+32 474 98 30 05kris@factter.be
Factter

Case Study

EAI-Enabled Transmission Reports – Strategic Implementation & Governance

To design and structurally embed an AI-supported system for generating legally robust transmission reports, improving quality, reducing procedural errors, and enabling scalable AI adoption within the organization.

Client

Flemish Public Employment Service

Situation

The GenAI Impact Factory initiated an experiment to support the drafting of transmission reports — legally substantiated case files with required evidence attachments.

The objective was to:

  • Reduce procedural errors
  • Improve dossier completeness before submission
  • Prevent inadmissible cases
  • Increase legal quality assurance
  • Support mediators in preparing compliant documentation

The AI tool was designed to:

  • Interpret guidelines
  • Check dossier preparation
  • Identify missing elements
  • Suggest improvements
  • Strengthen legal robustness prior to submission

While the working group progressed well on operational content, it became clear that:

  • The initiative risked remaining purely experimental
  • Strategic governance structures were insufficiently defined
  • Long-term scalability was not yet structurally embedded
  • AI adoption (Gemini) was not yet anchored in the organization
  • Implementation, training and communication lacked a formal framework

There was a clear need to elevate the experiment from operational pilot to strategic transformation building block.

Assignment

Lead the strategic structuring and implementation of the GenAI experiment “AI-supported transmission reports”, ensuring that the initiative:

  • Moves beyond operational experimentation
  • Is embedded within a sustainable governance and process framework
  • Aligns with long-term organizational strategy
  • Establishes foundations for future AI-driven workflow automation

The project focused on transforming an innovative experiment into a structurally anchored capability within the organization

AI Generated Transmission Reports

#GenerativeAI #LegalInnovation #ProcessOptimization #PublicSectorAI #DigitalTransformation #AIAdoption #GovernanceByDesign #ChangeManagement

Details

Challenge

Key Objectives

1- Strategic Framing

  • Define long-term vision and growth trajectory
  • Develop a structured framework (growth document)
  • Ensure alignment with broader AI and digital strategy

2- Governance & Process Foundations

  • Design overarching process architecture
  • Clarify roles and responsibilities
  • Prevent fragmentation of AI initiatives
  • Define scalable governance principles

3- Quality & Legal Assurance

  • Reduce inadmissible dossiers
  • Increase procedural accuracy
  • Strengthen pre-submission validation
  • Improve consistency in reporting standards

4- Implementation & Adoption

  • Integrate training pathways
  • Anchor Gemini within organizational context
  • Develop communication framework (e.g. intranet structure)
  • Create internal alignment across stakeholders

5- Strategic Alignment

  • Validate alignment with existing vision and objectives
  • Ensure AI initiative contributes to structural modernization

Results, delivered:

Strategic Blueprint

  • Clear positioning of the experiment within broader transformation agenda
  • Structured growth framework for phased rollout
  • Defined future-proof governance structure

Process Architecture

  • Overarching process model for AI-supported report generation
  • Defined checkpoints and quality validation stages
  • Alignment with legal and procedural standards

Implementation Framework

  • Structured adoption roadmap
  • Integration of AI literacy and training components
  • Communication backbone for internal visibility

Governance Anchoring

  • Defined decision-making layers
  • Clear ownership and accountability
  • Scalable model for future AI experiments

Organizational Readiness

  • Elevated initiative from experiment to strategic capability
  • Created foundations for further AI-enabled workflow automation

Our involvement:

As Project Manager, I was responsible for:

  • Structuring the project beyond operational experimentation
  • Translating innovation into strategic and tactical decision frameworks
  • Designing governance and process foundations
  • Aligning stakeholders across working group and broader organization
  • Guarding long-term vision and scalability
  • Embedding AI adoption structurally (not incidentally)
  • Ensuring alignment between AI experimentation and organizational strategy

My role focused on ensuring that innovation did not remain isolated, but became embedded, sustainable and scalable.

Total Mandays

(Project- & Change Management)

50

Get In Touch

kris@factter.be