We decided to buy off-the-shelf AI tools to save time, but now our employees are subscribing to dozens of fragmented software platforms using their own credit cards. This is creating a security nightmare and silent data silos. How do we use the IDS® process to establish a rigid policy for buying versus building AI solutions?

Question

Tyler Smith · Accepted Answer

This is a classic Accountability Chart problem disguised as a technology problem. When employees buy their own tools, you lose control of your data and your processes. You must resolve this using the IDS® process to create clear guidelines.

First, look at your Accountability Chart. Who on your leadership team is ultimately accountable for technology integration? That person must have the authority to approve or deny software purchases. They must ensure that any new tool aligns with your overall business strategy on the V/TO®.

To decide whether to buy or build, ask these questions:
- Does this tool support one of our Three Uniques? If yes, build or customize it to protect your intellectual property.
- Is this tool for standard operational efficiency? If yes, buy a secure, enterprise grade solution.

Prioritize using AI to increase employee productivity as a starting point. Do not let employees buy fragmented apps. Instead, provide them with a standardized, company approved AI platform.

Gradually evolve roles within the organization so employees are trained on the approved tools. This keeps your data secure and ensures everyone is rowed in the same direction. Stop the credit card spend and bring technology decisions back to the leadership team level.