5 First Steps for Local Governments to Adopt Genai Responsibly at Organizational Level

The views expressed are those of the author and do not necessarily reflect the views of ASPA as an organization.

By Thuong “Annie” Bui
October 4, 2024

Generative AI (GenAI) is gradually unlocking new possibilities in innovation, transforming how technology can be leveraged for the greater good. However, at the recent State of GovTech Conference, several leaders shared with me their ongoing struggles with integrating GenAI into their organizations. Some cities remain uncertain about the technology, and a few have even banned its use due to security concerns. This theme was echoed at the 2024 ICMA Annual Conference, where I found that many government agencies have not fully assessed their readiness or are simply unprepared to adopt this transformative technology.

In my previous articles, we explored two layers of GenAI utilization, starting with individual and team-level approaches, with a focus on Large Language Models (LLMs). At the individual level, I introduced a “secret” recipe for effective GenAI integration into daily tasks: Data Quality, Prompt Engineering, and Human Touch. At the team level, I emphasized the value of collaboration for sharing knowledge and driving innovation across government agencies.

This article completes the framework by focusing on the organizational level. Here, we outline five key steps for local governments to successfully integrate GenAI into their operations.

1. Know where you are: Evaluate Readiness for GenAI

Before implementing GenAI, it’s crucial for an organization, regardless of size, to assess its readiness. Given the high level of accountability in the public sector, this step is essential to ensure responsible and effective integration. Larger organizations may require a comprehensive evaluation, while smaller ones might opt for a quicker assessment to identify gaps in IT infrastructure, cybersecurity management, workforce capabilities and data governance. This process should also include recognizing existing use cases within operations. While this may seem like a step backward, it offers a big-picture perspective that helps create a clear roadmap for the next phase.

2. Building the clear Road map for your own organization

Once readiness has been evaluated, the next step is to develop a clear, measurable strategy that aligns with your organization’s needs and values. For instance, if your organization values transparency and accountability, prioritize policy development and ethical standards. If community engagement is a key value, consider incorporating residents’ opinions into the GenAI implementation journey to maintain public trust.

One of the key challenges facing many organizations today is that few fully account for the potential impact of ongoing advancements in AI in their strategic planning. A well-defined strategy should provide both short-term focus and a long-term plan to adapt to the rapid pace of AI.

3. Build Capacity through Continuous Workforce

Workforce preparedness is another critical factor for successful GenAI adoption. This phase starts with self-education among top leadership, followed by developing comprehensive training programs for staff across departments. These programs should cover various aspects of GenAI, including from prompt engineering to ethical considerations.

Creating an environment that encourages continuous learning and innovation is equally important. Local governments should promote a culture that supports experimentation with GenAI. Enabling an innovative mindset within the workforce enhances technical skills and fosters a proactive approach to problem-solving using GenAI.

4. Prioritize Data Governance and Ethical Frameworks

Data governance is the backbone of any successful AI initiative, especially for GenAI. Whether dealing with closed or open AI models, robust data governance practices are essential. This involves developing a framework that guides data management, from collection to storage and sharing, ensuring that the data used for AI is free from biases, reliable, high-quality, consistent, complete and up to date.

In addition, GenAI can generate content that influences public opinion and decision-making, making it vital for local governments to establish strong ethical frameworks. These frameworks should address GenAI-specific risks such as misinformation, deepfakes and biased or harmful content. An ethical framework provides guidelines for responsible GenAI use, ensuring transparency, accountability and fairness.

5. Start Small: Pilot GenAI Projects

Starting with small-scale pilot projects is an effective way to demonstrate the value of GenAI and refine approaches. This can be achieved through innovation sandboxes, where new AI tools are tested in low-risk scenarios and refined in a controlled environment. Successful pilots can then be scaled to tackle higher-risk tasks, but always with robust evaluation processes and feedback loops to monitor impact and effectiveness.

Community engagement and transparency are also essential for successful GenAI implementation. Local governments can benefit from involving community members in GenAI initiatives through public consultations, surveys and focus groups. This engagement helps gather feedback, build trust and ensure that AI-generated content aligns with community needs and expectations.

Conclusion

By following these five steps, local governments can complete the three-layer framework for GenAI integration. Combining this roadmap with the efforts at the individual and team level offers a robust strategy for staying proactive in the age of AI.

This framework provide a practical approach for local governments to embrace GenAI, boost productivity, enhance service delivery and drive positive outcomes for their communities. There is no need to fear AI when you have a plan: Start your journey today!

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Author: Annie Bui is a Doctoral Candidate in Public Administration major, where her research focus on the integration of GenAI in Local Governments. She is the current President of Student Public Administration Association (SPAA) at University of La Verne. At the same time, she works for Small Business Development Center (SBDC), a non-profit organization funded by Small Business Administration, provides zero cost one-on-one consulting services to entrepreneurs for their new and existing businesses. As both a researcher and a practitioner, she committed not just to discussing theories but to actively seeking comprehensive resources that enhance our understanding of how to leverage this technology effectively in the public sector – a sector traditionally slower to adopt technology than the private sector. Her aim is to explore practical solutions that help public leaders to catch up with this fast-changing technology by being ready and proactive in adopting it. Her monthly article series will cover various topics related to GenAI in the current local government settings. Each article is designed to give government agencies the essential knowledge and tools to prepare for an effective and responsible GenAI adoption.

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