Experimental room AI
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AI pioneers
At the administration's AI FrAI Days, pilot groups of employees are given the opportunity to use AI tools in their day-to-day tasks. They learn about the benefits of automation and digitalization and experience how AI can make their work processes easier. Fears and reservations are overcome through practical application.
Image: AI photo created with FreepikAI pioneers - A process model for the introduction of artificial intelligence in administration
The introduction of artificial intelligence (AI) in administration represents a major challenge, but also holds enormous potential for increasing efficiency and optimizing processes. The "AI Pioneers" process model from the University of Kassel describes a systematic approach with which administrations can approach the topic of AI and successfully integrate it into their work processes. With this AI approach, the University of Kassel is continuing the strategy of administrative simplification - "simplify and omit" - that it has been pursuing since 2023 in order to reduce the workload for science and administration.
Success factors for administrative simplification
A key aspect for the successful introduction of AI in the administration is changing the way people work and empowering them to use new technologies. The slogan "From sprint to spirit" makes it clear that not only short-term experiments with AI are necessary, but that a long-term anchoring and cultural transformation must take place.
The introduction of AI requires the development of skills and a high capacity for change among employees. AI tools such as ChatGPT, Perplexity and Copilot can help to optimize processes, but their meaningful use requires a certain willingness to learn and support.
Challenges in the introduction of AI
In addition to technical implementation, legal and ethical aspects are particularly important. The solutions must be data protection compliant, especially with regard to the General Data Protection Regulation (GDPR). Responsible handling of sensitive administrative data is essential in order to avoid misuse and data leaks. AI strategies must also be aligned with the provisions of the European AI Act.
Pilot groups as a practical approach
A central element of the "AI pioneers" model is the use of explorative pilot groups. These groups are made up of administrative employees who test AI tools in their day-to-day work and evaluate their applicability. The pilot groups are organized and supported by the Department of Human Resources and Organizational Development.
The aim is to identify and test specific use cases in order to find out in which areas AI can deliver real added value. The employees who act as "pioneers" act as multipliers and pass on their experiences to their departments and staff units.
Expectations and long-term effects
The work of the pilot groups has several positive effects:
- Skills building: Participants develop practical skills in using AI tools and can evaluate their benefits for their daily work.
- Learning organization: Targeted training and implementation measures are derived on the basis of the experience gained. Topic-specific pilot projects are to follow in the future.
- Strategic AI integration: The findings gathered will serve as the basis for university-wide measures to implement AI. This includes the development of tailored tools, licensing strategies and data protection solutions.
The "AI pioneers" show that the introduction of AI in administration is not only a technical challenge, but above all requires a cultural change. Through practical testing and close support for employees, the sustainable integration of AI into administrative processes can succeed.