Experience
Role-specific views for residents, staff, reviewers, executives, privacy, procurement, and delivery partners.
POLEMARCH AI×BETA Systems International
ILLUSTRATIVE UX/CX RESPONSE PACKAGE
2026-RFP-DP-003
Consulting Services to Advise on Artificial Intelligence Use
Prepared as an interactive experience model for the Housing Authority of the City of Alameda. This package translates the sample AI Use and Governance Policy into people, workflows, controls, evidence, and an implementation path.
A policy becomes useful when every person can see their part.
The proposed experience connects public service delivery with governance. It starts with resident dignity, keeps trained staff in control, gives reviewers the evidence they need, and gives leadership a defensible operating record.
Control
Purpose, risk, privacy, accessibility, security, human authority, monitoring, and expiration built into the flow.
Proof
Source documents, reviewer actions, corrections, approvals, incidents, vendor changes, and reports remain connected.
VISIO-STYLE SERVICE BLUEPRINT
One connected system, with human authority at its center.
Residents interact through accessible mobile and assisted channels. Approved services organize evidence. Staff resolve exceptions. Governance teams apply controls. Executives see outcomes. Every step writes to the same traceable operating record.
- No direct AI eligibility decision
- No public-tool exposure of protected records
- No approval without assigned human accountability
Designed around the people who carry the work.
Resident
Jordan Rivera
A clear, accessible way to submit evidence, correct mistakes, and understand what happens next.
Scenario: Submits income evidence and receives a human-reviewed request for one missing item.
Caseworker
Omar Davis
A complete evidence package, policy references, exceptions, and authority to correct the record.
Scenario: Reviews extracted values, resolves a date mismatch, and records the final action.
Executive sponsor
Elena Ruiz
Portfolio risk, service performance, adoption, cost, and unresolved exposure in one view.
Scenario: Drills from a monthly metric into its department, use case, vendor, and evidence.
Privacy officer
Ravi Patel
Data boundaries, retention, purpose limitation, incident history, and defensible controls.
Scenario: Pauses a workflow after protected information appears in an unauthorized tool.
Procurement lead
Claire Wilson
Vendor evidence, contract commitments, accessibility, subprocessors, and exit terms.
Scenario: Triggers reassessment when a vendor changes a material subprocessor.
Delivery partner
Luke Farrell
Clear acceptance criteria, control ownership, implementation tasks, and proof of completion.
Scenario: Connects system delivery milestones to governance approval and staff readiness.ResidentJordan Rivera
A clear, accessible way to submit evidence, correct mistakes, and understand what happens next.
Scenario: Submits income evidence and receives a human-reviewed request for one missing item.CaseworkerOmar Davis
A complete evidence package, policy references, exceptions, and authority to correct the record.
Scenario: Reviews extracted values, resolves a date mismatch, and records the final action.Executive sponsorElena Ruiz
Portfolio risk, service performance, adoption, cost, and unresolved exposure in one view.
Scenario: Drills from a monthly metric into its department, use case, vendor, and evidence.Privacy officerRavi Patel
Data boundaries, retention, purpose limitation, incident history, and defensible controls.
Scenario: Pauses a workflow after protected information appears in an unauthorized tool.Procurement leadClaire Wilson
Vendor evidence, contract commitments, accessibility, subprocessors, and exit terms.
Scenario: Triggers reassessment when a vendor changes a material subprocessor.Delivery partnerLuke Farrell
Clear acceptance criteria, control ownership, implementation tasks, and proof of completion.
Scenario: Connects system delivery milestones to governance approval and staff readiness.Each handoff has an owner, a control, and a record.
Resident journey
1Consent2Submit evidence3Review status4Correct or supplement5Receive human decision
Caseworker journey
1Open assigned case2Inspect source evidence3Resolve exceptions4Record reasoning5Complete human action
Governance journey
1Propose use case2Classify policy factors3Route reviewers4Apply conditions5Monitor and renew
Vendor journey
1Collect due diligence2Review data terms3Validate accessibility4Monitor changes5Exit or renew
WorkflowResident journey
- Consent
- Submit evidence
- Review status
- Correct or supplement
- Receive human decision
WorkflowCaseworker journey
- Open assigned case
- Inspect source evidence
- Resolve exceptions
- Record reasoning
- Complete human action
WorkflowGovernance journey
- Propose use case
- Classify policy factors
- Route reviewers
- Apply conditions
- Monitor and renew
WorkflowVendor journey
- Collect due diligence
- Review data terms
- Validate accessibility
- Monitor changes
- Exit or renew
The supplied governance requirements, translated into product behavior.
Purpose and scope
Use-case intake records purpose, owner, users, benefits, data, integrations, measures, and pilot dates.
Risk classification
Rules show every classification factor and route the correct human reviewers.
Data protection and privacy
Records data type, retention, training terms, consent, boundaries, and incident response.
Human oversight
No autonomous eligibility action; corrections, approvals, pauses, and escalation stay with trained staff.
Transparency and records
Every material action adds the actor, time, previous value, new value, reason, and source record.
Vendor management
Due diligence covers security, privacy, bias, accessibility, subprocessors, deletion, and exit terms.
Training and monitoring
Role-based completion, attestations, operational measures, exceptions, and annual review dates.
ControlPurpose and scope
Use-case intake records purpose, owner, users, benefits, data, integrations, measures, and pilot dates.
ControlRisk classification
Rules show every classification factor and route the correct human reviewers.
ControlData protection and privacy
Records data type, retention, training terms, consent, boundaries, and incident response.
ControlHuman oversight
No autonomous eligibility action; corrections, approvals, pauses, and escalation stay with trained staff.
ControlTransparency and records
Every material action adds the actor, time, previous value, new value, reason, and source record.
ControlVendor management
Due diligence covers security, privacy, bias, accessibility, subprocessors, deletion, and exit terms.
ControlTraining and monitoring
Role-based completion, attestations, operational measures, exceptions, and annual review dates.
From policy alignment to a controlled pilot.
Discover
Confirm stakeholders, policies, systems, data boundaries, service measures, and accessibility needs.
Design
Prototype resident, staff, review, and executive journeys using fictional scenarios and acceptance criteria.
Control
Complete risk, privacy, security, records, procurement, and civil-rights reviews before connection.
Pilot
Run a limited workflow with trained staff, monitored exceptions, correction procedures, and stop conditions.
Evaluate
Measure quality, burden, access, cost, disparity signals, incidents, and staff or resident feedback.
Scale or stop
Document the human decision to expand, revise, pause, replace, or retire the use case.
01PhaseDiscover
Confirm stakeholders, policies, systems, data boundaries, service measures, and accessibility needs.
02PhaseDesign
Prototype resident, staff, review, and executive journeys using fictional scenarios and acceptance criteria.
03PhaseControl
Complete risk, privacy, security, records, procurement, and civil-rights reviews before connection.
04PhasePilot
Run a limited workflow with trained staff, monitored exceptions, correction procedures, and stop conditions.
05PhaseEvaluate
Measure quality, burden, access, cost, disparity signals, incidents, and staff or resident feedback.
06PhaseScale or stop
Document the human decision to expand, revise, pause, replace, or retire the use case.
Review the working experience
The California Control Center uses fictional connected records and resets after every session.