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Foreword

The power of AI is not in the technology itself but in its ability to transform organizations.
Those organizations that thrive with AI do not just deploy new tools, they embrace AI as a
catalyst for change. AI has the potential to revolutionize how work gets done, elevate
project outcomes, and unlock new levels of efficiency.
Organizational AI adoption is no longer a choice—it is a necessity. Companies that fail to
integrate AI will fall behind, while those that take a structured approach to AI adoption will
enhance decision-making, drive operational excellence, and gain a competitive edge.
AI will strategically shift organizations from traditional ways of operating to a future driven
by intelligence, agility, and innovation. This shift requires new leadership approaches, a
culture of experimentation, and a willingness to reimagine how work gets done.
For project management offices (PMOs), AI is redefining project management. PMOs that
integrate AI will expand their influence, becoming strategic drivers of innovation and
transformation. AI-powered insights will enable PMOs to anticipate risks, optimize resource
allocation, and drive data-driven decision-making, making them indispensable partners in
achieving business success.
For transformation management offices (TMOs), AI is an enabler of bold, strategic change.
TMOs must lead the charge in building AI-first organizations, championing AI adoption
across teams, and ensuring that AI initiatives align with broader transformation goals,
breaking down silos, and embedding AI into the DNA of the organization.
To guide AI adoption, organizations must answer critical questions: How will AI integrate
with existing workflows? What governance structures are needed? How do we upskill
teams? How do we measure AI success?
This guide builds upon the foundational knowledge of the first guide in this series,
AI Essentials for Project Professionals. Where that guide introduced AI fundamentals,
Leading AI Transformation: Organizational Strategies for Project Professionals goes deeper,
focusing on how organizations can drive AI adoption at scale, navigate challenges, and
maximize AI’s impact across projects, teams, and business functions.
This guide provides practical strategies to integrate AI into workflows, enhance project
execution, and lead AI initiatives with confidence. Whether you are just starting with your
AI journey or you’re looking to refine your approach, this guide will equip you with the
knowledge and frameworks to drive meaningful impact.
AI is here. The opportunity is now. The future belongs to those who embrace AI and use it
to lead transformation. Let’s take action. Let’s drive change. Let’s enable positive impact.

Kathleen Walch, CPMAI Ron Schmelzer, CPMAI, CAPM

PMI Cognilytica PMI Cognilytica

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Introduction

The rapid growth of artificial intelligence (AI) across all sectors is transforming the way
organizations operate, innovate, and compete. From healthcare to finance, manufacturing
to retail, AI is reshaping business landscapes by enhancing efficiency, fostering innovation,
and enabling data-driven decision-making. As AI technologies become more sophisticated
and accessible, organizations are increasingly recognizing the need to integrate AI into
their operations to stay competitive and maintain operational excellence.

In this evolving landscape, the project management office (PMO), project professionals,
and the transformation management office (TMO) are at the forefront of this
transformation. These roles are crucial in ensuring that AI adoption is strategic, effective,
and aligned with organizational goals. The PMO provides the oversight and governance
necessary to manage AI projects, while project professionals lead the day-to-day
execution and coordination. The TMO, on the other hand, focuses on the broader
organizational change and transformation processes, ensuring that AI adoption is
seamlessly integrated into the company’s culture and operations.

This guide aims to provide a comprehensive overview of the roles and responsibilities of
the PMO, project professionals, and the TMO in the organizational adoption of AI. It will
cover the strategic advantages of AI, the challenges that organizations may face during
adoption, and the best practices for successful implementation. Specifically, the guide will
delve into the AI adoption life cycle, from exploration and strategy to scaling and
institutionalization. It will also address key challenges such as data quality, change
management, and ethical considerations, and provide practical guidance on how to
overcome these obstacles. By the end of this guide, readers will have a clear
understanding of how to leverage AI to drive organizational success and maintain a
competitive edge in today’s rapidly evolving business environment.

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Table of Contents

Executive Summary .............................................................................................................................................. 1

How Project Management Offices, Project Professionals, and
Transformation Management Offices Traditionally Support
Large-Scale Transformations ......................................................................................................................... 3
The Project Management Office ............................................................................................................... 4
Project Professionals ...................................................................................................................................... 4
The Transformation Management Office ............................................................................................. 5
Why Adopt AI? ......................................................................................................................................................... 6
The Evolution of AI ........................................................................................................................................... 7
The Benefits of AI Adoption ........................................................................................................................ 8
Understanding the AI Adoption Life Cycle ............................................................................................. 12
Exploration and Strategy (Initiation) ........................................................................................................ 13
Planning and Design (Planning) ................................................................................................................ 14
Pilot and Implementation (Execution) .................................................................................................... 14
Evaluation and Optimization (Monitoring and Controlling) ........................................................... 15
Scaling and Institutionalization (Closure) ............................................................................................. 16
Data-Related Challenges ............................................................................................................................. 16
Data Quality ............................................................................................................................................... 17
Data Accessibility .................................................................................................................................... 17
Data Governance .................................................................................................................................... 17
Data Privacy ............................................................................................................................................... 18
Data Integration ....................................................................................................................................... 18
Data Bias and Ethics .............................................................................................................................. 18
Organizational and Human Factors ......................................................................................................... 18
Lack of Expertise ..................................................................................................................................... 19
Resistance to Change .......................................................................................................................... 19
AI System Transparency ...................................................................................................................... 20
Training and Upskilling .......................................................................................................................... 20
Ethical Considerations .......................................................................................................................... 20
Cultural Considerations ....................................................................................................................... 21
Technological Issues ...................................................................................................................................... 21
Integration With Existing Systems .................................................................................................. 22
Model Complexity ................................................................................................................................... 22
Scalability and Performance ............................................................................................................. 22

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 Business Strategy ............................................................................................................................................ 22
ROI Measurement ................................................................................................................................... 23
Prioritization ............................................................................................................................................... 23
AI Strategy Development .................................................................................................................... 23
When to Defer Challenges in AI Adoption ........................................................................................... 23
Legal and Regulatory Compliance ................................................................................................. 23
Ethical and Social Implications ......................................................................................................... 24
Strategic Business Decisions ............................................................................................................ 24
Advanced Technical Issues ............................................................................................................... 24
Cultural and Organizational Change ............................................................................................. 24
Financial and Budgetary Decisions ................................................................................................ 24
The Role of the PMO in AI Adoption ............................................................................................................ 25
Project Oversight and Management ....................................................................................................... 26
Strategic Planning ................................................................................................................................... 26
Efficient Execution .................................................................................................................................. 26
Risk Management ................................................................................................................................... 26
Stakeholder Engagement ................................................................................................................... 26
Performance Tracking .......................................................................................................................... 26
Continuous Improvement ................................................................................................................... 26
Ensuring AI Tools Integrate Seamlessly With Existing Enterprise Systems ........................ 27
Comprehensive Audit of Current Enterprise Systems .......................................................... 27
Development of an Integration Strategy ..................................................................................... 27
Establishment of Data Governance and Security Protocols ............................................. 28
Oversight of Technical Integration ................................................................................................. 28
Maintenance of Open Communication ........................................................................................ 29
Integrating With the Enterprise ........................................................................................................ 29
Integrating AI With Existing Project Management Platforms ............................................ 30
Integrating AI With Existing Project Management Methodologies ................................ 30
Managing Dependencies Between AI Projects and
Other Organizational Processes ...................................................................................................... 31
Creating Standardized Processes for Monitoring and
Managing Interdependencies ........................................................................................................... 32
Leveraging AI-Powered Tools for Dependency Management ......................................... 32
Performance Monitoring and Continuous Improvement .................................................... 33
Facilitating Continuous Improvement ........................................................................................... 35
Adopting the Plan-Do-Check-Act Method for Continuous Improvement ................. 35

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The Role of Project Professionals in AI Adoption ............................................................................... 37
Initial Planning and Strategy Development .......................................................................................... 37
Aligning With Organizational Goals ............................................................................................... 38
Leading Cross-Functional Teams to Drive AI Adoption ....................................................... 39
Managing Stakeholder Expectations and
Communication Throughout the AI Life Cycle ........................................................................ 40
AI Vendor Management ....................................................................................................................... 41
Change Management ........................................................................................................................... 42
Risk and Issue Management ....................................................................................................................... 43
Data Protection and Auditing Plans ............................................................................................... 43
Ethical Guidelines to Mitigate Risks .............................................................................................. 44
The Role of Transformation Management Offices in AI Adoption ............................................ 46
Identifying and Prioritizing AI Use Cases .............................................................................................. 46
Assessing the Organization’s AI Readiness ........................................................................................ 47
Managing the Change and Transformation Processes ................................................................ 48
Collaborating With Stakeholders .................................................................................................... 48
Upskilling and Reskilling the Workforce ...................................................................................... 49
Fostering Cultural Change ........................................................................................................................... 49
Driving Continuous Improvement in AI Capabilities ........................................................................ 50
Measuring and Communicating Success ................................................................................................ 52
How to Measure Success ............................................................................................................................. 53
Managing Expectations ............................................................................................................................... 54
Conclusion ................................................................................................................................................................. 57
References ................................................................................................................................................................. 58
Appendix A: Acceptance Criteria for AI Implementation .............................................................. 60
Performance Metrics ............................................................................................................................ 60
Operational Metrics .............................................................................................................................. 60
Business Impact Metrics .................................................................................................................... 60
Ethical and Compliance Metrics ...................................................................................................... 61
User Adoption Metrics .......................................................................................................................... 61
Determining Metrics ........................................................................................................................................ 61
When to Measure ............................................................................................................................................. 61
Appendix B: ROI Calculations ......................................................................................................................... 62
Financial Impact ROI Methodology .......................................................................................................... 62
Operational Efficiency ROI ............................................................................................................................ 62
Customer Experience ROI ............................................................................................................................ 63
Strategic ROI ....................................................................................................................................................... 63
Risk Mitigation ROI ........................................................................................................................................... 63
Total Cost of Ownership Model ................................................................................................................ 63
Employee Productivity ROI .......................................................................................................................... 64

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Appendix C: Change Management Plan for Organizational Adoption of AI ........................ 65
Assessment and Planning ........................................................................................................................... 65
Communication and Education ................................................................................................................. 65
Implementation and Support ..................................................................................................................... 65
Monitoring and Evaluation ........................................................................................................................... 66
Sustainability and Continuous Improvement ..................................................................................... 66
Appendix D: Auditing Frameworks .............................................................................................................. 67
COBIT (Control Objectives for Information and Related Technologies) ................................ 67
ITIL (Information Technology Infrastructure Library) ...................................................................... 67
TOGAF (The Open Group Architecture Framework) ....................................................................... 68
NIST Cybersecurity Framework ................................................................................................................. 68
ISO 27001 ............................................................................................................................................................. 68
Zachman Framework ...................................................................................................................................... 69
GDPR and Data Privacy Frameworks ...................................................................................................... 69
Contributors and Reviewers ............................................................................................................................ 70

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Executive Summary

As organizations navigate the accelerating pace of digital transformation, artificial

intelligence (AI) is emerging as a disruptive force capable of reshaping industries. While
many technological advancements align with existing strategies and processes, AI often
represents a paradigm shift—introducing new opportunities while redefining organizational
culture, purpose, and how work is executed.

AI’s impact on digital transformation is similar to previous innovations—such as the

adoption of the internet or smartphones—offering the potential to boost efficiency, drive
the creation of innovative services, and revolutionize business processes. In this
transformation, project management offices (PMO), project professionals, and
transformation management offices (TMO) play critical roles in ensuring AI’s successful
adoption and integration. These groups will manage the complexities of implementation
and serve as champions for sustainable change across the enterprise.

Even if the organization is taking a slower approach to AI adoption, there is a need for
oversight from the PMO and project professionals. PMI research has found that
“a significant gap persists between formal organizational adoption and support and the
individual usage of GenAI in project management. This highlights that many project
professionals are innovating and experimenting with GenAI at a faster pace than their
organizations can establish formal policies and practices.” 1 In other words, organizations
that are slowly or not enabling AI adoption have the highest percentage of individual
workers (as high as 52%) using AI in their workflow (see Figure 1). Higher individual AI usage
highlights the need for organizational guidance and support to provide governance on
AI use, mitigate potential risks, and acknowledge the importance of early adopters. 2

A significant gap persists between formal organizational

adoption and support and the individual usage of GenAI in
project management. This highlights that many project
professionals are innovating and experimenting with GenAI
at a faster pace than their organizations can establish
formal policies and practices.

This guide explores how the PMO, project professionals, and the TMO can accelerate AI
adoption, acting as pivotal change agents during this transformation. It underscores
AI’s strategic advantages, such as enhancing efficiency, fostering innovation, identifying
business use cases, and enabling data-driven decision-making. Additionally, it frames

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 Project leader is encouraging GenAI use

66%

52%

Organization is encouraging GenAI use

65%

23%

Individual team members are using GenAI on their own

33%

52%

Organizations with high levels of AI Organizations with low levels of AI

enablement. enablement.

Figure 1. The relationship between organizational support for

AI and the workforce use of AI.

AI adoption is essential for maintaining a competitive edge and operational excellence in

today’s rapidly evolving business landscape. This guide will highlight how:
• The PMO provides standardized methodologies, risk management, and performance
metrics to ensure the effective execution of AI initiatives, to serve as a vital link between
technical execution and executive oversight.
• Project professionals act as operational leaders, coordinating cross-functional teams
and driving change management efforts to ensure seamless integration of AI into
existing workflows and secure stakeholder buy-in.
• The TMO ensures AI projects align with broader strategic transformation goals, secure
executive sponsorship, and allocate the necessary resources to achieve long-term
success.

By leveraging their expertise, the PMO, project professionals, and the TMO will ensure AI
becomes a core driver of innovation and sustained growth within their organizations.

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How Project Management Offices,
Project Professionals, and
Transformation Management Offices
Traditionally Support Large-Scale
Transformations

In a large-scale transformation, the PMO, project professionals, and the TMO play strategic,
complementary roles throughout the transformation process.

The PMO focuses on project execution, governance, resource management, and

adherence to standards. The TMO drives strategic alignment, change management, and
benefits realization across the entire transformation. Project professionals act as the bridge
between the two offices, managing individual projects, ensuring successful execution, and
providing stakeholder alignment.

Together, these roles create a structured approach to ensure large-scale transformations

are delivered successfully while aligning with strategic business objectives (see Figure 2).

Project
Professional

Ben
t Go
ve Project ent efi
ec tion r Management nm
u
Exe roj

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na
c
P

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Strategic A
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e

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Man eso
da ence
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R
ag
r

e
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t

he ur men
Stakeholder
ha
Ad tan ce t ng en
e Managem
S Alignment

Figure 2. The relationships among the PMO, project professionals,

and the TMO in portfolio, program, and project management.

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The Project Management Office
The PMO plays a central role in supporting large-scale transformations by providing
governance, standardization, and oversight across projects. Here is how:
• Governance and standardization. The PMO establishes standards, processes, and
methodologies for managing projects. During a transformation, it ensures all teams
follow these standards, driving consistency across various projects.
• Resource allocation. The PMO ensures resources are distributed effectively by
coordinating among teams and aligning resources with strategic priorities during the
transformation.
• Risk management. The PMO monitors risks across the project portfolio. In
transformation initiatives, it helps identify risks early, mitigate them, and ensure
escalation paths are in place for critical issues.
• Performance monitoring. The PMO tracks key performance indicators (KPIs) across all
transformation initiatives, ensuring projects stay aligned with overall objectives. Regular
reporting on the transformation’s progress is another key role.
• Change management support. The PMO often collaborates with change management
teams to support communication and engagement strategies, ensuring the smooth
adoption of new processes and systems during the transformation.

Project Professionals
Project professionals, including portfolio managers, program managers, and project
managers, are the frontline executors of transformation initiatives. Their role is critical in
ensuring that individual projects within a transformation are delivered successfully, thereby
facilitating a smooth and effective overall transition. These professionals are responsible for a
wide range of activities that are essential for the success of AI adoption and other
transformation efforts:
• Planning and execution. Project professionals are responsible for creating detailed
plans that align with the strategic transformation goals. They ensure project milestones
are met, deliverables are completed on time, and project goals are achieved.
• Stakeholder engagement. Project professionals manage communication among
various stakeholders, ensuring expectations are aligned and stakeholders are kept
informed of progress, issues, and decisions throughout the transformation.
• Budget and scope management. Project professionals monitor project budgets,
ensuring financial resources are used efficiently and the project stays within the agreed
scope of the transformation plan.
• Adaptability. Project professionals must adapt to changing conditions during the
transformation, revising plans and resource allocation as needed to keep the project on
track in a rapidly evolving environment.

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The Transformation Management Office
The TMO is a specialized team created to oversee and manage large-scale transformation
efforts. Its role is more strategic, overseeing the entire transformation initiative:
• Strategic alignment. The TMO ensures transformation efforts align with the
organization’s strategic objectives. It provides a clear roadmap for the transformation,
guiding projects and programs to deliver the intended value.
• Cross-functional coordination. The TMO coordinates efforts across multiple
departments and functions, breaking down silos to ensure the transformation is
cohesive and integrated across the organization.
• Benefits realization. The TMO focuses on delivering long-term value by tracking
whether the transformation is achieving the desired business outcomes. It defines and
monitors the key metrics of success for the transformation.
• Leadership support. The TMO acts as a bridge between senior leadership and project
teams, ensuring leadership’s vision is translated into actionable steps and project teams
have the guidance and resources needed to execute.
• Change management. The TMO often leads or closely collaborates with change
management teams to ensure organizational readiness for the transformation. This
includes managing communication strategies, cultural shifts, and employee
engagement to ensure transformation success.

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Why Adopt AI?

The concept of thinking machines is thousands of years old. Philosophers from ancient
Greece, China, and India discussed ideas related to AI and the nature of thought in
machines. In the early decades of the last century, the notion of automatons with the
capacity for human thought took hold in science fiction stories and Hollywood movies. By
the midcentury, the phrase “artificial intelligence” was added to the English language, and
researchers in science and computer engineering began to pursue bringing the idea to
reality. The capabilities of AI were limited both by computing power and storage capacity.
Those barriers began to be removed at the start of this century. Now, two decades later, it
would appear, as the Harvard Business Review has noted, the information revolution
has begun. 3

For purposes of this document, AI is defined as any

programmatic tool that can intelligently automate, assist, or
augment humans by receiving inputs and creating content or
providing predictive results.

AI seems to be everywhere, and it feels as if everyone is using it (see Figure 3). Those in the
executive suite may face pressure to adopt AI into their organizations from the
stakeholders they report to as well as from the employees charged with reaching the
organizational goals and executing its strategy.

How do we define AI? Gather 10 experts in AI, and you will most likely be given 10 differing
definitions. AI can range from complex uses, such as mapping genomes or predicting
weather patterns, to the more common, such as the autocorrect and fill features in writing
assistants. For purposes of this document, AI is defined as any programmatic tool that can
intelligently automate, assist, or augment humans by receiving inputs and creating content
or providing predictive results.

For portfolio, program, and project management (PPPM) purposes, we can break AI into
two types: generative and predictive AI. Generative AI (GenAI) is what most people think of
when they think of AI. The process typically involves the user prompting the AI model with
a question or command, and the model responds by generating some output such as text,
images, or video. Predictive AI, which relies heavily on machine learning (ML), uses historical
and real-time data to forecast future trends, events, or behaviors. This type of AI can be
useful in determining cost overruns or helping in capacity planning. See our AI Essentials
for Project Professionals guide for an in-depth review of AI.

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 Major project
management
platforms introduce
AI copilots for
real-time decision
support and
Neural networks applied to scenario modeling.
construction projects. Exponential growth
Agent-based of studies and
proposals.
Generative AI
project management.
Revolutionizes
Neural AI/ML Applications Project Management
Networks to Project Management Practices
1980s 2000s 2020s

1990s 2010s 2023

Automated Data Analytics Advanced AI
Project and Machine in Project Management
Management Learning
Mainstream adoption of
AI expert systems Applications in AI-driven tools for
to support costs, scheduling, project planning,
project management and other areas. task prioritization,
rule-based systems. and resource optimization.

Figure 3. The growth of AI in project management.

The Evolution of AI
From its nascent beginnings in the 1950s and 1960s, the development of AI experienced
cycles of progress and stagnation, with its periods of reduced funding and interest often
referred to as “AI winters.” Around the mid-2000s, significant breakthroughs in ML
algorithms, increased computing power, and advancements in data storage capacity
enabled AI to transition from research to practical applications, gaining prominence in
various industries, including medical imaging and autonomous vehicles.

Around 2012, Silicon Valley recognized the immense potential of ML and made substantial
investments in technologies such as graphics processing units (GPUs). These GPUs are
particularly adept at handling the complex mathematical algorithms crucial for ML, thereby
accelerating the development and adoption of AI technologies.

In 2017, a groundbreaking paper, Attention is All You Need, introduced a revolutionary neural
network architecture.

A neural network is a computational model inspired by the structure and function of the
human brain. This network consists of interconnected layers of nodes, or neurons, that
process and transmit information. Each neuron receives inputs, applies a mathematical
function, and passes the result to the next layer. Through training, neural networks learn to
recognize patterns and make predictions or decisions based on input data.

This innovation significantly altered the landscape of language model development, paving
the way for more sophisticated AI applications. Building on these advancements, OpenAI
released GPT-3 in June 2020, which represented a significant leap forward regarding AI’s
broad capabilities and scalability. 4

What we now refer to as GenAI is built on the triad of data, computational power, and
advanced models like large language models (LLMs).

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An LLM is a sophisticated neural network designed to understand and generate human
language. Trained in vast amounts of text data, LLMs can perform various tasks such as
answering questions, translating languages, summarizing text, and generating creative content.

Machine learning, a subset of AI that involves training algorithms to learn patterns and
make decisions from data, can be used in predictive analysis. Instead of being explicitly
programmed, these algorithms improve their performance and accuracy as they process
more data. Machine learning is used in a wide range of applications, from predicting
consumer behavior and optimizing business processes to diagnosing diseases and
enhancing cybersecurity. By analyzing historical data, machine learning algorithms identify
patterns and trends that can be used to forecast future outcomes.

The combination of generative and predictive AI is what makes the technology

groundbreaking and innovative today. As organizations continue to adopt AI, the PMO,
project professionals, and the TMO play crucial roles in ensuring these advancements are
seamlessly integrated into existing systems and processes, driving continuous
improvement and enhancing project outcomes.

The Benefits of AI Adoption

Before focusing on the roles of the PMO, project professionals, and the TMO in an organization’s
AI adoption process, it is essential to understand some of the benefits of AI adoption.

It is important to recognize that AI is not a cure-all solution for every problem. Many of AI’s
benefits depend on contextual, behavioral, and social transformations. These are
significant changes, and it would be irresponsible to adopt AI without acknowledging that
its success is directly tied to the organizational planning and thought put into its
implementation. The adoption of AI is as much a cultural shift as it is a technological one.

The following section contains a collection of real-world examples of how AI models are
benefiting organizations through assisting or augmenting humans in various processes or
automating those processes.

Enhanced decision-making. AI-driven analytics can provide predictive insights that

improve strategic decisions across organizations.

Example: Turner Construction, a leading construction services company, integrated

AI-driven risk management strategies into their project management processes. By
leveraging AI, they could proactively identify high-risk areas early in the project life
cycle. This early detection enabled the company to implement measures that reduced
project overruns by 12%. 5

Increased efficiency and productivity. AI automates repetitive tasks such as data

processing, reporting, and project scheduling.

Example: Siemens uses AI in its manufacturing processes to automate routine tasks,

such as bottling medications and packaging products for shipment, improving
efficiency (see Figure 4). Generative AI enables enhanced human-machine
collaboration and optimizes operational processes in manufacturing. With assistance
systems based on generative AI, teams can improve and accelerate engineering
processes, solve problems faster, and avoid and reduce machine and system
downtime, regardless of their geographical location. AI tools help with predictive
maintenance, reducing equipment downtime, and enhancing productivity. 6

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 +
Shipping
Label
+ + + +

Figure 4. AI automation in a manufacturing facility.

Enhanced customer experience. AI technologies like chatbots and personalized

marketing enable companies to provide timely and relevant services.

Example: To provide consumers with more personalized recommendations, Starbucks

launched the Digital Flywheel program in 2017. This program was built around the four
pillars of rewards, mobile ordering, payment, and personalization. Under the Digital
Flywheel, the company implemented AI in its Starbucks Rewards program and took into
consideration factors such as order history of consumers, time of day, weather,
workday, or weekend to customize food and drink suggestions to its customers. 7

Scalability. AI systems handle large-scale tasks more efficiently than manual processes.
As companies grow, AI enables them to scale operations by automating tasks and
providing analytics that facilitate expansion without requiring proportional increases in the
workforce.

Example: Spotify uses AI to scale its music recommendations globally. With millions of
users and an ever-growing library of music, AI helps Spotify manage vast amounts of
data and ensure users get personalized experiences at scale. 8

Improved risk management. AI-powered risk management tools analyze past project
performance data to predict potential risks, helping the organization mitigate issues before
they arise.

Example: JPMorganChase uses AI-based fraud detection systems that analyze large
data sets to identify suspicious transactions and anomalies in real time, significantly
reducing risks associated with fraudulent activities. 9 (See Figure 5.)

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 Figure 5. AI can help automate risk assessments.

Agility and innovation. AI helps organizations stay ahead by providing real-time insights
into market changes, allowing them to react faster to evolving business environments.

Example: ZARA uses AI to analyze customer demand trends in real time, enabling them
to adapt their product offerings and supply chain rapidly. This agility has allowed ZARA
to stay competitive in the fast-paced fashion industry. 10

Cost reduction. AI reduces costs by automating labor-intensive tasks, optimizing resource

use, and ensuring smoother workflows (see Figure 6).

Example: Amazon uses AI and machine learning for its supply chain operations,
optimizing logistics and inventory management. This automation reduces human
intervention, lowers operational costs, and improves delivery times. 11

Talent augmentation. AI does not replace human talent but complements it. By handling
tedious or time-consuming tasks, AI enables employees to focus on creative, strategic
work. This augmentation of human capabilities is especially valuable for knowledge
workers in industries like project management.

Example: Accenture uses AI to augment employee skills in areas such as data analysis,
decision-making, and strategic planning. AI tools allow employees to focus on higher-
value tasks, improving overall job satisfaction and productivity. 12

Better project outcomes. AI’s abilities to provide accurate forecasts, optimize resource
planning, and monitor performance contribute to better project outcomes.

Example: IBM Watson has been used in project management to assist with resource
allocation, timeline predictions, and performance monitoring, leading to improved
project outcomes and fewer delays in delivery. 13

Competitive advantage. Organizations that adopt AI early position themselves as industry

leaders driving innovation and efficiency. AI adoption is increasingly seen as a critical factor
for companies seeking a sustainable competitive advantage.

Example: Tesla’s AI-driven approach to autonomous vehicles has given the company a
competitive advantage in the electric vehicle market. Tesla’s continuous AI-based data
collection from its fleet of vehicles allows it to innovate faster than competitors. 14

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Figure 6. AI can augment the supply chain management process.

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Understanding the AI Adoption Life Cycle

The AI adoption life cycle, from the perspectives of the PMO, project professional, and the
TMO, involves a structured approach to integrating AI within an organization.

AI adoption is a transformational approach that significantly enhances data-informed

project delivery practices. This shift requires a comprehensive and integrated effort from
the PMO, project professionals, and the TMO to ensure success. Each role is crucial in
managing and facilitating the adoption process to ensure it aligns with strategic goals,
operational needs, and transformation efforts.

Once the roles and responsibilities are determined for the PMO, project professionals, and
the TMO, the organization can develop a pilot project. Following a successful pilot, the
organization can then embark on a phased implementation approach (see Figure 7). The
phased approach can outline the path to a successful ramp-up of AI programs.

Following is a summary of each role in each phase of the life cycle:

Phased Approach

Phase Three
Phase Two Scaling and Optimizing
Phase One Planning and Early • Scale successful projects
Assessing and Initiating Execution across other use cases.
a Pilot • Engage stakeholders and • Build capabilities further by
• Elicit requirements from key secure buy-in. integrating new AI
stakeholders. • Define the scope of the functionalities.
Benefit

• Identify quick win program. • Establish continuous

opportunities. • Develop a roadmap. monitoring.
• Establish a pilot team for • Set up a governance • Adjust processes based on
focused execution. framework for oversight and user feedback.
• Initiate pilots in key areas with accountability.
high potential. • Secure funding.
• Achieve early time savings • Implement technology
and benefits. solutions.
• Capture lessons learned.

Time
Figure 7. A phased approach to AI implementation.

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Exploration and Strategy (Initiation)
• PMO. The PMO supports leadership in defining the business case for AI, emphasizing
the unique capabilities of AI to process and analyze vast amounts of data, providing
insights that traditional methods cannot. The PMO ensures AI initiatives are aligned with
the overall portfolio strategy, focusing on how AI can revolutionize project delivery by
enabling predictive analytics, real-time decision-making, and automated processes.
The PMO provides oversight on prioritizing AI initiatives, ensuring the organization
leverages AI to gain a competitive edge and optimize resource allocation.
• Project professionals. Project professionals conduct initial feasibility studies, market
research, and risk assessments specifically tailored to AI projects. They identify key
stakeholders and assess project readiness, focusing on the unique data requirements
and technical infrastructure needed to support AI initiatives. Project professionals
ensure the groundwork is laid for future AI projects by evaluating the availability and
quality of data, the need for specialized AI talent, and the potential for AI to transform
project processes and outcomes. They also develop mitigation strategies for AI-specific
risks, such as data bias, model accuracy, and regulatory compliance, to ensure AI
projects are both feasible and responsible.
• TMO. The TMO engages at the strategy level to ensure AI adoption is a core component of
broader digital transformation initiatives. The TMO focuses on the unique challenges and
opportunities presented by AI, such as the need for advanced data governance, ethical
considerations, and the integration of ML models into existing systems. It facilitates
cross-functional discussions on the impact of AI on business models and operations,
helping to identify new revenue streams, operational efficiencies, and innovative customer
experiences. The TMO also develops training programs and change management
strategies to prepare the workforce for the unique demands of AI-driven projects.

Eighty-five percent of organizations reported that AI projects

required extensive experimentation.

AI adoption often requires significant experimentation before full implementation, a process

that closely mirrors R&D projects. The AI Framework Playbook for Project Management
indicates that up to 85% of organizations have found their AI projects require extensive
experimentation across various stages—from business understanding to modeling. 15 This
experimentation phase is crucial because it helps teams refine their AI models, validate
assumptions, and ensure the technology aligns with the organization’s goals and data.
However, unlike traditional R&D projects, AI teams must navigate these experimental phases
while managing stakeholder expectations and providing regular updates. These tasks’ scope
and time requirements are often uncertain, which can be challenging in a resource-constrained
business environment. 15 Project professionals, therefore, must be adept at balancing the needs
for flexibility and innovation with the demands for accountability and transparency, particularly
in the initial phases of the project. By fostering a culture of continuous learning and open
communication, project professionals can help their teams effectively manage the
experimentation process and ultimately deliver successful AI solutions.
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Planning and Design (Planning)
• PMO. The PMO establishes governance structures, project frameworks, and standards
tailored to AI implementation. It ensures AI projects have clear goals, timelines, budgets,
and success metrics, focusing on the unique data-driven insights and predictive
capabilities that AI can provide. The PMO may also manage risk mitigation strategies
specific to AI, such as addressing data privacy concerns, ensuring model accuracy, and
managing the ethical implications of AI-driven decisions. It plays a crucial role in aligning
AI initiatives with the organization’s strategic vision, ensuring the transformation
leverages AI’s potential to optimize project delivery and drive innovation.
• Project professionals. Project professionals work on detailed planning for AI projects,
including defining scope, designing project charters, resource allocation, and creating AI
adoption roadmaps. They collaborate with technical teams and vendors to outline AI
initiatives’ specific technical requirements and data needs. Project professionals focus on
the unique aspects of AI, such as the integration of data pipelines, the development of AI
models, and the continuous monitoring and refinement of these models. They ensure the
project plans account for the iterative nature of AI development and the need for ongoing
data validation and model tuning.
• TMO. The TMO acts as a bridge between strategy and execution, ensuring AI projects are
seamlessly integrated into the broader transformation roadmap. It focuses on AI’s unique
challenges and opportunities such as the need for robust data governance, the integration
of machine learning models into existing systems, and the development of new data-driven
business models. The TMO ensures AI projects are designed to scale and align with the
organization’s long-term transformation goals. It facilitates cross-functional discussions to
identify how AI can revolutionize operations, enhance customer experiences, and create new
revenue streams while also addressing the cultural and organizational changes required.

Pilot and Implementation (Execution)

• PMO. The PMO monitors AI project execution against predefined goals, leveraging AI’s
unique capabilities to provide real-time insights and predictive analytics. It tracks
progress, manages resources, and ensures AI projects are delivered on time and within
scope, with a focus on the dynamic and data-intensive nature of AI initiatives. The PMO
is responsible for adjusting plans based on feedback or unforeseen challenges, using AI
to identify potential issues and optimize project management processes. It also ensures
AI projects are continuously evaluated for their impact on data quality and model
performance, maintaining a high standard of data integrity and model accuracy.
• Project professionals. Project professionals work on detailed planning for AI projects, with
a strong emphasis on the unique technical and data requirements of these initiatives. They
define scope, design project charters, allocate resources, and create AI adoption roadmaps
that account for the iterative and data-intensive nature of AI development. Project
professionals collaborate with technical teams and vendors to outline specific technical
requirements, such as data pipelines, model development, and continuous monitoring and
refinement. They ensure project plans include strategies for data validation, model tuning,
and the integration of AI into existing systems. Additionally, they work to build a data-literate
project team, addressing unique risks associated with AI such as data bias, model
interpretability, and regulatory compliance, to ensure successful and responsible AI project
delivery. They also focus on creating a feedback loop to continuously improve AI models
and processes, leveraging the dynamic and adaptive nature of AI technologies.
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• TMO. The TMO focuses on managing the unique cultural and organizational changes
required for AI adoption, ensuring the organization is ready to integrate AI into its
operations. It works to build a data-driven culture, addressing resistance to change and
fostering a mindset that values AI’s ability to provide actionable insights and automate
complex tasks. The TMO ensures alignment with transformation objectives by
facilitating cross-functional discussions on the strategic use of AI, such as enhancing
decision-making processes, improving customer experiences, and driving operational
efficiencies. It also develops training programs and change management strategies to
prepare the workforce for the new roles and responsibilities that come with AI-driven
projects.

Evaluation and Optimization

(Monitoring and Controlling)
• PMO. The PMO ensures AI solutions are evaluated based on KPIs and business value
realization, leveraging the unique capabilities of AI to provide deep, data-driven insights.
It conducts post-implementation reviews that specifically assess the AI model’s
accuracy, reliability, and ethical implications of AI models. The PMO gathers feedback
from users and stakeholders to understand the real-world impact of AI and monitors
the long-term sustainability and return on investment (ROI) of AI projects, using AI
analytics to predict future performance and identify areas for optimization. It is
responsible for adjusting plans and strategies based on these insights to ensure
continuous improvement and alignment with the organization’s strategic goals.
• Project professionals. Project professionals analyze project outcomes with a focus on
the unique aspects of AI such as model performance, data quality, and ethical
considerations. They refine processes to optimize the use of AI tools and make
recommendations for improving AI initiatives based on detailed data analysis and user
feedback. Project professionals may also oversee the expansion of AI tools and
practices to other areas of the organization, ensuring the rollout is consistent and new
AI applications are integrated effectively. They work closely with data scientists and
technical teams to ensure AI models are continuously validated and updated and
develop strategies to mitigate AI-specific risks, such as data bias and model drift, to
maintain the integrity and reliability of AI solutions.
• TMO. The TMO ensures AI outcomes align with transformation goals and are seamlessly
embedded into organizational workflows, focusing on the unique challenges and
opportunities AI presents. It supports continuous improvement by fostering a culture of
data-driven decision-making and innovation and helps scale successful AI pilots across
the enterprise by identifying and addressing the specific integration points and
dependencies. The TMO works to ensure AI is not just a stand-alone tool but a core
component of the organization’s digital transformation, driving systemic changes in how
the organization operates and makes decisions. It also manages the change
management process to help employees adapt to AI-driven workflows and understand
the benefits of AI in their daily tasks.

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Scaling and Institutionalization (Closure)
• PMO. The PMO oversees the scaling of AI solutions, ensuring they are seamlessly
integrated into the project portfolio and contributing to business goals through their
unique data-driven and predictive capabilities. It manages documentation, knowledge
transfer, and lessons learned, with a focus on capturing and sharing specific insights
and best practices related to AI implementation. The PMO ensures AI projects are not
only successful in their initial phases but also sustainable and scalable over the long
term, leveraging AI to optimize resource allocation and project performance metrics.
• Project professionals. Project professionals lead knowledge dissemination and training
for teams, ensuring AI systems are fully operational and staff are equipped to use them
effectively. They focus on the unique aspects of AI, such as understanding and
interpreting model outputs, managing data pipelines, and ensuring data quality. Project
professionals support the transition from project to operational ownership by
developing detailed handover plans that include ongoing support and maintenance
strategies for AI systems. They also work to build a data-literate team, providing training
on AI ethics, data bias, and the continuous refinement of AI models to ensure they
remain accurate and relevant over time.
• TMO. The TMO focuses on embedding AI capabilities into the organizational DNA,
ensuring AI adoption is a core component of the broader digital transformation strategy.
It works on building long-term AI governance frameworks that address ethical
considerations, data privacy, and model transparency. The TMO ensures the
organization develops a robust AI infrastructure and a skilled workforce capable of
leveraging AI technologies. It also facilitates the creation of a data-driven culture, where
AI is seen as a strategic asset that enhances decision-making and drives innovation
across all levels of the organization.

Adopting AI at the organizational level presents multiple key challenges for the PMO,
project professional, and TMO, such as data-related issues, human challenges, integration
issues, and ensuring AI is aligned with the business strategy. These challenges must be
addressed while navigating the need to develop a clear plan for AI adoption and address
potential workforce changes that adoption may cause. Each role must contribute
significantly to ensure these challenges are overcome throughout the AI adoption process.

Data-Related Challenges
AI systems rely on large amounts of data to perform their tasks. Organizations need to
ensure the data provided to the AI system they are implementing is good quality and is not
limited by accessibility issues.

Data preparation could take up to 70%–80% of the total project

time, a fact that organizations are not often prepared to accept. 15

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Data Quality
Good data is data that is current and relevant, unbiased, and does not present risks to
organizational or individual information:
• PMO. The PMO ensures data quality is a consideration in AI project governance. It
establishes standards, metrics, and reporting processes to monitor data quality across
projects. The PMO may also push for enterprise-wide data governance policies to
improve data quality in all AI initiatives.
• Project professionals. Project professionals directly address data quality issues within
individual AI projects. They work closely with data teams to ensure the data used for AI
models is clean, accurate, and consistent. They may also coordinate data preparation,
validation, and cleaning activities.
• TMO. The TMO works on a strategic level to ensure data quality is embedded into the
organization’s digital transformation. It focuses on long-term improvements in data
management practices and coordinates cross-functional efforts to raise overall data
quality standards across the organization.

Data Accessibility
Ensuring an AI system has access to its required data is a crucial challenge to any
implementation effort. In an organization, data could be stored in various areas, requiring
proper authorization and presenting integration issues with the AI system.
• PMO. The PMO develops guidelines for data accessibility across AI projects, ensuring
consistency and avoiding delays in project execution. The PMO works with IT and
security teams to define protocols for secure data access and facilitate collaboration
among teams needing shared access to data.
• Project professionals. Project professionals tackle immediate data accessibility issues
in the context of AI projects, ensuring the right data is available to the right stakeholders
at the right time. They consult with data engineers and IT teams to secure access to
required data sets and resolve any bottlenecks.
• TMO. The TMO addresses data accessibility at an organizational level, working to
remove barriers to data flow across departments. The TMO works to promote a culture
of open data sharing within the framework of digital transformation, ensuring AI efforts
are not hindered across silos or departments by inaccessible data.

Data Governance
• PMO. The PMO establishes and enforces data governance policies and standards
across all AI projects, ensuring data quality, security, and compliance are maintained
throughout the project life cycle.
• Project professionals. Project professionals implement data governance practices
within individual AI projects, ensuring data is properly collected, cleaned, and validated,
and all team members are trained in data governance principles.
• TMO. The TMO develops a long-term data governance strategy that aligns with the
organization’s AI transformation goals, fostering a culture of data stewardship and
continuous improvement.

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Data Privacy
• PMO. The PMO develops and enforces data privacy policies and compliance
frameworks, ensuring all AI projects adhere to legal and regulatory requirements.
• Project professionals. Project professionals implement data privacy practices within
individual AI projects, ensuring data collection, storage, and processing are secure and
compliant with organizational policies.
• TMO. The TMO establishes a long-term data privacy strategy, integrating it into the
broader AI transformation plan and fostering a privacy awareness and responsibility
culture.

Data Integration
• PMO. The PMO coordinates cross-departmental data integration efforts, ensuring AI
projects have access to comprehensive and consistent data sources while maintaining
data integrity and security.
• Project professionals. Project professionals manage the technical aspects of data
integration within individual AI projects, ensuring data from various sources is accurately
and efficiently combined and integration processes are documented and tested.
• TMO. The TMO develops a long-term data integration strategy, aligning it with the
organization’s AI transformation goals and fostering a culture of data collaboration and
interoperability.

Data Bias and Ethics

• PMO. The PMO establishes and enforces ethical guidelines and data bias mitigation
policies, ensuring all AI projects are aligned with the organization’s values and regulatory
requirements.
• Project professionals. Project professionals implement ethical practices and bias
mitigation techniques within individual AI projects, ensuring data is collected,
processed, and used in a fair and transparent manner.
• TMO. The TMO develops a long-term strategy for ethical AI adoption, integrating data
bias and ethical considerations into the organization’s AI transformation plan and
fostering a culture of responsible AI use.

Organizational and Human Factors

Although AI systems can automate and augment workflows, they rely on human interaction to
perform their tasks effectively. As an organization looks to adopt AI into its processes and
systems, it will face multiple organizational challenges, including a lack of AI expertise, change
management, data privacy concerns, system transparency, training, and ethical considerations.

These challenges become even more problematic for organizations that are slowly or not
considering AI adoption but have employees forging ahead with AI experimentation and
use. PMI research has shown that one of the top challenges in maximizing AI’s potential is a
lack of expertise in nontechnical roles, such as project professionals. This lack of expertise
leaves project professionals vulnerable to the limitations and associated risks of AI in the
workplace. 16
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Lack of Expertise

Sixty-three percent of executives cite the lack of skills as

a prime barrier to adopting AI technology.

• PMO. The PMO ensures AI expertise is systematically considered in project staffing and
resource planning by developing a detailed matrix that maps the current AI skills and
expertise. This matrix will help identify skill gaps and inform the creation of a
competency development plan tailored to the project portfolio. The PMO can use the
matrix to allocate the right talent to AI initiatives, ensuring each project has the
necessary expertise to succeed.
• Project professionals. Project professionals contribute to the matrix by self-assessing
their AI skills and identifying areas where they need additional training or support. They
should also provide feedback on the skills required for their specific projects, helping to
refine the competency development plan. Project professionals can use the matrix to
form cross-functional teams that combine a diverse set of AI-related skills, enhancing
the project’s ability to address data bias and ethical considerations.
• TMO. The TMO leverages the matrix to inform the long-term strategy for AI adoption,
focusing on building a workforce with the necessary competencies. The TMO can
develop targeted training programs and career paths based on the identified skill gaps.
It should also use the matrix to identify key individuals who can serve as AI champions
and mentors, helping to disseminate knowledge and best practices across the
organization. The TMO ensures the competency development plan is aligned with the
organization’s AI transformation goals and fosters a culture of continuous learning and
ethical AI use.

Resistance to Change
• PMO. The PMO supports change management at the project level, ensuring AI projects
include plans to manage stakeholder expectations and engage users. The PMO helps
integrate change management efforts into the AI project framework.
• Project professionals. Project professionals lead change management efforts within
specific AI projects, ensuring smooth transitions for teams adopting new AI systems or
processes. They oversee communication, onboarding, and manage user feedback
during the implementation phase.
• TMO. The TMO takes primary responsibility for managing organizational change,
ensuring AI adoption is seen as part of the larger digital transformation. The TMO
develops and executes change management strategies, communicates transformation
goals, and addresses resistance to AI adoption across departments. For an outline of a
change management plan, see Appendix C.

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AI System Transparency
• PMO. The PMO oversees the establishment of guidelines and standards for AI
transparency across projects. The PMO ensures AI transparency is a key part of project
governance and AI systems comply with organizational transparency requirements.
• Project professionals. Project professionals ensure AI systems are designed and
implemented transparently. This involves communicating how AI decisions are made,
what data is used, and ensuring stakeholders understand the system’s capabilities and
limitations.
• TMO. The TMO focuses on embedding transparency into the organization’s AI
transformation strategy, ensuring AI systems are not only practical but also trusted by
end users and aligned with organizational values.

Training and Upskilling

• PMO. The PMO develops and implements training strategies across the AI project
portfolio, ensuring teams have the necessary skills to work with AI systems. The PMO
may also work with human resources (HR) and learning departments to integrate AI
training into broader professional development programs.
• Project professionals. Project professionals identify training needs within specific AI
projects and coordinate the development of training programs for project team
members and end users. They ensure AI solutions are accompanied by adequate
support and training materials.
• TMO. The TMO drives organization-wide AI literacy and training initiatives, ensuring AI
training is embedded into the broader transformation efforts. The TMO promotes a
learning culture, ensuring all employees—from leadership to operational teams—are
equipped to work with AI.

Ethical Considerations
• PMO. The PMO integrates ethical guidelines into AI project governance, ensuring AI
projects follow ethical standards and are aligned with organizational values. The PMO
helps ensure compliance with ethical frameworks established by the TMO.
• Project professionals. Project professionals address ethical concerns at the project
level, ensuring AI systems are designed and implemented ethically. They work with
stakeholders to identify potential ethical issues and integrate mitigation strategies into
the project plan.
• TMO. The TMO takes the lead in developing ethical AI frameworks that align with the
organization’s transformation goals. The TMO ensures ethical considerations, such as
fairness, accountability, and the impact of AI on employees and society, are central to
the AI adoption strategy.

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Cultural Considerations
• PMO. The PMO integrates cultural change strategies into AI project governance,
ensuring AI initiatives align with the organization’s overall cultural values. The PMO helps
establish and monitor cultural transformation plans, ensuring all AI projects are
supported by a cohesive and inclusive organizational culture.
• Project professionals. Project professionals address cultural challenges at the project
level, ensuring AI systems are designed and implemented in a way that resonates with
the workforce. They work with stakeholders to identify potential cultural resistance and
integrate strategies to foster acceptance and engagement into the project
management plan.
• TMO. The TMO takes the lead in developing cultural transformation frameworks that
align with the organization’s transformation goals. The TMO ensures cultural
considerations, such as employee buy-in, behavioral change, and the impact of AI on
the workforce and society, are central to the AI adoption strategy. The TMO designs and
implements programs to shift behaviors and mindsets, creating a supportive
environment for AI integration.

Technological Issues
Integrating AI into existing systems can be difficult because AI tools and platforms must
work seamlessly with legacy infrastructure, operational workflows, and data pipelines. This
requires careful planning, as well as ensuring data from various sources is accessible,
clean, and compatible with AI models.

It should be noted that no AI model will ever be a 100% representation of reality, because
AI models are built on historical data and assumptions that may not fully capture the
complexity and nuances of real-world situations. This inherent limitation underscores the
importance of critical thinking and a deep understanding of the business context from a
project professional perspective. Project professionals must be vigilant in evaluating the
outputs and recommendations of AI models, considering them as valuable but not infallible
tools. By fostering a culture of continuous learning and skepticism, project professionals
can ensure AI is used to inform and enhance decision-making processes rather than
replace human judgment entirely. This approach helps mitigate the risks associated with
overreliance on AI and ensures the organization remains adaptable and responsive to
changing conditions.

Model complexity also presents a challenge, as advanced AI systems—especially those

using ML or deep learning—can be challenging to develop, train, and maintain. The
complexity of these models demands specialized expertise and resources, making it
harder for organizations to ensure accuracy, interpretability, and transparency in AI
decisions. Scalability and performance are further concerns, as AI models must be capable
of handling large data sets, providing real-time insights, and scaling across multiple use
cases or departments. Organizations may struggle to maintain performance as models
grow in size and complexity, leading to delays in deployment, inefficiencies in processing,
or limitations in expanding AI capabilities across the enterprise. Successfully addressing
these issues requires a balance of technical resources, strategic alignment, and ongoing
investment in infrastructure and talent.

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Integration With Existing Systems
• PMO. The PMO ensures integration is planned, governed, and aligned with the project
portfolio. The PMO creates frameworks that define how AI systems will connect with
legacy infrastructure and oversees timelines and resource allocation for integration efforts.
• Project professionals. Project professionals handle the technical execution, coordinating
with IT teams to ensure data flows smoothly between new AI systems and existing
platforms, resolving compatibility issues, and managing day-to-day integration tasks.
• TMO. The TMO ensures integrating AI with existing systems supports broader
transformation objectives, promotes cross-functional alignment, and does not hinder
long-term transformation goals.

Model Complexity
• PMO. The PMO provides oversight by ensuring AI models are aligned with project scope
and stakeholder expectations. The PMO manages risks associated with model
complexity, such as budget overruns or extended timelines, and establishes
governance to maintain model transparency and accountability.
• Project professionals. Project professionals directly manage the development, testing,
and tuning of complex models, working closely with data scientists and engineers to
ensure the models are interpretable and meet project requirements.
• TMO. The TMO focuses on the strategic implications of model complexity, ensuring the
organization’s AI models are scalable, aligned with future AI initiatives, and support
transformation efforts without compromising ethical standards or business goals.

Scalability and Performance

• PMO. The PMO monitors performance metrics and ensures scalability is incorporated
into the project plans and governance structures. The PMO oversees resource
allocation and ensures AI systems can grow without compromising performance.
• Project professionals. Project professionals are responsible for the technical aspects
of scalability, optimizing models and systems to ensure they can handle increased
loads, larger data sets, and expanding use cases without sacrificing efficiency.
• TMO. The TMO ensures AI scalability is integrated into the broader digital
transformation strategy, aligning scalability goals with organizational growth and
ensuring AI systems can perform across departments and use cases as the
organization evolves.

Business Strategy
Adopting AI has significant implications for business strategy, particularly regarding ROI
prioritization and AI planning, as viewed by the PMO, project professionals, and the TMO.
Each role must work collaboratively with one another and other business units to ensure AI
adoption aligns with the overall business strategy and integrates with existing goals and
objectives and key results (OKRs). Additionally, each role must establish appropriate KPIs
and measurement frameworks to effectively evaluate the success of AI initiatives. See
Appendix A for a list of acceptance criteria for AI implementation.

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ROI Measurement
• PMO. The PMO oversees the ROI measurement of AI projects by establishing metrics,
tracking performance, and ensuring alignment with business objectives.
• Project professionals. Project professionals handle day-to-day activities related to ROI
measurement by tracking project-specific outcomes, costs, and benefits, providing key
data for analysis.
• TMO. The TMO leads ROI measurement by integrating AI outcomes into the broader
organizational transformation metrics, ensuring alignment with long-term goals and
benefits. See Appendix B for ROI calculations.

Prioritization
• PMO. The PMO manages prioritization by defining governance structures, setting criteria
for evaluating AI projects, and aligning projects with strategic goals.
• Project professionals. Project professionals assist in prioritization by managing
timelines, resources, and stakeholder expectations, helping to ensure high-impact AI
projects are executed effectively.
• TMO. The TMO takes charge of prioritization on a strategic level, ensuring AI initiatives are
aligned with enterprise transformation efforts and receive appropriate resource allocation.

AI Strategy Development
• PMO. The PMO may contribute to AI strategy development by ensuring AI initiatives
align with organizational priorities and project portfolios.
• Project professionals. Project professionals may provide input into AI strategy
development by identifying on-the-ground opportunities and challenges that influence
strategic AI decisions.
• TMO. The TMO directly oversees AI strategy development by shaping the overall
direction of AI adoption, aligning it with broader transformation objectives, and
coordinating cross-functional efforts.

When to Defer Challenges in AI Adoption

The PMO, project professionals, and the TMO are essential in managing the complexities of
AI adoption, but there are certain challenges that fall outside their primary scope and
expertise. In these cases, it is more appropriate to defer the challenge to other specialized
teams or external experts. Here are some scenarios where this is advisable:

Legal and Regulatory Compliance

• Challenge. Navigating complex legal and regulatory requirements, especially in highly
regulated industries like healthcare or finance.
• Why defer. These challenges require specialized legal knowledge and compliance
expertise that may not be within the PMO or TMO’s purview.
• Who to involve. Legal and compliance teams, external legal consultants.
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Ethical and Social Implications
• Challenge. Addressing ethical concerns and social implications of AI such as bias,
privacy, and job displacement.
• Why defer. Ethical and social issues are multifaceted and often require input from
ethicists, social scientists, and stakeholder engagement experts.
• Who to involve. Ethics committees, social impact consultants, and stakeholder
engagement teams.

Strategic Business Decisions

• Challenge. Making high-level strategic decisions about the direction and scope of AI
initiatives.
• Why defer. These decisions often involve the organization’s leadership and strategic
planning teams, who have a broader view of the business and its long-term goals.
• Who to involve. Executive leadership, strategic planning teams, and board members.

Advanced Technical Issues

• Challenge. Resolving highly technical issues that require deep domain expertise such
as complex algorithm development or advanced data engineering.
• Why defer. While the TMO can provide technical oversight, specific technical
challenges may need to be addressed by specialized data scientists or engineers.
• Who to involve. Data science teams, external technical consultants, and specialized
engineers.

Cultural and Organizational Change

• Challenge. Managing significant cultural and organizational changes that come with AI
adoption.
• Why defer. These changes often require expertise in organizational development,
change management, and HR.
• Who to involve. Change management teams, HR professionals, and organizational
development consultants.

Financial and Budgetary Decisions

• Challenge. Making detailed financial and budgetary decisions related to AI investments.
• Why defer. Financial decisions require input from finance and accounting teams who
have a deep understanding of the organization’s financial health and budget constraints.
• Who to involve. Finance and accounting teams, budget analysts, and financial consultants.

While the PMO, project professionals, and the TMO are vital in managing the day-to-day
aspects of AI adoption, they should not take the lead on challenges that require specialized
expertise outside their core competencies. By recognizing and deferring these challenges to the
appropriate experts, the PMO, project professionals, and the TMO can ensure a more effective
and comprehensive approach to AI adoption, leading to better outcomes and reduced risks.
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The Role of the PMO in AI Adoption

A PMO plays a critical role in the adoption of AI within an organization by:

• Providing project oversight and management
• Leading the integration of AI tools and processes into existing project management
methodologies
• Ensuring alignment with strategic goals
• Monitoring performance and ensuring continuous improvement
• Providing the necessary training and support to effectively utilize AI across the organization

The PMO essentially bridges the gap between the technical capabilities of AI and the
business needs of the company to facilitate successful adoption.

The PMO can take a leadership role in adopting AI by championing the positive results of AI
use to both the executive team and general workforce. PMI research has shown that
Trailblazers—organizations using AI in over 50% of their project work—achieve significantly
better project results compared with Explorers, who use AI in less than 15% of their
projects (see Figure 8).

Trailblazers Explorers

% who report a significant positive impact

100
91%
87%
85% 85%

80

60

48%
42%
40%
40
34%

20

0
Project Quality Project Scope Project Cost Project Schedule
Management Management Management Management

Figure 8. How Trailblazers (early adopters) and Explorers (late adopters)

benefit from AI in PPPM.
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Project Oversight and Management
Overseeing and managing the AI adoption process is essential for ensuring successful
implementation and alignment with organizational goals. The PMO plays a pivotal role by
providing strategic planning, governance, and continuous improvement. Here are the key
responsibilities and practices of the PMO in managing AI projects:

Strategic Planning
• Align AI initiatives with the organization’s strategic goals.
• Define the scope and objectives of AI projects.
• Allocate necessary resources for project execution.

Efficient Execution
• Ensure projects are executed efficiently and effectively.
• Monitor progress to ensure timely delivery.
• Use standardized processes and methodologies.

Risk Management
• Identify and manage risks associated with AI adoption.
• Address data privacy concerns and ethical considerations.
• Develop contingency plans to mitigate potential issues.

Stakeholder Engagement
• Facilitate communication and collaboration among IT teams, data scientists, and
business units.
• Ensure all stakeholders are properly informed and aligned.
• Solicit feedback from stakeholders to inform project decisions.

Performance Tracking
• Track the performance of AI projects using KPIs.
• Measure the impact of AI initiatives on business outcomes.
• Make data-driven decisions to optimize project outcomes.

Continuous Improvement
• Implement a continuous improvement cycle such as the plan-do-check-act (PDCA)
method.
• Regularly review and refine project management processes.
• Foster a culture of learning and innovation.
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Overseeing and managing the AI adoption process is essential for ensuring a successful
implementation. The PMO plays a pivotal role by ensuring the AI adoption is well-managed
and aligned with the organization’s strategic objectives. This comprehensive approach
helps navigate the complexities of AI projects, leading to successful implementation and
sustained benefits.

Ensuring AI Tools Integrate Seamlessly With

Existing Enterprise Systems
To ensure AI tools integrate and scale seamlessly with existing enterprise systems, the
PMO should follow a structured approach that combines strategic planning, thorough
assessment, and rigorous testing.

Comprehensive Audit of Current Enterprise Systems

The PMO should start by conducting a thorough audit. This audit is crucial for understanding
the current technological landscape and identifying areas where AI can add value.

Key Audit Activities

• Work with IT and business stakeholders. Collaborate to map out the technological
landscape.
• Understand capabilities. Assess the current capabilities of existing systems.
• Identify data flows. Determine how data moves within the organization.
• Locate integration points. Pinpoint where AI tools can be integrated effectively.
• Identify complementary areas. Find areas where AI can enhance or complement
existing systems.

By conducting a comprehensive audit, the PMO gains a clear understanding of the

organization’s current technological infrastructure. This foundational step helps in
identifying the most suitable areas for AI integration, ensuring the tools can be seamlessly
incorporated into the existing systems. See Appendix D for a list of auditing frameworks.

Development of an Integration Strategy

Following the audit, the PMO should develop an integration strategy that aligns with the
organization’s overall AI adoption roadmap. This strategy should be detailed and focused
on maximizing business value while minimizing disruption.

Key Components
• Specific AI tools. Identify the AI tools to be integrated.
• Expected benefits. Outline the anticipated business benefits.
• Technical requirements. Define the technical requirements for integration.
• Prioritization. Prioritize integrations based on business value and feasibility.
• Minimize disruption. Plan for minimal impact on ongoing operations.

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An effective integration strategy ensures AI tools are aligned with the organization’s
strategic goals. The PMO can set a clear path for successful AI adoption by prioritizing
high-value integrations and planning for minimal disruption.

Establishment of Data Governance and Security Protocols

To maintain compliance and protect sensitive data, the PMO must establish robust data
governance and security protocols. These protocols are essential for ensuring AI tools
handle data responsibly and securely.

Key Security Protocols

• Data access rights. Define who can access what data.
• Data privacy. Ensure data privacy is maintained.
• Security measures. Implement strong security measures to prevent breaches.
• Compliance. Adhere to regulatory requirements and internal policies.
• Data integrity. Maintain the integrity and consistency of data.

Clear data governance and security protocols are vital for successfully integrating AI tools.
By defining access rights, ensuring privacy, and implementing strong security measures,
the PMO can mitigate risks and ensure compliance with all relevant regulations.

Oversight of Technical Integration

The PMO should oversee the technical aspects of integrating AI tools, ensuring all
components work together seamlessly. This includes managing Application Programming
Interface (API) development, data mapping, and system configuration, as well as
conducting rigorous testing.

Technical Activities
• API development. Develop APIs to facilitate data exchange.
• Data mapping. Map data from existing systems to AI tools.
• System configuration. Configure systems to support AI integration.
• Compatibility testing. Test for compatibility issues.
• Performance testing. Identify and address performance bottlenecks.
• Data consistency testing. Ensure data consistency across systems.
• User acceptance testing. Conduct user acceptance testing to validate end-user
needs.

Technical oversight is critical for ensuring AI tools integrate smoothly with existing systems.
By managing API development, data mapping, and system configuration and conducting
thorough testing, the PMO can identify and resolve any issues, ensuring the integrated
systems meet both technical and user requirements.

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Maintenance of Open Communication
Throughout the integration process, the PMO should maintain open lines of communication
with all stakeholders. Regular updates and collaboration are essential for addressing
concerns and ensuring the project stays on track.

Communication Activities
• Regular updates. Provide frequent updates on project progress.
• Address concerns. Proactively address any stakeholder concerns.
• Facilitate collaboration. Encourage collaboration between technical teams and
business units.
• Feedback loops. Establish feedback loops to gather input and adjust.
• Stakeholder engagement. Engage stakeholders in decision-making processes.

Open, continuous communication is key to the success of AI integration projects. By

keeping stakeholders informed and engaged, the PMO can ensure the project remains
aligned with organizational goals and any issues are addressed promptly.

Integrating With the Enterprise

The PMO plays a pivotal role in successfully integrating AI with the enterprise by serving as
a centralized hub for strategic planning, coordination, and oversight.

The PMO is responsible for aligning AI initiatives with the

organization’s broader goals and ensuring these projects
are seamlessly integrated into existing workflows,
systems, and business processes.

The PMO is responsible for aligning AI initiatives with the organization’s broader goals and
ensuring these projects are seamlessly integrated into existing workflows, systems, and
business processes. This involves conducting comprehensive audits to understand the
current technological landscape, developing detailed integration strategies, establishing
robust data governance and security protocols, and overseeing the technical aspects of
implementation, including API development and system configuration. Additionally, the
PMO facilitates continuous improvement by monitoring KPIs, conducting regular reviews,
and leveraging AI-powered tools to enhance communication and data tracking. Through
these efforts, the PMO ensures AI adoption is well-coordinated, minimizes risks, and drives
a cohesive approach to digital transformation, ultimately leading to enhanced operational
efficiency and stakeholder satisfaction.

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Integrating AI With Existing Project Management Platforms
The PMO is critical in ensuring the seamless integration and scaling of AI tools with existing
enterprise systems. A structured approach is essential to manage AI adoption’s
complexities and achieve successful implementation and sustained benefits. The PMO
must systematically address various aspects of the integration process to align AI
initiatives with the organization’s broader goals and minimize potential disruptions.

Key Activities
• Conduct a comprehensive audit. Assess the current technological landscape and
identify areas where AI can be integrated.
• Develop a detailed integration strategy. Create a strategic plan that outlines the steps
for integrating AI tools with existing systems.
• Establish robust data governance and security protocols. Implement strong data
governance and security measures to protect sensitive information.
• Oversee technical integration. Manage the technical aspects of AI integration,
including API development and system configuration.
• Maintain open lines of communication. Ensure all stakeholders are informed and
engaged throughout the integration process.

By following a structured approach that includes comprehensive audits, detailed

integration strategies, robust data governance, technical oversight, and open
communication, the PMO can effectively manage the complexities of AI adoption. This
systematic process ensures AI tools are seamlessly integrated with existing enterprise
systems, leading to successful implementation and sustained organizational benefits.

Integrating AI With Existing Project Management Methodologies

The PMO plays a pivotal role in integrating AI into existing project management methodologies,
including predictive, agile, and hybrid approaches. By providing strategic alignment,
governance, and facilitation, the PMO ensures AI tools are effectively leveraged to enhance
project outcomes and support the organization’s broader goals. This involves tailoring AI
integration to the specific characteristics of each methodology to maximize its benefits.

Predictive Approaches
• Enhanced predictive analytics. Leverage AI for better predictive analytics in project
phases.
• Risk management. Use AI to identify and mitigate risks more effectively.
• Resource optimization. Align AI capabilities with sequential phases to optimize
resource allocation.

Agile Frameworks
• Improved sprint planning. Integrate AI to enhance sprint planning and task prioritization.
• Real-time decision-making. Utilize AI for real-time insights and faster decision-making.
• Performance tracking. Implement AI tools for continuous performance monitoring and
insights-driven retrospectives.

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Hybrid Approaches
• Central authority. Act as a central authority to ensure consistent AI application across
both iterative and structured components.
• Training and support. Provide training to project teams on AI tools and methodologies.
• Compliance monitoring. Monitor compliance with AI-related policies and standards.
• Goal alignment. Ensure AI integrations meet project goals while maintaining flexibility.

The PMO is essential in integrating AI into various project management methodologies. By

aligning AI tools with the sequential phases of predictive approaches, enhancing sprint
planning and real-time decision-making in agile approaches, and ensuring consistent
application in hybrid approaches, the PMO supports more informed decision-making,
effective risk management, and resource optimization. This comprehensive approach helps
the organization achieve its project goals and maintain flexibility across different
methodologies and approaches, ultimately leading to better project outcomes and
stakeholder satisfaction.

Managing Dependencies Between AI Projects and Other

Organizational Processes
The PMO plays a critical role in managing dependencies between AI projects and other
organizational processes by acting as a centralized hub that oversees resource allocation,
risk management, and strategic alignment. One of the essential ways the PMO can support
this is by establishing a clear framework for identifying and mapping interdependencies
between AI initiatives and existing workflows, systems, or business processes.

Key Activities
• Identify interdependencies. Pinpoint how AI projects interact with existing workflows,
systems, and business processes.
• Map interdependencies. Create detailed maps or diagrams to visualize these
interactions.
• Align with organizational goals. Ensure AI projects are aligned with broader
organizational goals and timelines.
• Account for impacts. Consider potential impacts on ongoing processes such as
operational efficiency or data governance.
• Facilitate cross-departmental collaboration. Encourage collaboration among different
departments to manage dependencies effectively.
• Proactive management. Address dependencies proactively to prevent disruptions to
core business functions.

By establishing a clear framework for identifying and mapping interdependencies, the PMO
ensures AI projects are well aligned with the organization’s broader goals and potential
impacts on existing processes are accounted for. This proactive approach helps to
minimize disruptions and fosters cross-departmental collaboration.

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Creating Standardized Processes for Monitoring and
Managing Interdependencies
In addition to identifying and mapping interdependencies, the PMO can create
standardized processes for monitoring and managing these dependencies throughout the
life cycles of AI projects. This ensures AI initiatives are well coordinated, and the risks
associated with overlapping or competing processes are minimized.

Key Activities
• Set up governance structures. Establish governance frameworks to ensure smooth
integration with other key organizational functions.
• Monitor dependencies. Regularly track and monitor dependencies to identify any
issues.
• Automate tracking. Use AI-powered tools to automate the tracking of dependencies.
• Enhance communication. Improve communication among teams to ensure everyone is
aware of dependencies.
• Provide real-time insights. Utilize real-time data to gain insights into potential
bottlenecks or conflicts.
• Regular reviews. Conduct regular reviews to assess the effectiveness of dependency
management.

Creating standardized processes for monitoring and managing interdependencies helps

the PMO to maintain a cohesive approach to AI adoption. By setting up governance
structures, automating tracking, and enhancing communication, the PMO can identify and
address potential issues in real time, ensuring AI projects integrate smoothly with other
organizational functions.

Leveraging AI-Powered Tools for Dependency Management

The PMO can leverage AI-powered tools to enhance the efficiency and effectiveness of
dependency management. These tools can automate the tracking of dependencies,
improve communication among teams, and provide real-time insights into potential
bottlenecks or conflicts.

Key Activities
• Automate tracking. Use AI tools to automatically track dependencies and their status.
• Enhance communication. Implement AI-driven communication platforms to keep all
teams informed.
• Real-time insights. Utilize AI to provide real-time insights and alerts for potential issues.
• Data integration. Ensure AI tools can integrate with existing data management
systems.
• User training. Train team members on how to use AI-powered dependency
management tools effectively.
• Continuous improvement. Regularly update and refine AI tools to improve their
performance.

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Leveraging AI-powered tools for dependency management can significantly enhance the
PMO’s ability to coordinate AI projects. By automating tracking, improving communication,
and providing real-time insights, these tools help to minimize risks and ensure AI initiatives
are well coordinated with other organizational processes.

The PMO plays a crucial role in managing dependencies between AI projects and other
organizational processes. By establishing a clear framework for identifying and mapping
interdependencies and creating standardized processes for monitoring and managing
these dependencies, the PMO ensures AI adoption is well coordinated and minimizes risks.
Leveraging AI-powered tools further drives a cohesive approach to digital transformation.
This structured approach helps to align AI initiatives with broader organizational goals,
maintain operational efficiency, and foster cross-departmental collaboration.

Performance Monitoring and Continuous Improvement

The PMO plays a pivotal role in performance monitoring and continuous improvement,
especially regarding AI adoption within an organization.

Establishing Key Performance Indicators

One of the primary responsibilities of the PMO is to establish KPIs that align with the
organization’s strategic objectives. These KPIs are essential for tracking progress and
assessing the impact of AI initiatives accurately.

Key Activities
• Define specific KPIs. Create KPIs that are specific, measurable, and relevant to AI projects.
• Align with strategic objectives. Ensure KPIs are aligned with the organization’s
broader goals.
• Track progress. Regularly monitor KPIs to track the progress of AI projects.
• Assess impact. Evaluate the impact of AI initiatives using the established KPIs.
• Adjust as needed. Modify KPIs based on feedback and changing organizational needs.

By establishing and aligning KPIs with strategic objectives, the PMO can effectively track
the progress and impact of AI projects. This ensures the organization remains focused on
achieving its goals and can make informed decisions based on accurate performance data.

Measuring AI Adoption Rate

For an organizational adoption of AI, a standard KPI measurement is the adoption rate of AI
tools and systems. This KPI measures the extent to which employees across the
organization are using the implemented AI tools and systems in their daily workflows. It
reflects the effectiveness of training, communication, and usability of the AI solutions.

Key Activities
• Track employee usage. Monitor how frequently employees use AI tools.
• Evaluate training effectiveness. Assess the quality and impact of training programs.
• Gauge communication impact. Measure the effectiveness of communication efforts.
• Assess usability. Evaluate the user-friendliness of AI solutions.
• Collect feedback. Gather input from employees on their experiences with AI tools.
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Measuring the AI adoption rate helps the PMO understand how well employees are
integrating AI tools into their workflows. By tracking usage, evaluating training and
communication, and assessing usability, the PMO can identify areas for improvement and
ensure AI solutions are effectively utilized.

Measuring AI-Driven Efficiency Gains

Another important KPI is measuring AI-driven efficiency gains, which provide data on the
success of AI implementation. This KPI evaluates the impact of AI on operational
performance and productivity, ensuring it delivers tangible benefits such as time savings
and process optimization.

Key Activities
• Identify baseline metrics. Establish baseline metrics for operational performance.
• Track time savings. Measure the time saved by using AI tools.
• Evaluate process optimization. Assess how AI has improved processes.
• Monitor productivity. Track changes in productivity levels.
• Compare pre- and post-implementation data. Analyze data before and after AI
implementation to gauge improvements.

Measuring AI-driven efficiency gains allows the PMO to quantify the benefits of AI
implementation. By tracking time savings, process optimization, and productivity changes,
the PMO can demonstrate the tangible value of AI projects and make data-driven decisions
to enhance performance further.

Implementing a Robust Performance Monitoring Framework

The PMO should implement a robust performance monitoring framework that includes
regular data collection, analysis, and reporting. This framework is crucial for visualizing
performance data and gaining insights into project health, resource utilization, and AI
model effectiveness. By continuously monitoring these metrics, the PMO can identify
trends, detect anomalies, and make data-driven decisions to optimize AI project outcomes.

Key Activities
• Regular data collection. Collect performance data at regular intervals.
• Data analysis. Analyze the collected data to identify trends and anomalies.
• Reporting. Generate regular reports to communicate performance insights.
• Leverage analytics tools. Use analytics tools and dashboards to visualize data.
• Monitor project health. Assess the overall health of AI projects.
• Evaluate resource utilization. Track how resources are being used in AI projects.
• Assess AI model effectiveness. Evaluate the performance and accuracy of AI models.

A robust performance monitoring framework enables the PMO to track and analyze
performance data continuously. By leveraging analytics tools and maintaining regular
reporting, the PMO can identify areas for improvement, optimize resource utilization, and
ensure the effectiveness of AI models.

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Facilitating Continuous Improvement
Moreover, the PMO is responsible for facilitating continuous improvement by fostering a
culture of learning and innovation. This includes conducting regular project reviews and
retrospectives to identify lessons learned, best practices, and areas for improvement. The
PMO should encourage feedback from stakeholders—including project teams, business
units, and end users—to understand their experiences and perspectives on AI adoption.

Key Activities
• Conduct regular reviews. Hold periodic reviews to assess project performance.
• Facilitate retrospectives. Conduct retrospectives to identify lessons learned.
• Encourage feedback. Solicit feedback from project teams, business units, and end
users.
• Identify best practices. Document and share best practices across the organization.
• Address areas for improvement. Implement changes to address identified issues.
• Promote learning. Foster a culture of continuous learning and innovation.

Facilitating continuous improvement is essential for the success of AI projects. By

conducting regular reviews, encouraging feedback, and promoting a culture of learning,
the PMO can identify and implement best practices, leading to enhanced performance and
stakeholder satisfaction.

Adopting the Plan-Do-Check-Act Method for Continuous

Improvement
The PMO can adopt the plan-do-check-act (PDCA) method to drive continuous
improvement. This iterative process begins with planning the necessary improvements,
implementing them, checking the results against predefined metrics, acting on the findings
to adjust, and then reviewing the overall impact to ensure sustained progress. By repeating
this method, the PMO can ensure AI projects are continuously optimized, leading to
enhanced performance, efficiency, and stakeholder satisfaction.

Key Activities
• Plan improvements. Identify and plan necessary improvements.
• Implement changes. Execute the planned improvements.
• Check results. Evaluate the results against predefined metrics.
• Act on findings. Adjust and refine processes based on the evaluation.
• Review impact. Assess the overall impact of the changes.
• Iterate continuously. Repeat the method to ensure ongoing optimization.

Adopting the PDCA method helps the PMO to drive continuous improvement in AI projects
systematically. By planning, implementing, checking, acting, and reviewing, the PMO can
ensure AI initiatives are continuously optimized, leading to sustained performance and
efficiency gains.

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 Plan-Do-Check-Act (PDCA) Cycle
The PDCA cycle is continuous, meaning that a‘er the "Act"
stage, the process returns to the "Plan" stage to set new
objectives and continue the cycle of improvement.

Based on the analysis

and feedback, Clearly define the

1
implement necessary goals and objectives
changes and of the project or
improvements. process.

4 Act Plan

2
Check Do
Execute the
strategies and
Evaluate the collected
data to assess 3 actions outlined in
the plan.
performance against the
established metrics and
standards.

Figure 9. The plan-do-check-act cycle.

The PMO plays a crucial role in performance monitoring and continuous improvement for
AI adoption within an organization. By establishing KPIs, measuring AI adoption and
efficiency gains, and implementing a robust performance monitoring framework, the PMO
ensures AI projects are well coordinated, deliver tangible benefits, and are continuously
optimized through the PDCA method (see Figure 9). This structured approach helps to align
AI initiatives with broader organizational goals, maintain operational efficiency, and
enhance stakeholder satisfaction.

Based on the insights gathered from performance monitoring and stakeholder feedback,
the PMO should drive continuous improvement initiatives. This may involve refining project
management processes, enhancing AI models, or implementing new technologies to
improve efficiency and effectiveness. The PMO should also promote knowledge sharing
and training to upskill project teams and stakeholders, ensuring the organization stays at
the forefront of AI advancements.

In essence, the PMO’s role in performance monitoring and continuous improvement is to

create a feedback loop that enables the organization to adapt, learn, and grow in its AI
adoption journey. By proactively tracking performance, identifying improvement
opportunities, and implementing enhancements, the PMO helps the organization maximize
the value of its AI investments and achieve long-term success.
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The Role of Project Professionals in
AI Adoption

The role of the project manager in large-scale AI adoption for an organization is

multifaceted and critical to the initiative’s success. The project professional is responsible
for overseeing the entire life cycle of the AI project—from initial planning and strategy
development to implementation and ongoing maintenance. This includes coordinating
cross-functional teams, ensuring alignment with organizational goals, and managing
stakeholder expectations. The project professional must also navigate the complexities of
data governance, ethical considerations, and regulatory compliance, ensuring the AI
systems are developed and deployed responsibly. Additionally, they play a crucial role in
change management, facilitating the adoption of new technologies and processes across
the organization. This involves training and supporting staff, addressing resistance to
change, and fostering a culture of innovation. Effective communication—both within the
project team and with external stakeholders—is essential for keeping everyone informed
and engaged throughout the project. Ultimately, the project professional’s role is to ensure
the adoption of AI delivers tangible business value, enhances operational efficiency, and
drives competitive advantage for the organization.

Initial Planning and Strategy Development

During the initial planning and strategy development phase of large-scale AI adoption,
project professionals play a pivotal role in setting the foundation for success. They begin by
thoroughly assessing the organization’s current state, including its data maturity,
technological infrastructure, and business processes.

By utilizing an AI project maturity model (see Figure 10), organizations can systematically
assess their current capabilities, identify areas for improvement, and implement strategies
to advance their AI project management practices. This approach helps ensure AI adoption
is successful, sustainable, and aligned with the organization’s strategic objectives.

By aligning AI initiatives with the organization’s strategic objectives, project professionals

ensure the adoption efforts are focused on delivering tangible business value. They
facilitate cross-functional workshops and stakeholder interviews to identify high-impact
use cases and prioritize projects based on feasibility and potential ROI. Additionally, project
professionals develop comprehensive roadmaps that outline the sequencing of projects,
resource requirements, and key milestones. They also address critical considerations such
as data governance, ethical AI principles, and regulatory compliance, ensuring the strategy
is robust and sustainable.

Effective communication is crucial during this phase because project professionals must
articulate the vision, benefits, and risks of AI adoption to gain buy-in from senior leadership
and other stakeholders, fostering a shared understanding and commitment to the initiative.

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 • Continuous optimization and innovation in AI project
management.

5 Optimizing • High levels of collaboration and knowledge sharing across the

organization.

• Advanced techniques for performance management and

evaluation.

• Data-driven decision-making processes.

Quantitatively
4
• Quantitative metrics and benchmarks for performance
evaluation.
Managed • Predictive analytics to forecast project outcomes and identify
potential issues.

• Well-defined and documented project management processes.

3
• Clear alignment of AI projects with organizational goals and
Defined strategies.
• More sophisticated metrics and KPIs for performance
evaluation.

• Standardized project management processes for AI projects.

2 Managed • Defined roles and responsibilities within the project team.

• Basic metrics and KPIs are used to track project performance.

• Ad hoc and inconsistent approaches to AI project

management.

1 Initial • Limited understanding of AI technologies and their potential

impact.

• Projects are oen initiated without clear objectives or metrics.

Figure 10. The AI project maturity model.

Aligning With Organizational Goals

During the planning and strategy phase of a large-scale AI adoption, a project professional
aligns with organizational goals by taking several key steps, which could include:
• Conducting a thorough analysis of the organization’s strategic objectives and
business priorities. This involves reviewing the company’s mission, vision, and long-
term plans to understand what the organization aims to achieve.
• Identifying specific AI initiatives that can directly support organizational goals. For
example, the project professional might propose AI-driven customer service solutions if
the organization aims to improve customer satisfaction. They then prioritize these
initiatives based on their potential impact on the organization’s goals, ensuring the most
critical areas are addressed first.
• Engaging with key stakeholders. An organization’s key stakeholders could include
senior leadership, department heads, and end users. Project professionals gather input
from these stakeholders and ensure the AI strategy aligns with their needs and
expectations. This collaborative approach helps build consensus and support for AI
adoption efforts.

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• Developing a clear roadmap. The roadmap should outline how the AI initiatives will be
implemented over time, including key milestones and performance metrics. This
roadmap is designed to ensure the adoption of AI aligns with the organization’s
timelines and resource constraints while providing a clear path to achieving the desired
outcomes.
• Establishing a process to monitor and adjust the AI strategy. Continuous monitoring
of the AI strategy is needed to ensure ongoing alignment with organizational goals. This
includes regular reviews and updates to the plan based on feedback, changes in the
business environment, and the evolving needs of the organization.

By taking these steps, the project professional ensures the AI adoption is not only
technically sound but also strategically aligned with the organization’s overarching
objectives.

Leading Cross-Functional Teams to Drive AI Adoption

Leading cross-functional teams to drive AI adoption is a critical responsibility for project
professionals, as it ensures diverse expertise and perspectives are integrated into the
initiative. Effective leadership in this context involves fostering collaboration, managing
stakeholder expectations, and ensuring all team members are aligned with the project’s
goals and objectives. Here is how a project professional can lead cross-functional teams to
drive AI adoption:

• Establishing clear roles and responsibilities. Define each team member’s roles and
responsibilities, ensuring everyone understands their part in the project. This includes
data scientists, IT professionals, business analysts, and other stakeholders.
• Facilitating effective communication. Create open lines of communication across the
team, using regular meetings, updates, and collaboration tools to keep everyone
informed and engaged. Encourage active listening and open dialogue to promptly
address any concerns or challenges.
• Setting clear goals and milestones. Develop a detailed project plan with clear goals,
milestones, and timelines. Ensure these are communicated to all team members and
progress is regularly tracked and reported.
• Promoting collaboration and knowledge sharing. Foster a culture of collaboration by
encouraging team members to share their expertise and insights. Organize workshops,
training sessions, and knowledge-sharing forums to enhance the team’s collective
understanding of AI.
• Managing stakeholder expectations. Regularly engage with stakeholders to
understand their expectations and address any concerns. Provide updates on project
progress and ensure stakeholders remain aligned with the project’s objectives and
timelines.
• Addressing conflicts and challenges. Proactively identify and address conflicts or
challenges that may arise within the team. Use conflict resolution techniques to ensure
issues are resolved quickly and effectively, maintaining team cohesion and focus.
• Monitoring and adjusting the project plan. Continuously monitor the project’s
progress and adjust as needed. Be flexible and adaptable to changes in project scope,
timelines, or resources, ensuring the team remains on track to achieve its goals.

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Leading cross-functional teams to drive AI adoption requires a project professional to
establish clear roles, facilitate effective communication, set clear goals, promote
collaboration, manage stakeholder expectations, address conflicts, and continuously
monitor and adjust the project plan. By doing so, the project professional can ensure the AI
adoption initiative is successful and delivers tangible business value to the organization.

Managing Stakeholder Expectations and Communication

Throughout the AI Life Cycle
Managing stakeholder expectations and communication throughout the AI life cycle is
crucial for the success of any AI adoption project. Project professionals are pivotal in
ensuring all stakeholders are informed, engaged, and aligned with the project’s goals and
progress. Effective management of expectations and communication helps to build trust,
mitigate risks, and drive successful outcomes. Here is how a project professional can
manage stakeholder expectations and communication throughout the AI life cycle:
• Identifying key stakeholders. Identify all key stakeholders, including senior leadership,
department heads, end users, and external partners. Understand their roles, interests,
and influence on the project.
• Establishing clear communication channels. Establish formal and informal
communication channels to keep stakeholders informed. This may include regular
updates, newsletters, meetings, and one-on-one discussions.
• Defining expectations early. Clearly define the project’s objectives, scope, timelines,
and expected outcomes at the outset. Ensure stakeholders understand what the
project aims to achieve and what they can realistically expect.
• Regularly updating and reporting. Provide regular updates on the project’s progress,
including milestones achieved, challenges encountered, and any changes to the project
plan. Use dashboards, reports, and presentations to effectively communicate progress.
• Addressing concerns and feedback. Actively seek feedback from stakeholders and
address their concerns promptly. Be transparent about any issues or delays and explain
how they are being handled.
• Educating and informing. Offer training sessions, workshops, and educational materials
to help stakeholders understand AI technology, its benefits, and its implications for their
roles and the organization.
• Managing change. Prepare stakeholders for the changes AI adoption will bring.
Communicate the benefits of these changes and provide support to help stakeholders
adapt to new processes and tools.
• Celebrating successes. Highlight and celebrate project milestones and successes to
maintain stakeholder engagement and enthusiasm. Share stories of how AI is positively
impacting the organization.

Managing stakeholder expectations and communication throughout the AI life cycle

involves identifying key stakeholders, establishing clear communication channels, defining
expectations early, providing regular updates, addressing concerns, educating
stakeholders, managing change, and celebrating successes. By following these steps,
project professionals can ensure stakeholders remain informed, engaged, and supportive
of the AI adoption project, ultimately contributing to its success.

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AI Vendor Management
Managing vendors effectively is a critical aspect of driving AI adoption, as it ensures that
external resources and expertise are aligned with the project’s goals and the organization’s
needs. A project professional is crucial in selecting, onboarding, and overseeing vendors to
deliver high-quality AI solutions. Here is how a project professional can manage vendors to
drive AI adoption:

• Selecting vendors. Conduct thorough research and due diligence to identify potential
vendors that meet the project’s requirements. Evaluate their capabilities, track record,
references, and cultural fit with the organization.
• Creating clear contracts and service level agreements. Develop detailed contracts
and service level agreements (SLAs) that outline the scope of work, deliverables,
timelines, performance metrics, and payment terms. Ensure both parties understand
their responsibilities and expectations.
• Ensuring vendor tool compatibility. Take a systematic approach to ensure a third-party
vendor’s AI tool integrates seamlessly with the organization’s existing project and AI tools.
This involves conducting thorough compatibility assessments during the vendor selection
process, focusing on API support, data interoperability, and platform-integration
capabilities.
• Onboarding and integrating. Facilitate a smooth onboarding process for vendors,
including orientation sessions, access to necessary resources, and introductions to key
stakeholders. Ensure vendors are integrated into the project team and understand the
organization’s culture and processes.
• Regularly communicating and meeting. Establish regular communication channels
and meetings to keep vendors informed about project progress, changes, and any
issues. Encourage open dialogue and active participation in project discussions.
• Monitoring performance and feedback. Monitor vendor performance against the
agreed-upon SLAs and project milestones. Provide constructive feedback and address
any performance gaps promptly. Conduct regular reviews to ensure vendors meet
expectations.
• Managing risk. Identify and mitigate risks associated with vendor relationships such as
data security, compliance, and dependency on external resources. Develop contingency
plans to address potential disruptions or failures.
• Collaborating and knowledge sharing. Foster a collaborative environment where
vendors and internal teams can share knowledge, expertise, and best practices.
Encourage joint problem-solving and innovation to drive better AI solutions.
• Establishing a contract renewal and exit strategy. Plan for contract renewals or
transitions well in advance. Develop an exit strategy that ensures a smooth handover of
responsibilities and minimizes disruption to the project if the vendor relationship needs
to be terminated.

Managing vendors to drive AI adoption involves careful selection and due diligence, clear
contracts and SLAs, effective onboarding, regular communication, performance
monitoring, risk management, collaboration, contract renewals, and exit planning. By
following these steps, a project professional can ensure vendors contribute effectively to
the AI adoption project, delivering high-quality solutions that meet the organization’s
needs.

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Change Management
Conducting effective change management is vital for driving AI adoption, as it helps to
ensure the transition is smooth and stakeholders are engaged and supportive of the new
technology. A project professional is pivotal in guiding the organization through this
transformation. Here is how a project professional can conduct change management to
drive AI adoption:

• Assessing the impact of change. Conduct a thorough impact assessment to

understand how AI adoption will affect different departments, roles, and processes
within the organization. Identify potential resistance points and areas that will require
significant adjustments.
• Developing a change management plan. Create a comprehensive change
management plan that outlines the steps, timelines, and resources needed to facilitate
the transition. Include strategies for communication, training, and support.
• Communicating the vision and benefits. Clearly articulate the vision and benefits of AI
adoption to all stakeholders. Explain how the new technology will improve processes,
enhance efficiency, and drive business value. Use various communication channels to
ensure the message reaches everyone.
• Engaging stakeholders early. Involve key stakeholders from the beginning of the
project. Seek their input and feedback to ensure their needs and concerns are
addressed. Form a cross-functional team to champion change and act as ambassadors
within their respective departments.
• Providing training and support. Offer comprehensive training programs to upskill
employees and help them understand how to use the new AI tools effectively. Provide
ongoing support through help desks, user guides, and mentoring to address any issues
or questions that arise.
• Addressing resistance and concerns. Proactively identify and address resistance to
change. Listen to stakeholders’ concerns and provide reassurance and solutions. Use
change management techniques, such as one-on-one discussions, focus groups, and
surveys, to gather feedback and resolve objections.
• Monitoring progress and making adjustments. Continuously monitor the progress of
change management efforts. Use metrics and feedback to assess the strategies’
effectiveness and adjust as needed. Celebrate milestones and successes to maintain
momentum and engagement.
• Ensuring leadership alignment. Ensure senior leadership is aligned with and supportive
of the AI adoption initiative. Their visible support and active participation can
significantly influence the success of the change management efforts.

Managing change for AI adoption involves assessing impact, developing a plan,

communicating benefits, engaging stakeholders, providing training, addressing concerns,
monitoring progress, and ensuring leadership alignment. By following these steps, a project
professional can effectively guide the organization through AI adoption. See Appendix C for
a sample change management plan.

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Risk and Issue Management
Project professionals are crucial in analyzing and managing risks associated with an
organization’s AI adoption. They are responsible for identifying potential risks that could
impact the successful implementation and operation of AI systems. This involves assessing
data security, compliance with regulations, technological compatibility, and the potential
for bias in AI algorithms.

It should be emphasized how critical data security is to success of the organizational

adoption of AI. Data security protects sensitive information from unauthorized access,
breaches, and misuse, ensuring compliance with legal and regulatory requirements and
maintaining stakeholder trust. Project professionals play a crucial role in data security by
integrating it into the project’s risk management plan, collaborating with IT and security
teams to establish robust data protection protocols, and ensuring all project activities
adhere to these standards. Project professionals should also educate project team
members and stakeholders about data security best practices and the importance of
safeguarding data throughout the project life cycle. By prioritizing data security, project
managers can mitigate potential risks, ensure the integrity and confidentiality of data, and
facilitate a smooth and secure AI adoption process.

Project professionals develop risk management plans that outline strategies to mitigate
these risks, including data protection measures, regular audits, and ethical guidelines for AI
use. They also ensure contingency plans are in place to address any unforeseen issues
that may arise during the AI adoption process. By continuously monitoring and updating
risk management strategies, project professionals help the organization navigate the
complexities of AI adoption, ensuring the technology’s benefits are realized while
minimizing potential downsides.

Data Protection and Auditing Plans

Establishing a robust data protection and auditing plan is essential for ensuring the
security, integrity, and compliance of data within an organization adopting AI technologies.
The project professional plays a pivotal role in developing and implementing this plan,
ensuring all data-related activities are conducted securely and in compliance. Here is how
a project professional can establish a data protection and auditing plan:

• Identifying data assets and risks. Conduct a thorough inventory of all data assets,
including their types, locations, and sensitivity levels. Assess the potential risks
associated with each data asset, such as unauthorized access, data breaches, and
compliance violations.
• Developing data protection policies. Create comprehensive data protection policies
that outline the procedures for data collection, storage, processing, and disposal.
Ensure that these policies comply with relevant regulations and industry standards such
as the General Data Protection Regulation (GDPR), California Consumer Privacy Act
(CCPA), and Health Insurance Portability and Accountability Act (HIPAA).
• Implementing security measures. Establish robust security measures to protect data
assets, including encryption, access controls, and intrusion detection systems.
Regularly update these measures to address emerging threats and vulnerabilities.

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• Defining audit procedures. Develop clear auditing procedures to monitor and evaluate
the effectiveness of data protection measures. Include regular audits of data access
logs, system configurations, and compliance with data protection policies.
• Training and educating staff. Provide training and education programs for all
employees to ensure they understand their roles and responsibilities in data protection.
Regularly update training materials to reflect changes in policies, technologies, and best
practices.
• Establishing incident response plans. Create incident response plans to address data
breaches and other security incidents promptly. Define roles, responsibilities, and
communication protocols to ensure a coordinated and effective response.
• Conducting regular reviews and updates. Periodically review and update the data
protection and auditing plan to ensure it remains relevant and effective. Incorporate
feedback from audits, incident reports, and changes in the regulatory landscape.

Project professionals are crucial in establishing a data protection and auditing plan by
identifying data assets and risks, developing policies, implementing security measures,
defining auditing procedures, training staff, and conducting regular reviews. By following
these steps, the project professional ensures the organization’s data is protected,
compliant, and secure, thereby supporting the successful adoption of AI technologies.

Ethical Guidelines to Mitigate Risks

Establishing ethical guidelines is a critical aspect of mitigating risks associated with AI
adoption, ensuring the technology is used responsibly and aligns with the organization’s
values and societal expectations. A project professional plays a key role in developing and
implementing these guidelines, fostering a culture of ethical AI use. Here is how a project
professional can establish ethical guidelines to mitigate risks:

• Identifying ethical risks. Conduct a comprehensive assessment to identify potential

ethical risks associated with AI adoption such as bias, privacy concerns, transparency
issues, and accountability gaps.
• Engaging stakeholders. Involve a diverse range of stakeholders including employees,
customers, and external experts in developing ethical guidelines. Gather their
perspectives and concerns to ensure the policies are inclusive and well rounded.
• Defining core principles. Establish a set of core ethical principles that will guide the
organization’s AI practices. These principles may include fairness, transparency,
accountability, privacy, and nondiscrimination.
• Developing specific guidelines. Translate the core principles into specific, actionable
guidelines that address various aspects of AI use such as data collection, algorithm
development, deployment, and monitoring.
• Implementing governance structures. Establish governance structures to oversee the
implementation of ethical guidelines. This may include creating an ethics committee or
appointing an ethics officer to ensure compliance and address any ethical dilemmas.
• Providing training and education. Offer training programs to educate employees about
ethical guidelines and their importance. Ensure all stakeholders understand their roles
and responsibilities in upholding these guidelines.

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• Monitoring and reviewing. Regularly monitor the implementation of ethical guidelines
and review their effectiveness. Update the guidelines as needed to address new risks,
technological advancements, and changes in the regulatory landscape.
• Communicating transparently. Maintain open and transparent communication about
the organization’s ethical guidelines and AI practices. Share updates and progress with
stakeholders to build trust and accountability.

Project professionals play a vital role in establishing ethical guidelines by identifying risks,
engaging stakeholders, defining principles, developing guidelines, implementing
governance, providing training, and ensuring transparent communication. By following
these steps, the project professional can help ensure the organization adopts AI
responsibly, mitigating risks and fostering a culture of ethical AI use.

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The Role of Transformation Management
Offices in AI Adoption

The TMO plays a pivotal role in the large-scale organizational adoption of AI, serving as a
strategic hub that oversees and facilitates the integration of AI technologies into the
organization’s operations and culture. The TMO is responsible for developing and executing
a comprehensive AI adoption strategy that aligns with the organization’s overall business
objectives and roadmap. This includes identifying and prioritizing AI use cases, assessing
the organization’s AI readiness, and managing the change and transformation processes
required for successful AI implementation. The TMO collaborates with various
stakeholders, including business units, IT departments, and external partners, to ensure AI
projects are effectively planned, resourced, and delivered. It also establishes governance
structures, ethical guidelines, and risk management frameworks to mitigate potential risks
and promote responsible AI use. Additionally, the TMO focuses on upskilling and reskilling
the workforce, fostering a culture of innovation and driving continuous improvement in AI
capabilities. By providing strategic direction, coordination, and support, the TMO enables
the organization to realize the full potential of AI, driving operational efficiency, innovation,
and competitive advantage.

Identifying and Prioritizing AI Use Cases

The TMO is crucial in identifying and prioritizing AI use cases within an organization,
ensuring AI initiatives align with strategic goals and deliver maximum value. Following a
structured approach, the TMO can effectively evaluate potential AI applications and focus
resources on the most promising projects. Here is how the TMO can identify and prioritize
AI use cases:

• Conducting a business needs assessment. Engage with business units and

stakeholders to understand their challenges, opportunities, and strategic objectives.
Identify areas where AI can provide significant improvements or competitive
advantages.
• Evaluating AI capabilities. Assess the organization’s current AI capabilities, including
data availability, infrastructure, and technical expertise. Identify gaps and areas for
potential investment.
• Identifying potential use cases. Brainstorm and document potential AI use cases
across various business functions such as customer service, operations, marketing, and
finance. Consider both short-term and long-term opportunities.
• Scoring and prioritizing use cases. Develop a scoring framework to evaluate use cases
based on business impact, feasibility, risk, and alignment with strategic goals. Assign
scores to each use case to prioritize them effectively.
• Conducting feasibility studies. Perform detailed feasibility studies for high-priority use
cases, including technical assessments, cost-benefit analyses, and risk evaluations.
Ensure the selected use cases are viable and likely to succeed.

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• Creating a roadmap. Develop a roadmap that outlines the timeline and resources
required for implementing prioritized AI use cases. Align the roadmap with the
organization’s overall transformation strategy.
• Securing stakeholder buy-in. Communicate the prioritized use cases and roadmap to
key stakeholders, including senior leadership and business unit heads. Obtain their
buy-in and support for the AI initiatives.
• Monitoring and adjusting. Continuously monitor the progress and impact of AI
projects. Be prepared to adjust priorities and resources as needed based on changing
business needs and technological advancements.

The TMO plays a critical role in identifying and prioritizing AI use cases by assessing
business needs, evaluating AI capabilities, identifying and scoring potential use cases,
conducting feasibility studies, creating a roadmap, securing buy-in, and monitoring
progress. By following these steps, the TMO ensures AI initiatives are strategically aligned,
feasible, and poised to deliver significant value to the organization.

Assessing the Organization’s AI Readiness

Assessing an organization’s AI readiness is a critical step in ensuring successful AI
adoption and implementation. The TMO plays a central role in this process by evaluating
the organization’s current capabilities, identifying gaps, and developing strategies to
enhance AI readiness. Here is how the TMO can assess the organization’s AI readiness:

• Evaluating data maturity. Assess the quality, availability, and management of data
within the organization. Determine if the data is sufficient, accurate, and accessible for
AI applications.
• Assessing technical infrastructure. Review the existing IT infrastructure to ensure it
can support AI technologies. This includes evaluating computing power, storage
capabilities, and network infrastructure.
• Identifying skill gaps. Conduct a skills gap analysis to identify the AI-related expertise
and competencies required. Determine the current skill levels of employees and identify
areas where training or hiring is needed.
• Reviewing processes and workflows. Examine current business processes and
workflows to identify areas that can benefit from AI automation and optimization. Ensure
processes are well documented and standardized.
• Evaluating cultural readiness. Assess the organization’s culture and readiness for
change. Determine if there is a willingness to adopt new technologies and if there are
any cultural barriers that need to be addressed.
• Assessing governance and compliance. Review existing governance structures,
policies, and compliance requirements related to AI. Ensure the organization has the
necessary frameworks in place to manage AI ethically and responsibly.
• Conducting a stakeholder analysis. Identify key stakeholders within the organization
and assess their readiness and support for AI initiatives. Engage with stakeholders to
understand their expectations and concerns.
• Developing a readiness roadmap. Based on the assessment, create a roadmap that
outlines the steps needed to enhance AI readiness. This may include investments in
technology, training programs, process improvements, and cultural change initiatives.
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The TMO plays a crucial role in assessing AI readiness by evaluating data maturity,
technical infrastructure, skill gaps, processes, cultural readiness, governance, compliance,
and stakeholder needs and developing a readiness roadmap. By thoroughly assessing
these areas, the TMO ensures the organization is well prepared to successfully adopt and
implement AI technologies.

Managing the Change and Transformation

Processes
The TMO plays a vital role in managing the change and transformation processes required
for the successful organizational adoption of AI. The TMO is a strategic guide and
facilitator, ensuring AI initiatives are smoothly integrated into the organization’s operations
and culture. This involves developing a comprehensive change management strategy that
addresses both the technical and human aspects of AI adoption. The TMO can achieve this
through:

• Communicating with stakeholders. The TMO works closely with stakeholders at all
levels to communicate the vision and benefits of AI, addressing any resistance or
concerns that may arise.
• Mitigating risks. The TMO identifies and mitigates risks associated with AI
implementation, ensuring projects stay on track and deliver the expected outcomes.
• Training the workforce. The TMO focuses on upskilling and reskilling the workforce,
providing training and support to help employees adapt to new AI-driven processes and
tools.

By fostering a culture of innovation and continuous learning, the TMO helps the
organization embrace AI as a catalyst for growth and competitive advantage. Throughout
the transformation journey, the TMO monitors progress, measures success, and makes
data-driven adjustments to ensure the organization realizes the full potential of AI.

Collaborating With Stakeholders

The TMO plays a pivotal role in collaborating with stakeholders to facilitate the
organizational adoption of AI. As a bridge between technical teams and business units, the
TMO engages with stakeholders at all levels to understand their needs, address their
concerns, and align AI initiatives with strategic objectives. Through regular communication
and workshops, the TMO ensures stakeholders are informed about the benefits and
implications of AI, fostering a shared vision and buy-in. It also works closely with
stakeholders to identify and prioritize AI use cases, ensuring projects are relevant and
valuable to the business. By involving stakeholders in decision-making processes and
providing them with the necessary support and training, the TMO helps build a culture of
trust and collaboration. Additionally, the TMO manages stakeholder expectations,
addresses resistance to change, and mitigates risks, ultimately driving successful AI
adoption and transformation across the organization.

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Upskilling and Reskilling the Workforce
In the journey toward AI adoption, one of the most critical tasks for the TMO is reskilling
and upskilling the workforce. This ensures employees are well equipped to work with new
technologies and drives the organization’s AI initiatives forward. Here is how the TMO can
effectively manage this process:

• Conducting skills gap analysis. Identify the current skill levels within the organization
and compare them with the skills required for AI implementation. This helps in
pinpointing areas where training is needed.
• Developing training programs. Design and implement comprehensive training
programs tailored to the specific needs of different departments and roles. These
programs should cover both technical skills and soft skills required for AI adoption.
• Providing continuous learning opportunities. Establish ongoing learning and
development initiatives, such as workshops, webinars, and online courses, to keep
employees updated on the latest AI trends and technologies.
• Creating mentorship programs. Pair employees with AI experts or mentors who can
provide guidance and support as they develop new skills. This fosters a culture of
continuous learning and collaboration.
• Encouraging cross-functional collaboration. Facilitate collaboration among different
departments to share knowledge and best practices related to AI. This helps in breaking
down silos and promoting a unified approach to AI adoption.
• Measuring training effectiveness. Regularly assess the impact of training programs
through feedback, assessments, and performance metrics. This ensures the training is
effective and aligns with the organization’s goals.
• Aligning training with business objectives. Ensure the reskilling and upskilling efforts
are directly linked to the organization’s strategic objectives. This helps in driving
meaningful change and achieving desired outcomes.

The TMO plays a crucial role in reskilling and upskilling the workforce for AI adoption by
conducting skills gap analyses, developing targeted training programs, providing
continuous learning, creating mentorship programs, encouraging collaboration, measuring
training effectiveness, and aligning with business objectives. By focusing on these areas,
the TMO ensures the workforce is well prepared to leverage AI technologies and drive the
organization’s success.

Fostering Cultural Change

The TMO plays a vital role in fostering cultural change within an organization, especially
when driving initiatives like AI adoption. This involves creating an environment that
embraces innovation, continuous learning, and adaptability. Here is how the TMO can
effectively facilitate this cultural shift:

• Communicating a clear vision. Articulate a compelling vision of how AI will benefit the
organization and its employees. This helps align everyone toward a common goal and
understand the purpose behind the change.

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• Engaging employees. Actively involve employees at all levels during the transformation
process. This includes gathering feedback, addressing concerns, and involving them in
decision-making, which fosters a sense of ownership and commitment.
• Promoting cross-functional collaboration. Encourage different departments to
collaborate, share knowledge, and learn from one another. This breaks down silos and
promotes a unified approach to AI adoption.
• Supporting leadership. Assist leaders in modeling the desired behaviors and creating
an environment where experimentation and learning from failure are valued. Leaders
play a critical role in driving cultural change.
• Providing training and development. Offer comprehensive training programs that
focus on technical skills as well as the soft skills needed for AI adoption. This helps
employees feel more confident and capable in their new roles.
• Celebrating successes. Recognize and celebrate achievements and milestones in the
AI journey. This reinforces the positive aspects of the change and motivates employees
to continue embracing new technologies.
• Addressing resistance. Identify and address resistance to change by providing
support, addressing concerns, and demonstrating the benefits of AI adoption. This
helps in overcoming barriers and fostering a more receptive culture.

The TMO fosters cultural change by communicating a clear vision, engaging employees,
promoting collaboration, supporting leadership, providing training, celebrating successes,
and addressing resistance. By focusing on these areas, the TMO creates an environment
conducive to AI adoption and drives the organization toward a future-ready state.

Driving Continuous Improvement in AI

Capabilities
The TMO plays a pivotal role in driving continuous improvement in AI capabilities within an
organization. By fostering a culture of ongoing learning and innovation, the TMO ensures
the organization stays at the forefront of AI technology and advancements. Here is how the
TMO can effectively drive this continuous improvement:

• Establishing a continuous improvement framework. Develop and implement a

structured framework for continuous improvement that includes regular reviews,
feedback loops, and performance metrics specific to AI capabilities.
• Monitoring AI performance. Continuously monitor the performance of AI systems and
processes to identify areas for improvement. Use data analytics to track KPIs and make
data-driven decisions.
• Facilitating knowledge sharing. Encourage cross-functional collaboration and
knowledge sharing among teams. Organize workshops, seminars, and forums where
employees can share insights, good practices, and lessons learned.
• Promoting innovation. Foster a culture of innovation by encouraging experimentation
and piloting new AI technologies. Provide resources and support for innovative projects
that have the potential to enhance AI capabilities.

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• Providing ongoing training. Offer continuous training and development programs to
keep employees up to date with the latest AI trends and technologies. This includes
both technical training and soft skills development.
• Conducting regular audits. Perform regular audits of AI systems to ensure they comply
with regulations and ethical standards. Address any gaps or issues identified during
these audits to maintain high standards of AI performance.
• Engaging with external experts. Collaborate with external experts, consultants, and
industry leaders to gain insights into emerging AI trends and best practices. This
external perspective can provide valuable input for continuous improvement.
• Measuring and reporting progress. Regularly measure and report on the progress of
AI initiatives. Use this data to inform decision-making and demonstrate the value of
continuous improvement efforts to stakeholders.

The TMO drives continuous AI improvement by establishing a framework, monitoring

performance, sharing knowledge, promoting innovation, providing training, conducting
audits, engaging experts, and reporting progress. By focusing on these areas, the TMO
ensures the organization remains agile, innovative, and competitive in the rapidly evolving
field of AI.

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Measuring and Communicating Success

Adopting AI within an organization requires a collaborative effort from the PMO, project
professionals, and the TMO, particularly in measuring and communicating success (see
Figure 11). Each entity plays a distinct yet complementary role in ensuring the AI adoption
process is effectively tracked, evaluated, and communicated.

The PMO is instrumental in establishing the framework for measuring success. It defines
KPIs and metrics that align with the organization’s strategic objectives for AI adoption.
These metrics can include both quantitative measures, such as improvements in
operational efficiency and cost savings, and qualitative measures like enhanced customer
satisfaction and employee engagement. The PMO also ensures these metrics are
consistently tracked and reported, providing a standardized approach to evaluating the
success of AI initiatives across the organization.

Measurement
Framework

Set KPIs

Reporting
PMO
Track KPI Metrics
Project
Professionals Real-Time Data

TMO
Gather Feedback

Communicate Success

Figure 11. The PMO, project professional, and TMO roles in success measurement.

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Project professionals, conversely, are responsible for the day-to-day management and
execution of AI projects. They collect and analyze data related to the defined KPIs, ensuring
projects stay on track and deliver the expected outcomes. Project professionals use
various tools and techniques to monitor progress, identify potential issues, and implement
corrective actions as needed. Their role is crucial in providing real-time insights and
updates to the PMO and TMO, enabling timely decision-making and adjustments.

The TMO focuses on the broader transformation aspects of AI adoption, including cultural
change and stakeholder engagement. It plays a pivotal role in communicating the success
of AI initiatives to the wider organization. The TMO develops communication strategies that
highlight the benefits and achievements of AI projects, using storytelling and case studies
to make the impact more relatable and compelling. It also ensures success stories are
shared across different departments and levels, fostering a sense of collective
achievement and encouraging further adoption of AI technologies.

Additionally, the TMO works closely with the PMO and project professionals to gather
feedback and insights from stakeholders. This feedback is essential for understanding the
true impact of AI adoption and identifying areas for improvement. By integrating this
feedback into the measurement and communication process, the TMO helps to create a
continuous improvement loop that drives ongoing success and innovation.

In summary, the PMO, project professionals, and the TMO collaborate to measure and
communicate the success of organizational AI adoption. The PMO sets the measurement
framework, project professionals execute and monitor AI projects, and the TMO
communicates success stories and gathers stakeholder feedback. This integrated
approach ensures AI adoption is not only successful but also sustainable and aligned with
the organization’s strategic goals.

How to Measure Success

Table 1 below provides a clear overview of how each role can contribute to measuring ROI
on large-scale AI adoption, including their specific responsibilities, the metrics and KPIs
they should focus on, and the tools and techniques they can use.

Table 1. Measuring AI Adoption Success

Tools and
Role Responsibilities Metrics and KPIs
Techniques
PMO Establish a • Operational efficiency • Define KPIs and
framework for improvements metrics
measuring success • Cost savings • Standardized tracking
• Customer satisfaction and reporting
• Employee engagement • Performance
dashboards

Align metrics with • Strategic alignment • Strategic planning

strategic objectives metrics tools
• Benchmarking against • Benchmarking tools
industry standards

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 Table 1. (Continued)

Tools and
Role Responsibilities Metrics and KPIs
Techniques
Ensure consistent • Consistency in data • Data collection tools
tracking and collection • Reporting software
reporting • Regular reporting
cycles

Project Day-to-day • Project milestones • Project management

Professionals management and • Resource utilization software
execution of AI • Issue tracking • Data analytics tools
projects • Risk management • Issue tracking
systems

Collect and analyze • KPI performance • Data collection tools

data related to KPIs • Data accuracy • Analytics software
• Real-time progress • Real-time monitoring
tracking tools

Monitor progress and • Progress against the • Progress tracking

implement corrective implementation plan tools
actions • Corrective action • Corrective action
effectiveness plans

TMO Focus on broader • Cultural change • Communication

transformation metrics strategies
aspects • Stakeholder • Storytelling and case
engagement levels studies
• Communication • Feedback collection
effectiveness tools

Communicate AI • Success story impact • Communication

initiative successes • Awareness and platforms
adoption rates • Success story
templates
• Awareness
campaigns

Gather feedback and • Stakeholder feedback • Feedback collection

insights from • Areas for improvement tools
stakeholders • Continuous • Surveys and
improvement loop interviews
• Continuous
improvement
frameworks

Managing Expectations
Once an organization has implemented its AI system and initiated the measurement and
evaluation process, it is crucial to ensure the AI system adoption is being enabled, not
hindered. According to Robb Wilson, founder, lead designer, and chief technologist at
OneReach.ai, a common mistake organizations make is focusing solely on the cost-cutting
benefits of AI. While this approach may satisfy stakeholders in the short term, it can set
organizations back at a critical juncture, when it is essential to move forward quickly.
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Successfully implementing AI requires organizations to embrace a learning and growth
process. Without a willingness to learn from failures and continuously improve, it is easy to
categorize the AI implementation as a failure or not meeting expectations. The PMO and
project professionals should collaborate with stakeholders to set realistic expectations for
the early stages of AI adoption. These expectations should be focused on enhancing the
organization for both employees and customers. 17 As these goals are achieved, cost
savings and revenue generation will naturally follow.

A real-world example of mistaking AI as a replacement for human workers is call centers

scrambling to replace human agents with rudimentary AI systems, rather than using the
technology to improve the quality of interactions with customers. There are some customer
requests that AI can handle rather nimbly, like providing directions or store hours. There are
other requests that humans are more adept at handling, like security breaches.

Humans can provide an even better experience to a customer in need with AI working as
an ally in the background, providing a synopsis of the customer’s history and suggesting
relevant prompts or actions. 18

Table 2 outlines initial metrics designed to measure the success of AI adoption, focusing
on organizational growth and improvement rather than solely on cost-cutting returns.

Table 2. AI Adoption Metrics

Category Metric Description

AI Utilization AI utilization rate Percentage of processes or tasks that have
integrated AI and the frequency of AI system
usage by employees

Employee Employee Net Promoter Employee satisfaction and likelihood to

Engagement Score (ENPS) recommend AI tools

Change in employee Difference in employee satisfaction scores

satisfaction pre- and post-AI implementation

Training participation Rates of employee participation in AI training

and upskilling programs

Customer Customer satisfaction Customer satisfaction scores for AI-assisted

Experience (CSAT) interactions

Net promoter score Customer loyalty and likelihood to recommend

(NPS) AI-driven services

Customer effort score Ease of AI-driven interactions for customers

(CES)

AI System Accuracy and relevance Accuracy and relevance of AI-generated

Performance outputs (e.g., predictions, recommendations)

Response time and Speed of AI system responses

latency

Uptime and availability AI system reliability and availability

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 Table 2. (Continued)

Category Metric Description

Learning and AI iterations Number of AI iterations and updates based on
Improvement feedback and learning

Error reduction Reduction in AI system errors and failures over

time

Functionality increase Increase in AI system functionality and

capabilities

AI-Human Task completion Percentage of tasks completed with AI

Collaboration assistance

Employee feedback Feedback from employees on AI tools and their

helpfulness

AI-generated insights Number of AI-generated insights used by

employees to enhance customer interactions

Process Time reduction Reduction in time taken for AI-assisted tasks

Efficiency
Throughput increase Increase in throughput or capacity due to AI
adoption

Stakeholder Stakeholder feedback Feedback from stakeholders on AI adoption

Alignment progress

Strategic alignment Alignment of AI project goals with strategic

organizational objectives

Net Promoter®, NPS®, NPS Prism®, and the NPS-related emoticons are registered trademarks of
Bain & Company, Inc., NICE Systems, Inc., and Fred Reichheld. Net Promoter ScoreSM and Net
Promoter SystemSM are service marks of Bain & Company, Inc., NICE Systems, Inc., and Fred
Reichheld.

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Conclusion

The successful adoption of AI within organizations hinges on the collaborative efforts of

the PMO, project professionals, and the TMO. Each plays a distinct yet complementary role
in ensuring AI initiatives are strategically aligned, effectively executed, and sustainably
integrated into the organizational fabric. The PMO provides the necessary governance,
frameworks, and oversight to manage AI projects, ensuring they meet strategic objectives
and deliver measurable value. Project professionals drive the operational aspects,
managing day-to-day activities and ensuring AI solutions are implemented efficiently and
effectively. The TMO, conversely, focuses on the broader transformation agenda, aligning
AI initiatives with enterprise-wide goals and fostering a culture of innovation and
continuous improvement. Together, these roles create a structured and strategic approach
to AI adoption, enabling organizations to harness the full potential of AI technologies and
maintain a competitive edge in the rapidly evolving digital landscape.

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Appendix A: Acceptance Criteria for
AI Implementation

Establishing a set of acceptance criteria and metrics for evaluating the success of AI
implementation is crucial for ensuring the technology meets the organization’s goals and
delivers the expected value. Here is a detailed breakdown of various acceptance criteria:

Performance Metrics
• Accuracy. Measures how often the AI model makes correct predictions or
classifications.
• Precision and recall. Precision measures the proportion of true positive results among
all positive predictions, whereas recall measures the proportion of true positive results
among all actual positives.
• F1 score. This score is a balanced measure of precision and recall, which is useful when
dealing with imbalanced data sets.
• Mean absolute error (MAE) and root mean square error (RMSE). These metrics are
used to evaluate the performance of regression models.

Operational Metrics
• Integration success. Ensure the AI system integrates seamlessly with existing
infrastructure and workflows without causing disruptions.
• System uptime. Measures reliability of the AI system, ensuring it is available and
operational as needed.
• Response time. Evaluates how quickly the AI system can process and deliver results,
which is crucial for real-time applications.

Business Impact Metrics

• ROI. Measures the financial benefits of the AI implementation against the costs.
• Cost savings. Tracks reductions in operational costs due to AI automation.
• Revenue growth. Monitors increases in revenue attributed to AI-driven improvements in
products, services, or processes.
• Customer satisfaction. Uses surveys or feedback to gauge how AI has improved
customer experiences.

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Ethical and Compliance Metrics
• Bias and fairness. Ensure the AI model does not exhibit biased or unfair outcomes,
particularly in sensitive areas like hiring or lending.
• Transparency. Measures the clarity and explainability of AI decisions to stakeholders.
• Compliance. Ensures the AI system adheres to relevant regulations and standards.

User Adoption Metrics

• Training completion rates. Tracks the percentage of employees who have completed
necessary AI training.
• User engagement. Measures how frequently and effectively employees are using the
AI tools.
• Feedback. Collects user feedback to understand the strengths and weaknesses of the
AI system.

Determining Metrics
• Stakeholder input. Engage with key stakeholders including business leaders, IT
professionals, and end users to identify the most relevant metrics.
• Benchmarking. Compare the AI system’s performance against industry standards or
internal benchmarks.
• Pilot testing. Conduct pilot tests to gather initial data and refine the metrics before
full-scale implementation.
• Continuous improvement. Regularly review and update the metrics to ensure they
remain aligned with the organization’s evolving goals and the AI system’s capabilities.

When to Measure
• Pre-implementation. Establish baseline metrics before the AI system is implemented to
provide a point of comparison.
• Post-implementation (initial evaluation). Measure the metrics immediately after the AI
system goes live to assess initial performance and identify any immediate issues.
• Short term (1–3 months). Conduct a follow-up evaluation to gauge the system’s
performance and user adoption in the early stages.
• Midterm (6–12 months). Perform a more comprehensive review to assess the long-
term impact on business operations and financial metrics.
• Periodically (quarterly or annually). Establish a regular schedule for ongoing
monitoring and evaluation to ensure the AI system continues to meet the organization’s
needs and identify areas for improvement.

By setting clear acceptance criteria and metrics and measuring them at appropriate
intervals, project professionals can effectively evaluate the success of AI implementation
and ensure the technology is leveraged to its full potential while addressing any challenges
that arise.

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Appendix B: ROI Calculations

When calculating the ROI for large-scale organizational adoption of AI, it is important to
consider both tangible and intangible factors. ROI calculation methodologies can vary
depending on the scale, scope, and maturity of AI adoption. To accommodate for this,
several approaches can be used to provide a comprehensive view of the financial benefits,
operational improvements, and strategic advantages AI brings.

Financial Impact ROI Methodology

This approach is rooted in the traditional ROI formula, where the benefits derived from AI
adoption (increased revenue, cost savings, efficiency improvements) are measured against
the investment costs (technology costs, integration, training, and maintenance).

Formula:

ROI = Net Benefits/Total Costs × 100

Where:

Net benefits. The financial gains from AI implementation (reduced labor costs,
increased revenue, etc.).

Total costs. The total investment, including hardware, software, infrastructure, and HR
costs.

In this model, AI’s impact on revenue growth and cost reduction is the key focus. For
example, improvements in customer service efficiency or sales revenue due to AI-powered
insights might be quantified. 19

Operational Efficiency ROI

Operational ROI focuses on the benefits of AI adoption in terms of process optimization
and efficiency gains. For example, an organization might track the time saved in manual
tasks, improvements in throughput, or reductions in errors due to AI systems (such as
automation and ML).

Key Metrics
• Time savings in operations
• Reduced error rates
• Increased speed in decision-making
• Automation of routine tasks

This methodology is useful for calculating the ROI when AI is deployed in specific areas like
supply chain management or customer support, where measurable operational
improvements can be directly attributed to AI. 20

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Customer Experience ROI
AI can also generate ROI by enhancing customer experience through personalization,
better recommendations, and improved service delivery. This metric typically focuses on
customer satisfaction, loyalty, retention rates, and customer lifetime value (CLV). Customers
experiencing improvements from AI can lead to increased customer loyalty, higher
retention rates, and stronger brand equity. 21

Formula:

Customer ROI = Increase in CLV/Investment in AI for Customer Experience × 100

Strategic ROI
This method evaluates AI’s role in helping the company achieve strategic objectives
beyond immediate financial metrics. For example, AI may help improve innovation, give the
company a competitive edge, or enable new business models that generate long-term
value. Strategic ROI often looks at market position, brand value, and market share. 22

KPIs
• Market share growth
• Brand perception
• Long-term strategic value creation

Risk Mitigation ROI

AI adoption often involves reducing risks through enhanced predictive analytics and
decision-making support such as fraud detection systems, cybersecurity, and predictive
maintenance. This ROI model assesses how AI reduces the cost of potential risks, like
fraud, system downtimes, or legal and compliance issues. 23

Key Metrics
• Risk-related cost reductions
• Improvements in compliance and regulatory adherence
• Prevention of potential fraud or cyberattacks

Total Cost of Ownership Model

While not always classified as a pure ROI model, the total cost of ownership (TCO) model is
essential when evaluating AI adoption at scale. The TCO model includes not just up-front
costs but ongoing costs of maintaining AI solutions such as cloud storage, model
retraining, and HR. It can be useful in long-term planning for large organizations. 24

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Formula:

TCO = (Up-front Costs + Ongoing Costs) − Operational Savings

This model can be used to estimate the long-term financial sustainability of AI investments.

Employee Productivity ROI

AI can improve employee productivity by automating repetitive tasks, assisting in decision-
making, and providing data-driven insights. Productivity ROI calculates the gains in
employee efficiency, often through the reduction of time spent on manual tasks.

Key Metrics
• Time saved per employee per task
• Improved employee satisfaction and engagement
• Enhanced decision-making capabilities

This is particularly relevant when AI is introduced to departments such as HR, IT, or finance.

There is no one-size-fits-all ROI model for AI adoption, especially at the scale of large
organizations. A combination of these methodologies, tailored to the specific use cases,
will yield the most accurate and insightful ROI calculation. In practice, organizations often
need to use a hybrid approach that blends financial impact, operational efficiency, strategic
alignment, and risk mitigation to measure the full value of AI investments.

By employing these methodologies, project professionals and AI adoption experts can

provide a detailed, multidimensional assessment of AI’s value to an organization, helping to
make informed decisions and justify the investment.

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Appendix C: Change Management Plan for
Organizational Adoption of AI

Implementing AI in an organization requires a well-structured change management plan to

ensure smooth adoption and maximize benefits. Here is a detailed outline of a change
management plan:

Assessment and Planning

• Current state analysis. Evaluate the organization’s current processes, tools, and culture
to identify areas where AI can add value and potential resistance points.
• Stakeholder engagement. Identify key stakeholders, including executives, department
heads, and end users, and gather their input to understand their concerns and
expectations.
• Vision and objectives. Define a clear vision for AI adoption and set specific,
measurable, achievable, relevant, and time-bound (SMART) objectives.
• Risk assessment. Identify potential risks and challenges, such as data privacy
concerns, integration issues, and resistance to change, and develop mitigation
strategies.

Communication and Education

• Change management communication plan. Develop a comprehensive change
management communication plan to inform all stakeholders about the AI initiative, its
benefits, and the expected changes.
• Training and development. Provide training sessions and development programs to
help employees understand AI concepts, tools, and their roles in the new processes.
• Pilot program. Implement a pilot program to demonstrate the benefits of AI and gather
feedback from a small group of users. Use this feedback to refine the AI tools and
processes.

Implementation and Support

• Phased rollout. Implement the AI tools in phases to manage the transition and allow for
incremental improvements.
• Technical support. Ensure there is adequate technical support available to address any
issues that arise during the implementation and assist users in adapting to the new
tools.
• Change agents. Appoint change agents or champions within each department to lead
the adoption efforts and provide ongoing support and motivation to their teams.

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Monitoring and Evaluation
• Performance metrics. Establish KPIs to measure the success of AI adoption such as
accuracy, efficiency, and user satisfaction.
• Regular reviews. Conduct regular reviews and audits to assess performance of the AI
tools and the effectiveness of the change management communication plan.
• Feedback loops. Create feedback loops to continuously gather input from users and
stakeholders and use this feedback to make necessary adjustments.

Sustainability and Continuous Improvement

• Ongoing training. Provide ongoing training and development opportunities to keep
employees updated on the latest AI advancements and good practices.
• Cultural shift. Foster a culture of innovation and continuous learning to encourage
employees to embrace AI and other new technologies.
• Scalability. Plan for the scalability of AI tools to ensure they can grow with the
organization and support future initiatives.
• Post-implementation support. Continue to offer support and resources to help
employees and departments fully integrate AI into their workflows and realize its long-
term benefits.

By following this change management communication plan, project managers can

effectively guide their organizations through the AI adoption process, ensuring the
technology is embraced, integrated, and leveraged to drive meaningful improvements and
innovation.

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Appendix D: Auditing Frameworks

To audit enterprise systems and assess their capabilities, data flows, and integration
points, several well-established frameworks can be employed. These frameworks help
organizations evaluate how their systems interact, identify inefficiencies or gaps in
processes, and ensure data integrity and security are maintained. Here are some
commonly used audit frameworks, each with a specific focus:

COBIT (Control Objectives for Information

and Related Technologies)
COBIT is a comprehensive framework for IT management and governance. It provides an
audit framework to assess the effectiveness of IT governance and management practices.
The framework emphasizes control objectives, risk management, and alignment with
business goals. COBIT helps enterprises examine their IT systems’ capabilities, data flows,
and integration points by assessing the controls and processes within their IT
environment. 25

• Key focus. IT governance, compliance, risk management, and performance

optimization
• Application. Can be used to evaluate enterprise IT systems, understand their
interconnections, and ensure alignment with business objectives

ITIL (Information Technology Infrastructure

Library)
ITIL focuses on IT service management and best practices to deliver high-quality services.
It is widely used to ensure IT systems are managed effectively and efficiently. ITIL can help
audit enterprise systems by evaluating the flow of data across services, assessing
integration points, and identifying areas for improvement in service delivery.26

• Key focus. Service management, operational processes, and continual improvement

• Application. Used to assess how IT services are designed, transitioned, and operated,
along with their impact on data flows and integration

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TOGAF (The Open Group Architecture
Framework)
TOGAF is an enterprise architecture methodology that provides a structured approach to
design, plan, implement, and govern an enterprise’s IT architecture. It is widely used for
auditing the architecture of enterprise systems to understand their capabilities, integration
points, and data flows. TOGAF’s Architecture Development Method (ADM) ensures audits
assess the alignment of IT systems with business objectives, the efficiency of data
management, and system interoperability.27

• Key focus. Enterprise architecture, system integration, and business-IT alignment

• Application. Helps to evaluate how well the enterprise’s IT systems are integrated and
whether they meet business requirements

NIST Cybersecurity Framework

The National Institute of Standards and Technology (NIST) Cybersecurity Framework offers
a structured way to evaluate and manage cybersecurity risks within an organization. It is
useful for auditing data flows and integration points to ensure cybersecurity controls are in
place and the systems are secure from potential vulnerabilities, especially during data
exchanges among systems.28

• Key focus. Risk management, cybersecurity, and data protection

• Application. Can be applied to audit enterprise systems for cybersecurity, assessing
integration points and ensuring data protection standards are met

ISO 27001
ISO 27001 is a global standard for information security management systems (ISMS). It
outlines best practices for establishing, implementing, and maintaining a security
framework that protects an organization’s information. For enterprises, it helps audit data
flows, integration points, and the overall security posture of IT systems.29

• Key focus. Information security, risk management, and data protection

• Application. Widely used to audit the security aspects of data flows and integration
within an enterprise, ensuring compliance with security policies

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Zachman Framework
The Zachman Framework is an enterprise architecture framework that provides a
structured approach to organizing and analyzing an organization’s IT systems. It is used to
identify and map the capabilities of various systems, data flows, and integration points
through different perspectives and dimensions. The framework helps in performing
comprehensive audits to ensure alignment between technology and business
requirements.30

• Key focus. Enterprise architecture, data modeling, and business alignment

• Application. Useful for auditing and mapping out the various components and
integration points of enterprise systems

GDPR and Data Privacy Frameworks

For organizations in regions with strict data protection regulations (such as GDPR in
Europe), compliance frameworks are critical in auditing the data flows, security, and
integration points of enterprise systems. These frameworks help organizations ensure that
data-handling processes align with legal standards and regulations, identifying areas
where sensitive data could be exposed or mismanaged.31

• Key focus. Data privacy, compliance, and legal requirements

• Application. Helps to assess data protection measures and identify any vulnerabilities
in data integration and processing practices

Using a combination of the above frameworks can provide a holistic view of the enterprise
systems in place, allowing organizations to audit their capabilities, data flows, and
integration points effectively. The choice of frameworks will depend on the organization’s
specific needs, whether focusing on IT governance (COBIT), service management (ITIL),
enterprise architecture (TOGAF, Zachman), or cybersecurity and data protection (NIST, ISO
27001).

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Contributors and Reviewers

Project Management Institute extends sincere appreciation to those who made this guide
possible.

Contributors and Reviewers

Michael Botyarov, PhD, PMP
Edivandro Carlos Conforto, PhD
Dave Garrett, Senior Advisor, PMI
Ruchi Gupta, PMI-ACP, PMI-RMP, PMP
Mateusz Jasny, MBA, CISSP, PMP
Le Khac Nhien An, PhD, DBA, PMP
Lenka Pincot, PMI-ACP, PMI-PBA, PMP
Karthick Nivas Ramdoss, MBA, CPMAI, PMP
Ron Schmelzer, MBA, CPMAI, CAPM
Mithun A. Sridharan, MBA, MSc
Stephen D. Wise, PMI-ACP, PMP
Kathleen Walch, CPMAI

PMI Publications Team

Linda R. Garber
Julie Hardison, MBA, PMP
Kelly Heuer, PhD, CAPM
Kim Shinners
Steve Suranie

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