AI – OPTIMISING BUSINESS PROCESSES
Discussion Points ▪ John demonstrated a simple AI application built in-house for under $1,000 that generates meeting minutes from transcripts ▪ The team discussed using AI to draft media responses by loading previous media logs as context ▪ Participants explored the technical aspects of AI implementation including: • System prompts and instructions • Temperature and top P settings (randomness factors) • Vector stores for providing context • Azure OpenAI service configuration ▪ Data sovereignty concerns were raised regarding where transcription occurs and how data is stored ▪ The group discussed potential issues with AI-generated content including: • Inconsistent outputs when using the same input • Potential for perpetuating past approaches rather than supporting new directions • Challenges with mathematical calculations and numerical data • Limitations in accessing complete meeting transcripts Key Actions ▪ The team plans to open-source the code for their AI application to allow other organisations to implement similar solutions ▪ The media team will incorporate parliamentary questions (OPQs and WPQs) into their AI system to enhance media responses ▪ The organisation will continue evaluating the balance between building custom AI solutions versus using commercial products like Microsoft Copilot Additional Notes ▪ The cost comparison showed significant savings: custom solution costs approximately 10 cents per use versus $50 per month per user for Copilot ▪ Participants noted that even with imperfect transcription, AI can sometimes produce coherent meeting minutes ▪ The group discussed ethical considerations around recording meetings and potential changes in behaviour when people know they're being recorded ▪ Several participants shared concerns about the Public Records Act implications and whether transcripts would be discoverable under the Official Information Act ▪ The discussion highlighted that AI implementation requires careful consideration of governance, data quality, and organisational culture - even for seemingly simple applications like meeting minutes
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