【Outline】AI Training
AI Training Outline: Application of AI in NJC
Target Audience:
- CXOs, Managing Directors, Management Staff and HODs
- Departments:
- Executive Secretary
- Administration
- Administration(Secretariat services)
- Budget, Planning, Research, and statistics
- Performance evaluation and legal
- Finance and accounts
- Audit internal for their staff and resident external auditor from government office overseeing the organization
- Pension
- Medical services
- Works and Projects
- Procurement
- Information
Training Duration:
- 2 days
- Two batches to ensure engagement and hands-on participation
Day 1: Introduction to AI and Foundational Applications
Morning Session (9:00 AM – 12:30 PM)
-
Welcome & Opening Remarks
- Training objectives overview
- Importance of AI in modernizing administrative and organizational functions
-
AI Fundamentals for Non-Technical Professionals
- What is AI? (Brief introduction to NLP, ML, and automation)
- AI in public sector operations and organizational management
-
Overview of AI in Daily Operations
- How AI changes our lifes and daily jobs within full scales
- How AI can enhance the efficiency of various departments
- Real-world AI applications across different roles
AI SCENARIOS BY MANAGEMENT/DEPARTMENT / FUNCTION
1. Executive Secretary (Management)
- Strategic Leadership : Project Management&Collabration Tools with AI BI Power BI,Google Looker
- Digital Transfermation: legal research&Analytic Platforms(e.g., Westlaw Edge, LexisNexis Legal & AI, Casetext CoCounsel, vLex, LegitQuest):
- Operational Management : Workflow Automation Platforms (e.g., Microsoft Power Automate, UiPath, Automation Anywhere) For automating repetitive administrative tasks.
- Financial Oversight: Financial Anomaly Detection Software (often integrated into enterprise resource planning - ERP systems or specialized tools): For identifying unusual spending patterns, potential fraud, or non-compliance.
- Policy Development and Advice: Sentiment Analysis Tools (integrated into research platforms or standalone): For gauging public and stakeholder opinions on judiciary-related matters.
- Talent Management: Applicant Tracking Systems (ATS) with AI Features: For screening resumes, identifying qualified candidates, and streamlining the initial stages of judicial officer appointments (must be used with extreme caution to avoid bias).
- Interdepartmental Coordination: Integrated Collaboration Platforms with AI (e.g., Microsoft 365 Copilot, Google Workspace AI)
- Governance and Compliance: Regulatory Technology (RegTech) Solutions with AI: For monitoring regulatory changes, ensuring compliance with legal and financial standards, and automating compliance checks.
- Meeting documentation automation using MS Teams Copilot or Read.ai or Read.ai
- Drafting official memos and circulars using Word Copilot or ChatGPT
- Summarizing long documents or reports with AI summarizers
- Task assignment and tracking through Teams + Planner + Copilot
- Translation of internal communications via Microsoft Translator
2. Administrative Department
3. Administration (Secretariat Services)
- Document Summarization: Using AI Summarizers to summarize long official documents.
- Automated Scheduling: Outlook Copilot to automatically schedule meetings based on participants' availability.
- Meeting Notes: Using Read.ai for transcription and summarizing meeting discussions.
4.Budget, Planning, Research, and Statistics
- Data Analysis and Forecasting: Excel Copilot for automated data analysis, forecasting trends, and statistical modeling.
- Report Generation: Using Word Copilot for automatically drafting planning and research reports.
- Data Visualization: Power BI integrated with AI tools to visualize statistical data.
5. Performance & Evaluation and Legal (M&E and Legal)
- Performance Report Automation: Excel Copilot for automating the performance analysis of staff and departments.
- Legal Research: Casetext or Westlaw Edge powered by AI for efficient legal research.
- Legal Drafting Support: Using Word Copilot and ChatGPT to draft legal memos and case briefs.
- Summarizing audit findings using Word Copilot
- Detecting anomalies in financial records with Excel Copilot
- Preparing audit presentation decks using PowerPoint Copilot
- Auto-generating follow-up recommendations using ChatGPT
- Storing searchable records with AI-enhanced document archiving
6. Audit Department
7. Accounts / Finance Department
- Budget analysis using Excel Copilot
- Invoice verification and transaction summary reports
- Monthly financial reporting automation via templates + AI drafting
- Forecasting expenditures with Excel Copilot's forecasting tools
- Translating financial policies or updates using AI translators
- Pension Calculation Automation: Excel Copilot to automate pension calculations and projections.
- Report Generation: Using Word Copilot for generating pension-related reports.
- Customer Service Automation: Chatbot Integration for responding to pension-related queries.
- Patient Record Summarization: AI tools for summarizing patient medical records.
- Medical Report Drafting: Word Copilot for drafting medical reports and wellness updates.
- Clinical Decision Support: IBM Watson Health or similar AI tools for providing clinical decision-making assistance.
8. Pension
9. Medical Services
10. Works and Projects
- Project Tracking and Reporting: Using MS Teams + Planner + Copilot for task assignment and progress tracking.
- Documenting Work Progress: Word Copilot for drafting reports and Excel Copilot for progress tracking.
- Project Timeline Forecasting: Using AI tools in Power BI for project scheduling and progress forecasting.
11. Procurement
- Supplier Performance Analysis: Using Excel Copilot to analyze supplier data and evaluate performance.
- Automated Procurement Reporting: Word Copilot for generating procurement reports and documents.
- Contract Drafting: Using Word Copilot and ChatGPT for contract drafting and management.
12. Information Technology (IT)
- AI chatbot for internal helpdesk support
- Drafting IT reports or project proposals using Word Copilot
- Generating system audit logs summaries
- Summarizing user feedback and bug reports
- Creating user guides and FAQs using ChatGPT
- Using AI tools to optimize the IT&Software Developing – Cursor Claude/GPT
Scenarios Across Workflows
Workflow Step AI Scenario
Pre-meeting preparation AI drafts agenda from past meeting notes
During meeting Real-time transcription and live action point capture
Post-meeting Copilot or ChatGPT summarizes transcript and drafts full report
Departmental reporting Department-specific templates auto-filled with AI-generated content
Decision-making AI extracts risks, priorities, and decisions from documentation
Communication Outlook Copilot summarizes threads and drafts responses
Auditing and compliance AI cross-checks records, highlights anomalies
Training and onboarding ChatGPT provides instant explanations; past transcripts used as training material
Afternoon Session (1:30 PM – 4:30 PM)
4. AI-Powered Report Writing
- AI tools for automated report drafting
- Use case demo: Meeting-to-Report workflow
- Prompt engineering basics (ChatGPT / Claude for report refinement)
5. Hands-on Activity
- Participants split into groups by department
- Practice: Record a mock meeting, use AI to generate transcript + report
- MS office software AI application – Excel, ppt within AI assistant
Day 2: Practical Applications by Department + Data Ethics
Morning Session (9:00 AM – 12:30 PM)
6. Breakout Tracks by Function (Parallel Sessions)
Department AI Focus
Admin Task documentation, HR policy meeting coverage
M&E AI for evaluations and insights extraction
Audit & Accounts Transcribing audit committee meetings, summarizing financial reviews
Legal Recording and summarizing internal legal briefings
Medical Transcribing clinical meetings and incident case reviews
IT Documenting system planning and implementation reviews
Each group uses case-based scenarios for AI tool simulation.
Afternoon Session (1:30 PM – 4:30 PM)
7. Cross-Functional Demo: From Raw Audio to Final Report
- Unified workflow: One sample meeting from multiple department angles
- Report synthesis using transcription + summarization + editing tools
8. Ethics, Privacy, and Governance
- Handling sensitive data
- Judiciary compliance and best practices
- Responsible use of generative AI
Outputs
- Departmental AI meeting coverage templates
- Sample auto-generated reports
- AI ethics checklist
- AI tool comparison guide
Advanced AI Applications in the Judiciary System – Use-case Sharing
Summary of Easy-to-Use Options:
- Read.ai (Zoom embeded) or Fireflies.ai are both excellent choices for transcription, summarization, and report writing, offering robust free plans for individuals or small teams.
- Google Meet and Microsoft Teams offer free built-in transcription features if you’re already using those platforms for video meetings, though their transcription accuracy may not be as refined as specialized services.
- Rev and Sonix provide free trials, allowing you to test them with limited minutes of transcription.
AI Adoption: Before vs After
1) Function / Activity：Meeting Minutes
Before AI (Manual Process) - Manually typed notes- Risk of missing key discussions
After AI with Microsoft Copilot & Other AI Tools- MS Teams Copilot generates real-time transcripts- Summarizes key points & action items
2) Function / Activity：Report Drafting
Before AI (Manual Process) - Write reports from scratch- Requires manual formatting and editing
After AI with Microsoft Copilot & Other AI Tools - Word Copilot drafts full reports based on prompts or transcribed content- Suggests structure, tone, and edits automatically
3) Function / Activity：Email Summaries & Drafts
Before AI (Manual Process)- Manually reading and summarizing long threads- Composing each email response
After AI with Microsoft Copilot & Other AI Tools- Outlook Copilot drafts replies, summarizes long emails, and suggests scheduling follow-ups
4) Function / Activity：Document Reviews
Before AI (Manual Process) - Time-consuming proofreading- Checking formatting and grammar manually
After AI with Microsoft Copilot & Other AI Tools- Word Editor + Copilot reviews grammar, tone, and logic flow instantly
5) Function / Activity：Data Analysis
Before AI (Manual Process) - Manually organize and analyze financial or audit data in Excel- Complex formulas must be written manually
After AI with Microsoft Copilot & Other AI Tools- Excel Copilot auto-generates formulas, analyzes trends, explains patterns, and creates pivot tables
6) Function / Activity：Presentation Prep
Before AI (Manual Process) - Build slides manually in PowerPoint- Visual storytelling is time-intensive
After AI with Microsoft Copilot & Other AI Tools- PowerPoint Copilot generates slides from meeting notes or documents- Suggests design and animations
7) Function / Activity：Task Management
Before AI (Manual Process) - Notes-based task tracking- Hard to follow up across departments
After AI with Microsoft Copilot & Other AI Tools- Teams + Planner Integration auto-creates tasks from meetings- Copilot summarizes next steps
8) Function / Activity：Legal Drafting Support
Before AI (Manual Process) - Legal memos and case briefs manually structured from scratch
After AI with Microsoft Copilot & Other AI Tools- Word Copilot + ChatGPT assists in structuring legal documents, refining arguments, and inserting references
9) Function / Activity：Archiving & Search
Before AI (Manual Process) - Documents saved in folders, searched manually
After AI with Microsoft Copilot & Other AI Tools- AI in Microsoft Search + SharePoint finds documents by context, speaker, or date
10) Function / Activity：Translation / Accessibility
Before AI (Manual Process) - Translation and subtitles added manually- Barrier for non-native speakers
After AI with Microsoft Copilot & Other AI Tools- MS tools offer real-time transcription and translation (MS Translator, Teams)
Example: Legal Department Use Case (Before vs After)
1) Task: Internal Case Review Meeting
Before AI : Manual note-taking, fragmented notes
After with MS Copilot & Read.ai: Teams records, Copilot summarizes with timestamps
2) Task: Writing Legal Memo
Before AI : Word document created from scratch
After with MS Copilot & Read.ai: Copilot drafts based on transcript, HOD edits and finalizes
3) Task: Referencing Laws
Before AI :Manual lookup from physical or online codes
After with MS Copilot & Read.ai: Copilot suggests clause matches, integrates Lexis AI results
Summary: Key Benefits of Microsoft AI Tools for various Departments and Management Staff
Tool Main Benefit
MS Teams + Copilot Transcribe, summarize, and assign tasks from meetings
Word Copilot Drafts structured legal/admin reports and edits tone/grammar
Excel Copilot Explains data, automates calculations, charts trends
Outlook Copilot Writes professional emails, summarizes threads, schedules follow-ups
PowerPoint Copilot Instantly generates slides from written content or reports
How AI Changes Our Work
1) Work Aspect：Speed of Output
Traditional (Before AI)：Tasks like report writing, data summarization, and documentation took hours to days
With AI Integration (After)：Tasks are completed in minutes to 1 hour using Copilot, ChatGPT, and Read.ai
Improvement Level：Up to 80% faster
2) Work Aspect：Accuracy & Consistency
Traditional (Before AI)：Prone to human error, missed points, or inconsistent formatting
With AI Integration (After)：AI provides consistent, structured outputs with reduced errors
Improvement Level：60–90% fewer errors
3) Work Aspect：Quality of Reports
Traditional (Before AI)：Varies by person, time constraints, or writing ability
With AI Integration (After)：Enhanced by AI suggestions, clarity improvements, and real-time editing
Improvement Level：Noticeable quality uplift
4) Work Aspect：Time Management
Traditional (Before AI)：High time cost for meeting notes, follow-ups, and manual data entry
With AI Integration (After)：AI handles repetitive tasks, letting staff focus on decision-making
Improvement Level：+2–3 hrs/day saved
5) Work Aspect：Collaboration
Traditional (Before AI)：Difficult to align contributions across departments; information silos
With AI Integration (After)：Real-time shared summaries and AI-drafted shared reports improve collaboration
Improvement Level：Stronger inter-departmental workflows
6) Work Aspect：Decision-Making
Traditional (Before AI)：Based on limited information or incomplete notes
With AI Integration (After)：AI extracts key points, risks, and tasks from discussions to support better decisions
Improvement Level：More informed decisions
7) Work Aspect：Training & Onboarding
Traditional (Before AI)：Relies on shadowing and documentation
With AI Integration (After)：AI-generated transcripts and summaries accelerate training for new staff
Improvement Level：Training time cut by ~50%
8) Work Aspect：Data Analysis
Traditional (Before AI)：Requires manual entry, formulas, and interpretation
With AI Integration (After)：Excel Copilot explains trends, forecasts, and anomalies
Improvement Level：40–60% faster insights
9) Work Aspect：Documentation
Traditional (Before AI)：Writing letters, memos, and policy drafts from scratch
With AI Integration (After)：Copilot, ChatGPT, and Wordtune generate first drafts and suggest improvements
Improvement Level：+50% productivity in drafting
10) Work Aspect：Email & Communication
Traditional (Before AI)：Long email threads manually read and composed
With AI Integration (After)：Outlook Copilot summarizes threads and drafts responses
70% time savings
Quantitative Productivity Gains with AI Tools (Estimates)
Activity Pre-AI Time Post-AI Time Productivity Gain
Meeting Transcription + Summary 2 hours 10–15 minutes ⬆️ ~90% faster
Report Writing 3–5 hours 30–45 minutes ⬆️ ~85% faster
Reviewing 50+ emails 1.5 hours 20–30 minutes ⬆️ ~70% faster
Excel-based audit review 3 hours 1 hour ⬆️ ~66% faster
Document Translation 1–2 hours 5–10 minutes ⬆️ ~95% faster
Transformative Impact of AI on Judiciary Work
1) Before AI: Manual, repetitive tasks drain valuable time
With AI: Routine tasks are automated, saving hours per week
2) Before AI: Reports vary by writer and lack standardization
With AI: Reports are consistent, professional, and fast to produce
3) Before AI: Cross-department communication is fragmented
With AI: AI tools unify and document discussions in real-time
4) Before AI: Limited data visibility across departments
With AI: AI extracts structured insights from unstructured content
5) Before AI: Delays due to waiting for human input or backlog
With AI: AI generates instant drafts and summaries
6) Before AI: Staff focus on administrative load
With AI: Staff shift focus to strategic decision-making and oversight