Training plan
Training Plan Template
Structured 12-week plan to implement the AI skills obligation under EU AI Act Art. 4. From initial inventory to ongoing compliance — all in one document.
Schedule overview
| Step | Period | Priority |
|---|---|---|
| Inventory | Weeks 1–2 | Foundation |
| Concept | Weeks 3–4 | Planning |
| Group 1: high-risk users | Weeks 5–6 | Prio 1 |
| Group 2: other users | Weeks 7–8 | Prio 2 |
| Group 3: all staff | Weeks 9–10 | Prio 3 |
| Documentation | Weeks 11–12 | Evidence |
| Ongoing maintenance | Afterwards | Continuous |
Training matrix by employee group
| Group | Example roles | Training scope | Priority | Certificate |
|---|---|---|---|---|
| High-risk users | HR recruiting, credit assessment, biometrics | Intensive (≥ 8h) | Prio 1 | Mandatory (audit-ready) |
| AI users | Marketing, sales, customer service | Standard (≥ 4h) | Prio 2 | Recommended |
| Leadership | C-level, department heads | Management briefing (≥ 2h) | Prio 2 | Recommended |
| General staff | Administration, clerical, production | Basics (≥ 2h) | Prio 3 | Optional |
| IT / Compliance | CISO, DPO, IT admins | Specialist (≥ 8h + deep dive) | Prio 1 | Mandatory (audit-ready) |
Detailed plan — 27 tasks in 5 phases
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Inventory & planning
Weeks 1–2 · 6 tasks
- 1.1Conduct the AI inventory (see template)
- 1.2Identify high-risk AI systems (EU AI Act Annex III)
- 1.3Define the affected employee groups
- 1.4Assess current AI skills per group
- 1.5Determine training needs (gap between actual and target)
- 1.6Name the person responsible for implementation
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Develop the training concept
Weeks 3–4 · 5 tasks
- 2.1Choose training formats (online course, AI quiz, e-learning)
- 2.2Align content to high-risk priorities
- 2.3Evaluate external providers or develop internal content
- 2.4Define schedule and milestones
- 2.5Approve the budget
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Delivering the trainings
Weeks 5–10 · 5 tasks
- 3.1Train priority group 1 (high-risk users, leadership)
- 3.2Train priority group 2 (other AI users)
- 3.3Train priority group 3 (general staff)
- 3.4Issue certificates (audit-ready, with content summary)
- 3.5Archive participant lists
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Evidence & documentation
Weeks 11–12 · 5 tasks
- 4.1Store all training records centrally
- 4.2Complete the compliance checklist (see template)
- 4.3Gap analysis: are there untrained high-risk users?
- 4.4Plan make-up trainings for those who missed out
- 4.5Prepare documentation for supervisory authorities
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Continuous maintenance
Ongoing · 6 tasks
- 5.1Update the AI inventory at least annually
- 5.2Schedule refresher trainings (at least annually)
- 5.3Include new employees in onboarding
- 5.4Monitor and reflect legal changes
- 5.5Establish a process for new AI tools (approval + training)
- 5.6Create an annual AI skills report
How to use this template
- Start with the AI inventory — no sound training plan without one.
- Assign your employees to the 5 target groups of the training matrix.
- Choose training formats that fit your company size (online course, AI quiz, e-learning).
- Use the 12-week plan as a frame — adapt it as needed.
- Document all completed trainings in audit-ready form (certificate + content summary + participant list).
- Plan for ongoing maintenance from the start — AI skills are not a one-off project.
Legal notice
This template is for orientation only and does not replace legal advice. The exact interpretation of Article 4 and the national implementation may vary. Consult a lawyer specializing in IT law or compliance for a binding assessment. The official regulation: Regulation (EU) 2024/1689
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