AI in a Shared Services Centre

Key information

Objective

The objective of the training is to familiarise participants with the practical use of Google Gemini and AI tools in the daily work of a Shared Services Centre: from working with documents and letters, through analysing and organising data, to the conscious and safe use of AI while protecting personal data. The training emphasises building real prompting skills, data security in a public institution and critical assessment of AI results.

Learning outcomes

• The ability to build effective prompts using the KREDO method
• Practical knowledge of Gemini uses in working with documents, letters, data and correspondence
• Knowledge of the NotebookLM tool, which allows working on uploaded documents
• Understanding the principles of responsible use of AI (the 4D method: Delegation, Description, Discernment, Diligence)
• Knowledge of personal data security (GDPR) when using public AI tools
• Knowledge of the basics of the AI Act

Programme

Module 1: The basics of generative AI and responsible use of AI

• Sharing participants’ experience: how they use AI today
• Key concepts: prompt, context, context window, hallucination
• The 4D method (Delegation, Description, Discernment, Diligence): a framework for responsible use of AI
• Data security in a public institution: what may and may not be entered into public AI tools;
• The AI Act: the 4 risk levels in a nutshell
• Moderated discussion: responsibility for results generated by AI in the office’s work

Module 2: Prompt engineering: the KREDO method

• The anatomy of an effective prompt: the KREDO model
• Live demonstration: scenarios from the work of the Shared Services Centre (official letter, meeting summary, note, extract from a report)
• Techniques for correcting AI responses and generating options to choose from
• Fast models vs advanced reasoning models: when to use which
• The “one conversation = one thread” principle
• Practical exercises: participants build KREDO prompts on scenarios prepared by the trainer

Module 3: Google Gemini in the practice of the Shared Services Centre

• Working with documents: drafting letters, procedures, directives and regulations; improving and shortening text; changing the style to an official one
• Organising and analysing data: turning notes into tables, summarising reports, help with spreadsheet formulas (on placeholder data, without personal data)
• Preparing presentations and information materials: from outline to finished draft
• Handling correspondence: draft replies, summaries of long threads, formally correct letters
• Working with longer materials: summarising minutes and meeting notes, extracting tasks and agreements
• Workshop: each participant creates one working document that is useful in their daily work

Module 4: Using NotebookLM at work: presentation

• What NotebookLM is and how it differs from an ordinary AI chat
• Creating a notebook and uploading sources: letters, procedures, regulations, directives, minutes, PDFs and reports
• Asking questions about uploaded documents with answers backed by citations
• Quickly finding provisions in extensive legal acts and procedures
• Automatic overviews of the material
• Working on many documents at once: comparing versions of regulations, reports from different sites, correspondence on one case

Organisational requirements on the client’s side

• Each participant works on their own laptop with a Google account already set up and logged in in the browser (Google Chrome recommended)
• Stable Wi-Fi in the room, sufficient for all participants
• A projector or large screen for the trainer’s presentation
• A room suitable for workshop-style work (tables, space for notes)
• A flipchart or whiteboard with markers

TO BE CONFIRMED BEFORE THE TRAINING

Google accounts and access:

• Does every participant have their own Google account (Gmail)? The account is free, and the free version of Gemini is entirely sufficient for the training.
• Does every participant have their OWN account, or do they share one?
• The account should be logged in in the browser on the participant’s laptop BEFORE the training: we do not create or log in to accounts in the training room.

Participants’ technical readiness (CRITICAL):

• Every participant arrives with a logged-in Google account on their own laptop
• Please run a test before the training: every participant opens gemini.google.com and verifies that they can ask a question and receive an answer
• If any participant does not have access to Gemini: please let us know in advance, and we will prepare an alternative path

Infrastructure:

• Stable Wi-Fi tested under load (all participants working in the browser at the same time)

Trainer

Franciszek Kołpanowicz: entrepreneur and certified AI trainer. He has been published in Rzeczpospolita, among others. He has over 2,000 hours of experience working with generative AI and has shared his knowledge at public events, including the “Manager in the Age of AI” training organised by Rzeczpospolita and at the UKEN and PASE conferences. His background in philosophy (Jagiellonian University) and his experience in IT quality control allow him to combine analytical thinking with asking the right questions. In training sessions he pays attention above all to the participants, drawing on their experience and needs as the work unfolds.