Decision Matrix¶
Purpose
Explicit record of who makes which decision at each gate and who can block a decision.
Purpose¶
This document makes explicit who takes which decision at each gate and who can block a decision. Ambiguity about decision authority is one of the most common causes of delayed AI projects.
Core rule:
- Sponsor bears final responsibility for all go/no-go decisions.
- Guardian has stop right over any decision that crosses a Red Line.
- Tech Lead signs off on technical feasibility — no go without their approval.
- AI PM coordinates and informs, but does not decide unilaterally.
Decision matrix per gate¶
| Decision | Accountable | Responsible | Veto right | Consult | Inform |
|---|---|---|---|---|---|
| Go/No-Go Gate 1 (problem def. & feasibility) | Sponsor | AI PM | Guardian (Hard Boundaries) | Tech Lead, Guardian | Steering committee, Finance |
| Go/No-Go Gate 2 (investment decision PoV) | Sponsor | AI PM + Finance | Guardian (Hard Boundaries) | Tech Lead, Guardian | Steering committee, Legal |
| Go/No-Go Gate 3 (production go/no-go) | Sponsor + Tech Lead | Tech Lead + AI PM | Guardian (Hard Boundaries) | Legal, Privacy Officer | Steering committee, Ops |
| Go/No-Go Gate 4 (quarterly operations review) | Sponsor | AI PM + Ops | Guardian (Hard Boundaries) | Tech Lead | Finance, Steering committee |
| Stop decision (circuit breaker activation) | Guardian | Tech Lead | — | AI PM, Sponsor | Steering committee, Legal |
| Mode change (raising Collaboration Mode) | Sponsor | AI PM + Tech Lead | Guardian (Hard Boundaries) | Guardian, Legal | Steering committee |
| Technical feasibility | Tech Lead | Tech Lead | — | AI PM | Sponsor, Guardian |
| Adjusting Hard Boundaries | Guardian + Sponsor | Guardian | Sponsor (scope), Legal | AI PM, Tech Lead, Legal | Steering committee |
| Replace or fine-tune model | Tech Lead | Tech Lead + AI PM | Guardian (quality) | Guardian, Privacy Officer | Sponsor, Ops |
| Incident escalation (High Risk systems) | Guardian | AI PM | — | Legal, Tech Lead | Sponsor, Steering committee, Supervisory authority |
Role description¶
Sponsor¶
Bears final responsibility for all strategic go/no-go decisions. Has the mandate to authorise investments and stop projects. Is the only party who can sign off Gate 1, 2 or 3.
Guardian¶
Has stop right over any decision that crosses a Red Line or where the ethical or compliance assessment is negative. This stop right supersedes the Sponsor on compliance matters. The Guardian also initiates the circuit breaker for Mode 4 and 5 systems.
Tech Lead¶
Signs off on the technical feasibility of each gate. No production go without explicit technical approval. Responsible for architectural decisions and the quality of the Validation report.
AI PM¶
Coordinates the decision-making process, prepares gate documentation and informs all stakeholders. Is Responsible for execution but not Accountable for the outcome of strategic decisions.
Escalation procedure in case of conflict¶
If the Sponsor and the Guardian disagree:
- Guardian documents the objection in writing in the Gate Review Checklist.
- A cooling-off period of 48 hours — no decision in the interim.
- External mediation by an independent AI ethics adviser (mandatory for High Risk systems).
- In case of persistent conflict: the Sponsor may overrule the Guardian but personally takes over compliance responsibility, documented in the project file.
Never bypass
The Guardian may not be bypassed due to time pressure or commercial urgency. An overrule by the Sponsor on a High Risk system is reported to the steering committee and, where applicable, to the relevant supervisory authority.
Related modules:
Version: 1.0 Date: 13 March 2026 Status: Final