AI in Everyday Project Work, a Success Story from the Canton of Basel-Stadt

The city administration of the canton of Basel-Stadt was looking for ways to optimize its project management processes and increase efficiency. By introducing Artificial Intelligence (AI) into project work, employees were to be enabled to automate administrative tasks, improve the quality of analyses and decisions, and thus gain more time for strategic work. The following describes how asioso supported the IT BS in the canton of Basel-Stadt in implementing AI tools and training employees to achieve these goals.

Challenge

For efficient administration, a powerful project management system is crucial. The challenge for the IT BS in the canton of Basel-Stadt was to transfer the theoretical potential of generative AI into practical project work. Many project managers lacked experience with the consequences of using AI in project planning and execution, and how AI tools could be used specifically for core tasks such as goal definition, risk analysis, status reports, etc. It was necessary to build this competence and establish AI as an integral part of modern project management - accompanied by the necessary data protection regulations.

Solution

asioso designed an interactive training program that made the use of AI throughout the entire project life cycle tangible. Instead of pure theory, we relied on a "hands-on" approach using a continuous case study.

• Phase-based practice: Participants went through all project phases - from initiation to completion - and solved typical tasks (e.g., creating requirement profiles, stakeholder analyses) directly with AI support.

• Methodological competence: Conveying advanced prompt engineering (e.g., persona methodology) and the targeted selection of suitable tools (ChatGPT, Perplexity, etc.) for specific PM scenarios.

• Secure framework: Compact integration of legal guidelines (EU AI Act, Swiss DSG) for safe application in administrative practice.

Benefits

• Increased efficiency: Automation of administrative routine tasks (e.g., protocols, agendas) creates free space for strategic work.

• Quality gain: AI-supported analyses (e.g., scenario building, risk matrices) improve the decision basis in projects.

• Immediate transfer: Through practical exercises, the learned methods are immediately applicable in daily business.

• Future orientation: Promotion of a mindset that understands technology as a powerful assistant.

The training gave us many impulses on how to use AI pragmatically and safely in project everyday life. Gisela Leclere, Head of Project Management Office, Finance Department of the Canton of Basel-Stadt

About the customer

The canton of Basel-Stadt is the smallest and most densely populated canton in Switzerland. Located in the heart of Europe, the administration stands for innovation and efficient service orientation for the benefit of the population and the dynamic economic region. The canton combines modern administrative processes with high demands on security, quality, and rule of law.