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Design Document
YID Portfolio Challenge #16
Bigfoot Strategy Group - Artificial Intelligence Training
Executive Summary
Bigfoot Strategy Group employees use AI to automate tasks and increase their efficiency. The business is concerned that confidential client information could be inadvertently shared by employees on these platforms, violating their contract and leaving the business at risk to lawsuits. As a result, a solution is required to mitigate these risks and help give employees strategies and best practices.
Project Success Statement
Through the delivery of a data privacy simulation, employee data sharing behaviours will be able to be assessed and problems/potential breaches identified. A follow up simulation will be conducted to measure change/improvement.
This training will help assist with behaviour change so employees can use data with AI correctly and securely.
Findings & Recommendations

Training Goals
  • Deliver practical strategies and best practices for employees to use when engaging with AI tools at work
  • Ensure employees avoid mishandling clients’ confidential data to prevent any inadvertent data leaks or security issues
  • Ensure staff use AI ethically by adhering to the AI ethics guidelines

Organization Goals
  • To increase clients’ climate positive footprints and create more sustainable businesses for the future
  • To increase efficiency by using artificial intelligence (AI) to automate staff analytics processes, allowing them to work with 30% more clients in 2024
  • To ensure employees use AI securely to avoid divulging confidential client information and lawsuits

Learner Goals
  • Use better processes to work more efficiently
  • Opportunities to foster curiosity and ongoing learning
  • Automate processes with data securely

Learner Population
  • 150 employees - Research staff from interdisciplinary fields
  • Combination of remote and hybrid

Pedagogical Strategies
  • Prior Knowledge Assessment (via data privacy simulation)
  • Instructor-led training (via expert CEO/session)
  • Social learning (via Slack channel)
  • Just-in-Time Learning (via FAQ page)
  • Spaced Repetition (via video emails)

Medium
To be used:
  • LMS: deliver and track data privacy simulation
  • Slack channel: online discussions channel
  • Email software: email series
  • Video software: video series for emails
  • Intranet/Slack: FAQ page
Considerations
  • Time frame: 2 months
  • Budget: $200,000
  • Multipart training series
  • Is appropriately designed to appeal to busy experts - practical, hands-on, and relevant
  • Content needs to be easy to update
  • Can be accessed by remote and hybrid workers
Recommended Solution
Onboarding Solution Journey

1

Data privacy simulation #1
Similar to an email Phishing exercise, this would be a simulation delivered to all staff, where they would need to input information. Anything sensitive would be flagged. This would give a baseline measurement of how many are sharing sensitive information without realising.

2

Expert/CEO session
To start the discussion about data privacy, a presentation from and expert and CEO to convey the importance of not using sensitive data using AI. This would be an office presentation with remote workers required to attend on zoom.

3

Video emails
Over the course of the first month, a series of video emails will be sent including case studies where data breaches have occurred and links to where you can access the FAQ intranet page.

4

Slack channel discussion
Data privacy needs to be taken seriously as a company wide concern so having an area where employees can discuss and ask questions to help embed the change.

5

FAQ page
An area on the intranet or Slack channel that allows people to access as a reference.

6

Data privacy simulation #2
This would be a followup simulation to measure improvement and reduction of sensitive information used. This would be continued to be delivered at sporadic times within the year to ensure people are still using information correctly.
Analytics Tracking
Data privacy simulation 1 & 2
  • Number of people using data correctly
  • Change in improvement after learning interventions
Expert/CEO session
  • Number of attendees
  • Questions asked
Video emails
  • Email opens
  • Number of video plays
  • Number of click throughs to FAQ page
FAQ page
  • Number of page click throughs - highest viewed questions
Data privacy simulation
Solution Rationale
It's important to get an initial benchmark of employees data use to understand how many are sharing data correctly and how many aren't. Using a simulation could allow users to show their current process and identify any areas where it's been used incorrectly. It can then be carried out after employees have completed the other training interventions in order to measure the difference/improvement.
Expert/CEO session
Solution Rationale
The threat of a breach and lawsuits to the company is a very serious concern. All employees need to be aware of the consequences and steps they can take to help mitigate these risks. So to help foster behaviour change and bring awareness to the issue, there could be an initial session with an AI expert with an introduction from the CEO.
The CEO could outline the current risks to the business, what has happened with competitors/others in the industry and how everyone plays a part in helping to avoid these breaches.
The AI expert could then highlight some current breach examples and how to rectify them. They could then talk about the continuation of support after the session including video emails, Slack discussion, data privacy exercise and FAQ page.
Video emails
Solution Rationale
The employees are self starter learners and have minimal time, so providing a series of emails with 1-2 minute videos, allows them to be informed in a quick, bite sized way.
Each video would talk about a different process/tip about using data securely. The body of the email would have direct links to the Slack platform and FAQ page for quick access.
FAQ page
Solution Rationale
Employees are self starter learners so having a series of FAQs in a central location allows them to access answers when they need it and ensures a consistent process is being followed.
The page could be housed on their intranet or standalone and could be continued to be populated from questions posted in Slack.
Further Recommendations
Due to the high stakes nature of this process to the business, these are some recommendations to partner with training (if they aren't already in place).
Dedicated resource
Have a help chat that is monitored by an expert where employees can check their data before using it in AI.
Prompt checker API
Use an API prompt checker/tracker so all employee prompts are captured and can be audited.
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