Using AI at eMoney

Welcome to the Using AI at eMoney page. Here, you will find everything you need to begin safely leveraging AI to create efficiencies, derive insights, and have fun.

AI-Related Request Form

Use the form below to submit all AI-related ideas, requests, and proposals. Your submissions help us track interest, identify shared needs, support prioritization, and enable peer learning across teams.

AI-Related Request Form

REMINDER: This is not the vendor intake process – please continue to submit vendor requests through OneTrust in Okta.

AI Acceptable Use Policy

This policy was designed to protect eMoney from legal risk related to AI use or AI enabled output. The policy also establishes clear standards for managing eMoney’s use of AI tools, ensuring they are accurate, timely, accessible, and approved by authorized personnel.

eMoney’s AI Acceptable Use Policy
- This is also available in the Service Portal’s Policy Library)

Rules for Responsible Use of AI

This document provides eMoney leaders, managers, and team members with practical and tangible guidelines for safe and approved use of AI. A few quick reminders from this guide are below.

Rules for the Responsible Use of Artificial Intelligence (AI)

Things You Should Do

Compliance: Before using any AI tool, think carefully and ensure you’re in compliance with eMoney Advisor’s policies and legal requirements.
Credentials: Only use eMoney Advisor’s enterprise credentials—not personal or trial ac-counts—to access approved AI systems.
Confidential Information: Refer to the Data Classification and Handling Policy for guid-ance on what qualifies as Confidential Information before entering data into an AI tool.
Accuracy: Always verify the accuracy of AI-generated content. Remember, AI may produce inaccurate or irrelevant information, and you are accountable for your work and decisions based on AI-generated content.
Editing: Edit AI-generated content to ensure originality and avoid copyright issues. While AI can inspire ideas, any text or images you use must be original or properly licensed.
AI Regulations: Stay updated by regularly reviewing this document, as AI technology and related rules evolve rapidly.
Vendor Engagement: Coordinate with Procurement before engaging any vendors.
Software Approval: Obtain prior approval from Information Security before downloading third-party apps or software on eMoney Advisor devices or personal devices used for business.
Approved Use: Use eMoney Advisor-approved AI tools only for their designated purposes.
Legal Matters: Contact the Legal team for legal advice or contract language instead of using public AI systems.

Things You Should NOT Do

Confidentiality: Never input or share eMoney Advisor or client confidential information with any public AI system (e.g., ChatGPT Free) or unapproved AI tools. This could breach confidentiality obligations to clients, suppliers, and vendors.
Device Usage: Do not use public or unapproved AI systems on eMoney Advisor devices or for work purposes on any device.
Registration: Avoid using eMoney Advisor credentials to register for any public or unapproved AI systems.
Personal Information: Do not enter personally identifiable information (PII) of employees, clients, or their customers into any AI system. This could violate confidentiality obligations.
Employment Decisions: Do not use AI systems for employment or personnel decisions without prior approval from the Legal team.
Specialized Services: Do not replace internal or external specialized services with public AI systems, such as using AI to develop computer code for eMoney Advisor.
Impersonation: Never use AI to impersonate or clone the likeness or online presence of any individual in relation to your work. This could lead to fraud and legal or reputational risks for eMoney Advisor.

eMoney’s AI Committee

The AI Committee is a cross-functional team dedicated to safely supporting eMoney as the organization moves forward in the use of AI to drive internal efficiencies, be a catalyst for innovation, derive insights, and enhance product capabilities.

The team meets on a consistent schedule to:

Document and evaluate operational and commercial use cases that leverage AI
Share AI-related ideas and learnings
Highlight and discuss AI-related industry best practices and recommendations
Support organizational AI initiatives
Measure business value related to AI initiatives
Mitigate risk around implementation of AI initiatives and/or AI use

Committee Members

Contacting the AI Committee

To share ideas for leveraging AI features within existing technologies, ways in which you think AI can improve processes, workflows, or business operations, or any other AI initiatives, please reach out to the AI Committee via email at AICommittee@emoneyadvisor.com.

You can also join the AI Committee Teams Room by clicking here!

Microsoft 365 Copilot Chat

As access to AI tools continues to expand, eMoney’s AI Committee is committed to identifying ways to help employees use them effectively and responsibly. Tools like Microsoft Copilot Chat – which is available to ALL employees – can simplify daily tasks, boost productivity, and even spark new ideas – especially when used thoughtfully and with purpose.

Copilot Chat is integrated across all Microsoft 365 applications (Excel, PowerPoint, Word, etc.) and uses enterprise-grounded data while protecting privacy.

You can access Microsoft Copilot Chat directly from Okta. View this tutorial to learn how to access: Accessing Microsoft Copilot

Copilot Best Practices + Prompts

To help you unlock Copilot’s full potential, the AI Committee summarized best practices and tips from the CoPilot Learning Series to help you improve the output from Copilot Chat.

Prompt-Building

GCES Framework

Goal: Define what you want to accomplish.
- Be specific about the output you need.
Context: Provide background and relevant details.
- Why do you need this content, who is involved, any background information that matters.
Set Expectations: Provide guidance and specify the output format and constraints.
- Desired length, format (bullet points, table, paragraph), tone, etc.
Sources: Include relevant files, documents, presentations, etc.
- Include specific information you want to reference e.g. chats, emails, documents, websites, etc.

Best Practices

Use natural, conversational language.
Clearly specify tone, persona, or style instructions
Provide examples of the desired output.
Break complex tasks into multiple steps.
Ask Copilot clarifying questions.
Ask Copilot to improve your prompt.

Practical Use Cases

Summarizing content.
Drafting communications.
Data visualization and insights.
Presentation creation.
Translation and simplification.

Example Starter Prompts

Summarize this document in five bullet points.
Summarize this document for an executive audience.
Draft a meeting recap email with key points, action items & owners, and next steps.
Generate options for a project title.
Compare two documents and highlight differences.
Create a marketing plan outline.
Rewrite this text concisely.
Turn notes into a PowerPoint slide deck outline.
Visualize data and summarize insights.
Prepare questions for a meeting.
Translate and simplify a message.

Keep the Conversation Going

Your first prompt doesn’t have to be perfect. Treat it as the start of a dialogue – follow up with clarificatiosn or additional details to refine the output!

Microsoft 365 Applications

Copilot Chat is available in the applications below and can help you tackle many of the everyday tasks associated with each.

Outlook

Summarize email threads.
Draft actionable replies.
Turn updates into status reports.

Word

Summarize long documents.
Draft introductions and executive summaries.
Adjust tone and clarity.

PowerPoint

Create slide frameworks.
Add visuals using Designer.
Generate speaker notes.

Excel

Analyze datasets.
Generate insights and recommended actions.
Create slide-ready summaries.

Frequently Asked Questions

How do I get an AI tool approved for use?

To get a new vendor/tool approved for use, you must submit a Vendor Intake Form in OneTrust: https://app.onetrust.com/app/#/pia/ssp
Is eMoney using an off-the-shelf AI service to power anything internally

Microsoft Copilot has been approved and set up for all employees. Accessing Copilot from Okta will open Copilot in a browser. Here, you can trust that all data is secure, the prompt will store your history, and you can even drop meeting notes into the prompt for quick summaries, defining action items, or content creation!
How will eMoney ensure our confidential and/or proprietary data that we feed into any AI is properly secured?

By using only approved tools for any data input, employees can be confident that the data is securely handled and stored, and that it is not being used by third parties for training models or other use.
Does eMoney plan to buy any enterprise licenses to ChatGPT, Perplexity, Grok, or any of the other AI tools that employees can use if we want to make our jobs easier, and better?

eMoney has an approved Agreement with OpenAI for licenses of ChatGPT specifically for the Code Assistance initiative. We have explored the idea of Enterprise Licensing and will continue to evaluate Enterprise-wide options as the market continues to evolve and we identify use cases that drive business value.
If eMoney does buy any enterprise licenses for ChatGPT, Perplexity, Grok, or any of the other AI tools how will the committee decide which one to use, purchase?

Any decision to engage with a vendor for Enterprise-level AI licensing will go through the same process as any other tool selection. We will evaluate use cases and business value as compared to cost, features, security, and other factors.
What guardrails are being put in place to ensure AI tools used at eMoney comply with industry regulations, protect client data, and maintain transparency?

Any and all AI tools that are being used (individually, by a team, standalone, within a third-party application) must go through the Vendor Intake process. The Information and Security team has done a thorough analysis of risk and what areas to evaluate in approving AI-based features and tools.
Will there be formal opportunities for employees interested in AI to join working groups, take specialized training, or participate in think tanks?

The AI Committee was created in large part to serve these exact needs. While we continue forming and formalizing our services, please reach out with ideas and questions via email to AICommittee@emoneyadvisor.com.
Are there plans to incorporate AI-driven insights for optimizing workflows and reducing administrative burden?

The short answer is yes, the long answer is that AI-based initiatives will need to be defined, evaluated for business value, impact, and costs, prioritized, and then developed and delivered. Please reach out to the AI Committee with your specific ideas by emailing AICommittee@emoneyadvisor.com.

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