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AI-Assisted Intake and Workflow Automation for IT Project Requests

Planning & Decision-making

What it collects

Operational data
Anonymized data
  • Business intake requests, project documentation, and organizational data stored on AAFC SharePoint sites — including descriptions of proposed IM/IT solutions, process requirements, and SSC engagement information. No personal information is involved.
Run by
Agriculture and Agri-Food Canada (AAFC)
Where
No fixed location
Kept
Not stated by the Helpful Places.
Shared with
Accountable organization
Your copy
You cannot see the data it holds about you. What you can do

What it is for

Planning & Decision-making

This system uses generative AI and automation to help Agriculture and Agri-Food Canada's Project Management Office process internal requests for new or enhanced IT systems and services. Staff submit data and digital requirements through the tool, and the AI streamlines intake, searches relevant information, and optimizes workflows to reduce administrative burden. The system is used internally by Government of Canada employees and does not involve personal information. Users are informed that AI is in use.

What it collects and what happens to it

Data taken in

Operational data
Anonymized data
  • Business intake requests, project documentation, and organizational data stored on AAFC SharePoint sites — including descriptions of proposed IM/IT solutions, process requirements, and SSC engagement information. No personal information is involved.

Processing

Language Models
  • A large language model (LLM) underpins the generative AI search and content synthesis capabilities, processing SharePoint content to support intake documentation and workflow automation.
Optimization
  • Workflow automation and process optimization techniques are applied to streamline and reduce administrative overhead in the DDR intake process, routing requests and managing task sequences.

What it does

Creating (Generative AI)
Human decides
  • A large language model (LLM) is used to generate search results, synthesize information from SharePoint sources, and support intake documentation. Staff review AI-generated outputs before decisions are made.
Acting (Agentic AI)
Human executes
  • The system automates workflow steps in the Data and Digital Requirements intake process — routing requests, triggering notifications, and managing process steps — while human staff carry out the resulting intake decisions.
Understanding (Semantic AI)
Human decides
  • LLM Search capability allows the system to understand natural-language queries and retrieve relevant information from AAFC SharePoint sites to support intake staff.

Outputs

Generated content
Anonymized data
  • AI-generated search results, synthesized summaries of SharePoint documentation, and auto-populated intake form content produced to support Project Management Office staff in processing IM/IT business requests.
Operational data
Anonymized data
  • Optimized workflow routing decisions, automated task assignments, and structured intake records that guide the Project Management Office through the DDR process for each submitted request.

Run by

Agriculture and Agri-Food Canada (AAFC)
  • Agriculture and Agri-Food Canada (AAFC) is the federal department deploying this AI-assisted intake solution through its Project Management Office to streamline Data and Digital Requirements processes.

Government of Canada AI Register — 2526-AAFC-AAC-012

Built by

Government of Canada
  • The system was developed internally by the Government of Canada, with no external vendor identified in the register entry.

Government of Canada AI Register — 2526-AAFC-AAC-012

Kept for

Not stated by the Helpful Places.

Shared with

Available to the accountable organization
  • Intake records, AI-generated outputs, and workflow data are available to Agriculture and Agri-Food Canada's Project Management Office and relevant internal stakeholders for business planning and project management purposes.
Not available to me
  • The system is used internally by GC employees and does not involve personal information. There is no public-facing access mechanism; the outputs are internal operational records not accessible to the general public.

Stored

Not stated by the Helpful Places.

How to read the colours

Can it identify you?

Anonymized data
Data about people with the link to who is broken. Stripped of identifiers, blurred, aggregated, or noised so this system can’t reasonably tie a record back to an individual.
Pseudonymous data
Each person’s data is tied to a token (hash, ID, template) that lets this system recognise the same person across events, but the token itself doesn’t reveal a name. Reidentification is possible with extra information.
Identifiable data
The data either contains a direct identifier (name, address, account name, recognisable face or voice, plate number) or carries a token this system uses to look up legal identity during processing.

Who completes the loop?

Human decides
This mode suggests; a person decides what to do next. The AI is always advisory — a human is in the loop on every decision. Example: a triage tool ranks cases for a clinician who chooses which to see first.
Human executes
This mode decides; a person carries out the result. Example: an optimizer plans the day’s trash-collection routes, and drivers run them.
Autonomous
This mode decides and acts on its own. No person reviews each decision or carries out the resulting action.

Definitions from the DTPR standard. Amber is about your data, violet about who decides. The fuller the shape and the deeper the colour, the more identifying the data or the less a person is involved.

What you can do

Ask about this system

Questions go to the Helpful Places, not the vendor.

Your rights

  • Right to Be Informed of AI UseGovernment of Canada employees using this system are informed that AI is in use, as confirmed in the register entry (AI use disclosed to users: Y). Staff should be aware they are interacting with an AI-assisted tool when submitting Data and Digital Requirements intake requests.
  • Right to Algorithmic TransparencyThe system is listed in the Government of Canada's public AI register, providing general transparency about its purpose, capabilities, and data sources. GC employees may consult the register entry for information about how the AI system functions in the DDR intake process.

Risks and safeguards

  • Psychological harmStaff may over-rely on AI-generated intake assessments, reducing their own critical engagement with project requirements.Safeguard: The system is designed as a support tool with human review of AI outputs before decisions are made; disclosure to users that AI is in use helps maintain staff awareness and appropriate scrutiny.
  • Societal & cultural harmAutomated workflow routing and AI-generated intake summaries could entrench existing prioritization biases in how IT projects are selected or deprioritized within the department.Safeguard: The system is currently in development status; human review remains part of the process; the public AI register entry provides external accountability.