AI Governance Framework Template for Project Teams
A lightweight AI governance framework template for project teams. Covers tool approval, data handling rules, output review standards, escalation paths, and accountability. Completable in an afternoon.
AI Governance Framework Template for Project Teams
“Build an AI governance framework” sounds like a six-month program. For most teams, it’s five decisions documented in one afternoon.
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AI Governance Framework Template for Project Teams
The AI Governance Framework Template for Project Teams is a lightweight, PM-owned framework that defines how your project team handles AI tool approval, data handling, output review, escalation, and accountability. Most AI governance frameworks are written for enterprise legal and compliance teams. This template is written for project managers: five sections, completable in an afternoon, no legal expertise required.
When leadership or legal asks for an AI governance framework, they usually want one thing: written evidence that someone has thought through how AI is being used, who is responsible for it, and what happens if something goes wrong. For most project teams, that means documented answers to five questions.
This template provides the structure to fill in those answers. It is not a 40-page policy document. It is a working structure your team can complete in an afternoon and review quarterly.
AI Governance Framework — Section Structure and Examples
Five questions. Five sections. One document your team can fill in and reference.
List every AI tool the team uses. Specify approved use cases — “general use” is not a governance answer.
| AI Tool | Approved Use | Approved Users | Not Approved For | Approved By |
|---|---|---|---|---|
| [Tool name] | Drafting internal summaries (not client-facing) | PM team | Client deliverables, financial analysis | [Name, role] |
Default to “No” for any data with privacy, compliance, or confidentiality implications until explicitly reviewed.
| Data Type | Allowed in AI Tools? | Conditions | Owner |
|---|---|---|---|
| Customer PII | No | — | PM |
| Internal project docs | Yes | No client names | PM |
| Financial data | No | — | Finance Lead |
Any AI output that reaches a customer, influences a decision, or has compliance or financial impact requires a defined review standard.
| AI Output Type | Human Review? | Standard | Reviewer |
|---|---|---|---|
| Customer-facing comms | Yes — always | PM sign-off before send | PM |
| Internal analysis | Yes — spot check | Weekly sample review | Team Lead |
| Code suggestions | Yes — always | Engineer review before commit | Eng Lead |
Section 4: Escalation & Accountability · Section 5: Change & Audit Log — plus editable versions of all five sections — in the download below.
Download the Complete Governance Framework Template
Sections 4 (Escalation and Accountability) and 5 (Change and Audit Log) — plus fully editable versions of all five sections with guidance notes — are 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 5 Governance Documents Every PM Needs
The five-decision structure in this template is drawn from Authorizing the Machine — a practical guide to AI accountability for project managers. Coming soon.
- Project managers running AI-assisted delivery who need documented governance for stakeholder review
- Project teams adopting AI tools without formal enterprise AI policy in place
- PMOs establishing a lightweight AI governance standard across multiple projects
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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