Copy the blank fields into your existing document or work system, then complete them with the people responsible for the workflow. The rehearsal scenarios below are prompts. This page does not save your answers.
Complete one card for each workflow. Add checkpoint rows when different decisions need different reviewers. Use your existing record system; no new software is required.
This worksheet provides general operational education. It is not legal advice or a compliance determination. No attorney-client relationship exists, and none of its protections apply.
Describe the work
| Field | Your record |
|---|---|
| Workflow, version, and date | Enter the name and current version. |
| Trigger and completed output | State when work starts and what the receiving person accepts. |
| Approved inputs and tools | Name the data boundary, account, and tools. |
| Allowed actions | List what the system may read, create, or change. |
| Excluded actions | List actions requiring a different process or approval. |
Assign the decisions
| Responsibility | Person or role | Backup and absence route |
|---|---|---|
| Own the operating result | Enter the accountable owner. | Identify the backup and confirm availability. |
| Review the proposed output | Enter the qualified reviewer. | Queue or use the approved fallback if unavailable. |
| Manage configuration and access | Enter the administrator. | Identify the authorized technical backup. |
| Authorize scope or access changes | Name the existing approval owner. | Keep the existing scope until approval. |
| Pause and restart | Name who can stop work and who can permit restart. | State how to reach them. |
Confirm each assignment with the person who will perform it. An unaccepted assignment remains unresolved.
Define one checkpoint
| Field | Your record |
|---|---|
| Before which action? | Name the point beyond which an error becomes consequential. |
| Evidence available | Link the input, source passage, proposed output, and current criteria. |
| Acceptance rule | Write an observable condition the reviewer can check. |
| Reject or uncertain | Describe the correction or escalation route. |
| Reviewer unavailable | Name the backup, queue, or approved manual route. |
| Decision record | Link the existing ticket or record containing the review result. |
Store only the information the organization permits, in its approved location. A link to an existing record may avoid copying sensitive content.
Rehearse and record
| Case | Expected route | Observed result |
|---|---|---|
| Normal input meets the criteria | Reviewer accepts before the action. | Enter what happened and the evidence link. |
| Source is missing or contradictory | Correct, queue, or escalate; do not infer approval. | Enter what happened and the evidence link. |
| Usual reviewer is absent | Backup reviews or work follows the approved fallback. | Enter what happened and the evidence link. |
| Access expansion is requested | Existing approval process decides before access changes. | Enter what happened and the evidence link. |
| System is paused with items in flight | Owner identifies completed actions and pending items. | Enter what happened and the evidence link. |
Record the decision: continue within the tested scope, correct the process, or keep it paused. Name the evidence required for a different decision.
Read Who owns an AI workflow? for the operating explanation. This card is Ortaire's proposed working aid, not an official NIST form.
This card's companion record, the Human Oversight & Accountability framework, ships in Ortaire's AI Governance Toolkit as an editable file.
