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AI Decision Log Template for Project Managers

A structured AI decision log template for project managers. Records who approved each AI system decision, what evidence they had, and what alternatives were considered. The document that protects you when an auditor asks.

AI Governance for Project Managers

AI Decision Log Template for Project Managers

“Who approved this?” is the question no one can answer when an AI system causes a problem. This template ensures you can.

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Free PDF  ·  Built for PMs and PMO leaders responsible for AI-enabled work

For project managersFor PMO leadersFor inherited AI systemsFor audit readiness
AI Decision Log — Entry Structure5-field format
DL-001
Approved vendor AI tool for customer-facing summaries
Evidence: Vendor security review, DPA reviewed by legal
Approved: PM + Legal
DL-002
Selected GPT-4o for internal document summarization
Evidence: Cost benchmarking, capability test on 50 docs
Approved: Eng Lead + PM
DL-003 · Policy
PM review required before any AI output sent to customers
Evidence: Post-incident review, customer complaint on file
Approved: PM — standing policy
Each entry: Decision · Evidence · Alternatives rejected · Approver · Owner
What This Helps You Do
Answer ‘who approved this?’ in under a minute
Every significant decision has a named approver and the evidence it was based on.
Build a defensible audit trail
Five fields that satisfy what auditors, regulators, and legal teams ask for.
Capture the reasoning, not just the outcome
Alternatives considered and why they were rejected — so ‘why not X?’ has an answer.
Create standing policies with evidence
Ongoing decisions documented as named policies with rationale and approver on record.
Direct Answer

AI Decision Log Template for Project Managers

The AI Decision Log Template for Project Managers is a structured log that records every significant AI-related decision made on a project: who approved it, what evidence was available, and what alternatives were considered. AI projects generate high-stakes decisions — tool selection, output acceptance, risk overrides — that are rarely documented. This log is the document that protects project managers when an auditor, executive, or client asks: “Who decided to use AI here, and why?”

Meeting notes capture what was discussed. A decision log captures five things: what was decided (not what was discussed), who made the decision (named, not “the team”), what evidence the decision was based on, what alternatives were considered and why they were rejected, and who approved. Those five elements are what an auditor or regulator asks for — and meeting notes almost never contain all of them.

The decision log is not the same as a risk register. The risk register tracks what could go wrong. The decision log records what was decided and why — including decisions about risks. Both are needed. Most PM teams have neither.

Write an entry for any decision with compliance, financial, or customer impact; any vendor or tool commitment; any accountability transfer; and any standing policy the team follows.

Template Preview — 3 Example Entries

AI Decision Log — Structure and Examples

Each entry records what was decided, what evidence it was based on, what alternatives were rejected, and who approved. Five fields. Written at the time of the decision.

Entry DL-001
Approved use of [vendor AI tool] for drafting customer-facing summaries
Evidence: vendor security review, DPA reviewed by legalRejected: build in-house (cost), alternative vendor (no DPA)Approved by: PM + LegalOwner: PM
Entry DL-002
Selected GPT-4o as base model for internal document summarization
Evidence: cost benchmarking, capability testing on 50 internal docs, data handling terms confirmedRejected: Claude 3 Sonnet (higher cost at volume), internal model (insufficient capability)Approved by: Eng Lead + PMOwner: Eng Lead
Entry DL-003 — Standing Policy
All AI-generated customer communications require PM review before send
Evidence: post-incident review — draft sent without review caused customer complaintRejected: no review (unacceptable risk), automated check only (insufficient for customer context)Approved by: PMOwner: PM — standing until changed
Gated content

Editable template with column definitions, entry thresholds, and quarterly review checklist — in the download below.

Download the AI Decision Log Template

The editable template — with all five decision fields, entry guidance, example entries across all decision categories, and a quarterly review checklist — is in the AI Governance Starter Kit.

  • AI Governance Checklist — 25 items across 5 sections
  • AI Risk Register Template — 5 AI-specific risk categories
  • AI Decision Log Template — 5-field entry structure
  • AI Governance Framework Template — 5-section policy structure
  • AI Risk Assessment Checklist — 20 items, 4 categories

Download the AI Governance Starter Kit — Free

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The decision-logging framework described here is a core component of Authorizing the Machine — a practical guide to AI accountability for project managers. Coming soon.

Who Should Use This Log
  • Project managers who need to demonstrate AI governance accountability to sponsors or PMOs
  • Teams subject to audit, regulatory review, or contractual AI governance requirements
  • PMs who want to protect themselves when an AI-assisted decision is later questioned

Start with the AI Governance Starter Kit

Five templates. One download. Free for PMs and PMO leaders responsible for AI-enabled work.

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