Update Rules
Artifacts must be updated as the initiative moves through the conveyor. If the card, scenario, reviews, and impact report diverge, the portfolio quickly loses manageability.
General principle
Each gate should answer:
- what changed since the previous decision;
- which artifacts must be updated before the next transition.
An update is complete when the owner, date, and reason are recorded.
When to update
| Event | Updated artifacts |
|---|---|
| Initiative created | Initiative card |
| Moved to assessment | Process passport, problem, owner, impact hypothesis, duplicate check |
| AI product selected | Card, delivery track, tasks |
| Data check completed | Use case document, architecture review, risk profile |
| Pilot launched | Experiment report, success criteria |
| Solution handed over to operations | Support model, instructions, monitoring |
| Impact checked | Impact report, portfolio metrics |
| Initiative rejected | Rejection reason and return conditions |
Ownership
| Artifact | Content owner | Reviewer |
|---|---|---|
| Initiative card | Initiative lead / AI office | Business owner |
| Process passport | Process owner | AI office |
| Use case document | Business owner and initiator | AI office |
| Architecture review | Architect / product owner | Security, data, operations |
| Experiment report | Project lead | Product owner and business |
| Value report | Business owner and finance | AI office / committee |
| Checklists | Gate owner | Decision participants |
Version entry
Date:
Artifact:
What changed:
Reason:
Owner:
Related decision/gate:
Quality rules
- Do not move an initiative forward if mandatory artifacts are outdated.
- Do not rewrite decision history without a separate entry.
- Do not change baseline after measurement starts without explanation.
- Do not remove constraints unless the responsible owner has lifted them.
- Do not confirm impact without the impact owner.