Cross-Department Follow-up Meeting Notes
Meeting: AI Adoption Project — Cross-Department Follow-up
Date: 2026-09-16
Attendees: Chen (PM), Wu (IT Manager), Huang (Marketing Deputy Manager),
Lee (Legal Counsel)

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1. IT Update

Wu: Server capacity expansion is complete; the new environment can open
for testing next Monday. The security review checklist has been
submitted and is still under Legal's review. One note: the expansion
cost came in about 15% over the original estimate, mainly due to adding
a backup site.

2. Legal's Input

Lee: The security review looks fine overall, but one thing needs
confirming: if the system will handle customer contact information, an
additional Privacy Impact Assessment (PIA) is required, which usually
takes 5-7 business days. It isn't yet clear whether the project scope
will touch customer personal data — Product needs to confirm.

Chen: The currently planned use cases don't directly handle customer
personal data; it's mainly internal operational data. That said, we
can't rule out needing it for future feature expansion, so we should
reserve buffer time for a PIA just in case.

3. Marketing's Input

Huang: If we're launching externally in October, marketing materials
need at least 2 weeks of lead time — meaning we need a firm feature list
and launch date by the end of September at the latest to make that
timeline. Also, should this launch include a customer case study? We
don't have a complete one ready yet.

Chen: Let's focus on the internal launch first; external case studies
can be evaluated once feedback comes in from the first batch of users,
likely around November.

4. Cross-Department Action Items

- Wu: Confirm whether the cost overrun needs sign-off, reply by 9/19.
- Lee: Confirm whether the system will handle customer personal data;
  if so, kick off the PIA process.
- Huang: Prepare internal launch materials first; hold external
  materials until the November case study is confirmed.
- Chen: Summarize today's decisions and share with the project sponsor.

5. Open Issues

It's still unclear who needs to approve the cost overrun — the
department head or the project sponsor. This needs a clear answer by
the next meeting, or Monday's environment testing may be put on hold
over the budget question.

Meeting length: scheduled for 60 minutes, actually ran 75 minutes.