Quarterly AI Program Review Agenda

This agenda supports a standing quarterly meeting for cross-functional AI program review. The meeting is operational, not strategic — it reviews what happened, confirms the program is on track, and surfaces issues that need decisions. Reserve strategic discussion for a separate forum. Target duration: 90 minutes. Adjust sections and timing based on program maturity.

Standing Attendees

| Role | Name | Required / Optional |

|------|------|---------------------|

| AI Program Lead | [Name] | Required |

| CISO / Security Lead | [Name] | Required |

| Legal / Privacy | [Name] | Required |

| IT / Infrastructure | [Name] | Required |

| HR / People | [Name] | Optional |

| Procurement | [Name] | Optional |

| Department AI Champions (if programme active) | [Names] | Optional |

| Executive Sponsor | [Name] | Optional — required for Elevated/High risk quarter |

Pre-Meeting Requirements

The following must be prepared and distributed to attendees at least [3] business days before the meeting:

• [ ] AI Tool Inventory updated and sent by [IT / Security]
• [ ] Incident log for the quarter prepared by [Security]
• [ ] Vendor contract calendar reviewed; renewals in the next 90 days flagged by [Procurement]
• [ ] Training completion data pulled by [HR / L&D]
• [ ] Draft KPI scorecard prepared by [AI Program Lead]
• [ ] Any regulatory updates relevant to AI compiled by [Legal]

Agenda

Item 1 — Previous Quarter Actions Review (10 minutes)

Review the action items from the prior quarter's minutes.

• For each action: confirm status (Closed / In progress / At risk / Cancelled).
• For any overdue or at-risk action: identify the blocker and reassign or close.
• Confirm no action item carries over more than two consecutive quarters without escalation.

Item 2 — AI Tool Inventory Update (15 minutes)

Review changes to the AI tool inventory since the last meeting.

• Tools added since last quarter: [N]. Walk through any that carry elevated risk.
• Tools retired since last quarter: [N]. Confirm data deletion is documented.
• Tools on probation or under enhanced review: [N]. Status update for each.
• Inventory accuracy: confirm when the last full audit was completed. Flag if overdue.
• Shadow AI: any newly discovered tools not in the inventory? How were they discovered? What is the remediation plan?

Item 3 — Incident Review (15 minutes)

Review AI-related incidents and near-misses for the quarter.

• Total incidents by severity: Critical [N], High [N], Medium [N], Low [N].
• For each Critical or High incident: brief summary, root cause, remediation status, and any open action items.
• Trend analysis: is incident volume increasing, stable, or decreasing? What is driving the trend?
• Near-misses or leading indicators: anything detected through DLP, audit logs, or voluntary reporting that did not escalate to a formal incident but warrants attention.

Item 4 — Vendor Portfolio Review (15 minutes)

Review the status of approved AI vendors.

• Contracts renewing in the next 90 days: [list vendors, dates, and renewal owner].
• Vendors with significant news, incidents, or risk rating changes since last quarter.
• Vendor evaluations completed this quarter: [N]. Outcomes.
• Vendor evaluations overdue (not reviewed in >12 months): [N vendors]. Prioritisation.
• Any vendor relationships proposed for termination: rationale and transition plan.

Item 5 — Training and Awareness (10 minutes)

Review the status of AI training across the organisation.

• Completion rate for mandatory AI training: [X]% (target: [X]%).
• Departments below target: [list]. Remediation owner and deadline.
• New hire completion within required window: [X]% on track.
• Training content updates needed based on policy changes or incidents this quarter.
• Any training delivered to specific teams or for new tools: summary and outcomes.

Item 6 — Regulatory and Policy Update (10 minutes)

Brief review of regulatory changes and policy status.

• Material regulatory developments since last quarter affecting [Company]'s AI use (e.g. EU AI Act implementation milestones, new state laws, sector-specific guidance).
• Policy review status: [which policies are overdue for review, which were updated this quarter].
• Compliance gap assessment: any known gaps between current practice and regulatory requirements. Owner and timeline for closure.

Item 7 — KPI Scorecard (10 minutes)

Review program-level KPIs against targets.

Review the pre-circulated KPI scorecard. Discussion focuses on metrics off-target; do not spend time confirming metrics already on track.

For each off-target KPI:

1. Root cause (one sentence)
2. Owner and corrective action
3. Revised target date

Item 8 — Decisions Required (10 minutes)

Surface any items that require a decision from this group.

This section is prepared by the AI Program Lead in advance. Each decision item should include:

• Decision to be made
• Options with a brief assessment of each
• Recommendation (if any)
• Required by (date — to avoid blocking downstream work)

Item 9 — Next Quarter Preview and Action Assignment (5 minutes)

• Preview of planned activities next quarter: tool evaluations, policy reviews, training rollouts, regulatory deadlines.
• Confirm action items arising from this meeting: owner, action, due date for each.
• Confirm date and chair for next quarterly review.

Minutes Template

Minutes should be distributed within [3] business days of the meeting and include:

• Attendance (present / absent / apologies)
• Summary of each agenda item (not a transcript)
• Decisions made (numbered list)
• Action items: owner, action description, due date
• Items deferred and the reason