Generative AI Use Policy

Choosing the Right Tool 1. Need AI for general writing, Q&A, or productivity tasks? -> Copilot Chat. Complete the Jotform survey to request access.

2. Need deep integration with Outlook, Excel, Word, PowerPoint, or Teams? -> Request Copilot 365.

3. Need a general AI tool that can do things Copilot cannot currently do? -> Request ChatGPT.

4. Have advanced coding or workflow automation needs? -> Request Claude.

5. Need something none of these four tools can do? -> Submit a Service Desk request . IT will review the request and guide you to the right tool, including evaluating new tools through the procurement process described under Requesting Tools for Niche or Unmet Use Cases.

Tool Details

Copilot Chat Microsoft Copilot Chat is the recommended starting point for all general users and is available at no additional cost.

• Cost: Included in the existing Office license

• How to access: Complete the Jotform survey

• Key features: General AI chat and Q&A; drafting, summarizing, and editing text; querying uploaded documents; image generation; generating meeting notes from transcribed or recorded meetings • Once approved, users must also complete the first of three Copilot training courses on the Brainstorm platform within 30 days to retain access Copilot 365 Microsoft Copilot 365 provides deep integration with Microsoft Office applications and suits users with more advanced Office needs.

• Cost: Provided as a quote upon request

• Approval required: Director or designee approval for software order

• How to access: Submit a software order Service Desk request

• Key features: Integrated AI assistance within Outlook, Excel, Word, and PowerPoint; automatic meeting notes when Teams meetings are recorded or transcribed; AI agents trained on organizational documents; AI notebooks for specialized, recurring tasks ChatGPT ChatGPT is a general-purpose AI chat application powered by OpenAI's GPT models. It may be appropriate when a use case requires broader AI capabilities than Copilot provides, or depends on specific OpenAI features not available through the City's Copilot tools.

Generative AI Use Policy

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