4-11, in full or in part, into existing governance processes.  

This flexible, hybrid approach may be appropriate for agencies with governance mechanisms that already address some or all the requirements in sections 411. These agencies may prefer to adapt their existing processes to integrate section 411 requirements, rather than completing a separate AI impact assessment that overlaps with or duplicates existing processes.

2.1. Update the threshold risk assessment (section 3): Include more objective questions that guide officials to correctly identify and assess relevant risks. Consult government risk management experts for feedback on proposed updates.  

2.2. Require assessment officers to record pre-mitigation inherent risk level as well as post-mitigation treated risk.  

2.3. Update supporting guidance on risk assessment: Consider including examples and references to any relevant external resources.

3.1. Consider options to update legal review step (section 11.1) to specify legal aspects of AI use case that need to be reviewed: This update will include addressing pilot feedback, including suggestions to reframe the legal review step as a series of targeted questions. This could help clarify the scope of the required legal review, focusing on ensuring lawfulness and compliance with relevant legal frameworks, instead of current open-ended question

3.2. Consider how AI governance processes in other Australian and overseas jurisdictions incorporate legal review.  

4.1. Align assessment tool provisions with proposed AI policy updates and ensure AI policy updates consider relevant pilot feedback, including calls for:

• further guidance on the definition of AI and the ‘covered use case’ criteria – to be addressed in the AI policy itself
• further guidance on the timing for an initial assurance assessment and subsequent reassessment.

4.2. Explore options to develop a digital assessment tool, while retaining an ‘offline’ document version for agencies that indicated a preference for this option.

4.3. Address additional pilot feedback in updated assessment tool and guidance documents, while ensuring continued alignment with AI in government and broader AI policy developments. For further detail, see Key findings, above, and Key feedback themes and proposed responses in the Context, data and rationale section of this report.