Where to Start

As a state entity, what am I responsible for and how do I fulfill those duties?

This section summarizes your responsibilities in the use of GenAI technology and includes important definitions you should know.

First, a few definitions…

You will need to know the terms below to make the most of this toolkit. For a more complete review of GenAI, including a detailed assessment of GenAI versus conventional artificial intelligence, see the State of California Benefits and Risks of Generative Artificial Intelligence Report (Nov. 2023). The following definitions will evolve over time. For a complete list of definitions, please see the Additional Definitions section.

  1. Conventional AI – Sometimes referred to as “machine learning” or “data science,” conventional AI is data models and computer programming that is built for a few specific tasks, which are determined by the programmer. It can accomplish predefined tasks or analyze patterns. It does not produce net-new content and can only analyze the data it is given. Conventional AI is already widely used in products across government and society. Some examples include robotic process automation, fraud detection tools, image classification systems, recommendation engines, and interactive voice assistants.
  2. Generative AI (GenAI) – Pretrained AI models that can generate images, videos, audio, text, and derived synthetic content. GenAI does this by analyzing the structure and characteristics of the input data to generate new, synthetic content similar to the original. Decision Support, Machine Learning, Natural Language Processing/Translation Services, Computer Vision and Chatbot technologies or activities support or may be related to GenAI, but they are not GenAI on their own.
  3. Incidental GenAI Purchase – A state entity identifies the use of GenAI tools as part of an overall purchase for any type of procurement. A request to primarily purchase a good or service, where the State or vendor identifies a subcomponent of the purchase as using GenAI tool(s) to assist with the delivery of the solution, is considered an incidental purchase of GenAI.
  4. Intentional GenAI Purchase – A state entity identifies a GenAI product or solution to meet a business need for any type of procurement. A request to purchase a specific GenAI product or solution at the onset of a procurement is considered an intentional purchase of GenAI.

State entity responsibilities at a glance

Per the Executive Order, all state entities are required to consider GenAI pilots by July 2024. As state entities look to GenAI solutions to enhance and improve the programs and services state government provides to the people, state entities must assess the impact to the state workforce, engage the state workforce and receive feedback on the GenAI solution, and determine how GenAI can support state employees in their daily responsibilities and tasks.

In addition, all state entities must prepare for incidental GenAI purchases by:

  • Assigning an executive to be your state entity’s GenAI lead to continuously monitor and evaluate GenAI tools.
  • Attending mandatory training(s).
  • Reviewing annual employee training and policy to ensure staff understand and acknowledge the acceptable use of GenAI tools.

State entities seeking intentional GenAI purchases must also:

  • Conduct a comprehensive analysis to identify a business need and thoroughly assess the problem, evaluate the implications of using GenAI to meet that need, and identify potential solutions through market research.
  • Assess the risk of deploying each tool being considered.
  • Confirm that necessary internal policies, processes, and protocols exist to properly manage, and monitor GenAI.
  • Prepare data inputs and test models thoroughly before deploying to the public, gathering feedback and correcting outcomes to minimize bias and inaccurate information. Continue to evaluate each GenAI tool throughout its use within a department, always including a human in the loop for riskier solutions.
  • Establish a GenAI-focused team to evaluate potential uses of GenAI and its implications for ongoing operations and program administration.

Community Engagement

GenAI has the potential to transform the customer experience that Californians have with your state entity’s program. Because of this, it is a best practice for your state entity to continually engage with the communities you serve as you build out your program’s service delivery. Surveys, user research, and focus groups may be useful ways to ask the Californians you serve how the GenAI updates to your program are useful to them—and how they think it could be improved.

Generative AI (GenAI) Readiness

Generative AI (GenAI) Readiness stages

For more detailed information, please see the Procurement Process section of this toolkit.