Browse Fernhill Wholesale’s fictional records, then see the report they support. Nothing to fill in.
What needs a decision
This fictional example records working facts and open follow-up notes. Review the evidence and owner decisions before relying on any entry.
Microsoft supplier engagement, fictional catering supply service · Confirm the issued engagement requirements, prepare Section K evidence and track gaps without claiming portal approval. Example review date: September 26, 2026
Engagement Scope
1
Sections reviewed by preparer
9/11
Section follow-up notes
9
Evidence references
31
Next actions
Named owners, clear next steps and visible gaps.
Action
Next step
Owner
Due
Status
NOTE-1
Operations director to confirm the contract and intended-use schedule by October 22. Fictional trial; no assurance or portal approval claimed.
Confirm with section owner
Not yet recorded
Needs review
NOTE-2
Dates are fictional planning dates. Supplier owner must verify the actual due date in the issued portal profile.
Confirm with section owner
Not yet recorded
Needs review
NOTE-3
All 13 preparation areas assigned. Owners must reconcile each item with the issued DPR and provide operating evidence. Contract screen and supplier review are the first dependencies.
Confirm with section owner
Not yet recorded
Needs review
NOTE-4
Fourteen artifact entries reviewed. Evidence marked draft or missing stays unready. Obtain real files and verify relevance before sharing with an assessor.
Confirm with section owner
Not yet recorded
Needs review
NOTE-5
No assessor engaged or portal submission made. Resolve the contract, supplier terms and training evidence gaps before arranging independent assurance.
Confirm with section owner
Not yet recorded
Needs review
NOTE-6
All ten milestones reviewed. Keep all open until actual completion; next action is legal confirmation of the issued scope, then evidence verification. Supplier owner will review progress weekly.
Confirm with section owner
Not yet recorded
Needs review
NOTE-7
Scope is provisional. Legal and the engagement owner must confirm the issued requirements; the due date is fictional for this trial.
Confirm with section owner
Not yet recorded
Needs review
NOTE-8
Three gaps assigned with dates: contract scope, supplier checks and staff competence evidence. Verify completion before assurance scheduling.
Confirm with section owner
Not yet recorded
Needs review
NOTE-9
Handoff is planned only. No submission or evidence sharing has occurred. Confirm authority and channel before sending.
Confirm with section owner
Not yet recorded
Needs review
Every name, record and outcome in this example is invented. Counts describe this working set; they are not a compliance score.
Open a working area to see the details behind the report.
Engagement Scope1 record
Start from your issued supplier profile and engagement. This is Section K preparation, not full SSPA.
MS-001 Fernhill Wholesale, fictional catering supply service
Confirm the issued role, AI Systems applicability and actual portal due date
Section K Requirements 51–6313 records
Use the reference numbers in your issued DPR v12. Record applicability, your evidence location and any gap for each requirement. These are preparation notes, not a determination of compliance. One source may support several requirements. The Word worksheets in the Word-Templates folder are offline copies for drafting. They do not sync with this dashboard; record status, owners and evidence locations here.
51 AI Systems contractual terms Are AI system terms in the Microsoft contract?
Evidence to locate
The contract clause or a written gap
Applicability
Not yet recorded
Status
Not started
Owner
Not yet recorded
Evidence location
Not yet recorded
Notes
Not yet recorded
52 Prohibited practices Is any in-scope use a prohibited practice?
Evidence to locate
Screening record
Applicability
Not yet recorded
Status
Not started
Owner
Not yet recorded
Evidence location
Not yet recorded
Notes
Not yet recorded
53 AI System incident response Is there a response plan that follows the contract?
Evidence to locate
The plan and the contract reference
Applicability
Not yet recorded
Status
Not started
Owner
Not yet recorded
Evidence location
Not yet recorded
Notes
Not yet recorded
54 Transparency disclosures Can you show the disclosures Microsoft would ask for?
Evidence to locate
Disclosure set
Applicability
Not yet recorded
Status
Not started
Owner
Not yet recorded
Evidence location
Not yet recorded
Notes
Not yet recorded
55 Signed agreement Are AI supplier terms in a signed agreement?
Evidence to locate
The agreement or a gap note
Applicability
Not yet recorded
Status
Not started
Owner
Not yet recorded
Evidence location
Not yet recorded
Notes
Not yet recorded
56 Accountability Who is accountable for the AI systems?
Evidence to locate
Named role and authority
Applicability
Not yet recorded
Status
Not started
Owner
Not yet recorded
Evidence location
Not yet recorded
Notes
Not yet recorded
57 Risk assessment Is there a current risk assessment for the in-scope systems?
Evidence to locate
Assessment record
Applicability
Not yet recorded
Status
In progress
Owner
Fictional Operations manager
Evidence location
Fictional example / Existing AI use inventory
Notes
Confirm the issued engagement boundary with the Microsoft contact before review.
58 Transparency and explainability Can you explain the in-scope systems to a reviewer?
Evidence to locate
Explanation and a failure note
Applicability
Not yet recorded
Status
Not started
Owner
Not yet recorded
Evidence location
Not yet recorded
Notes
Not yet recorded
59 Monitoring and adaptation How are failures watched and acted on?
Evidence to locate
Monitoring record
Applicability
Not yet recorded
Status
Not started
Owner
Not yet recorded
Evidence location
Not yet recorded
Notes
Not yet recorded
60 Performance and safety disclosures Which performance notes can you hand over?
Evidence to locate
Disclosure notes
Applicability
Not yet recorded
Status
Not started
Owner
Not yet recorded
Evidence location
Not yet recorded
Notes
Not yet recorded
61 Transparency disclosure updates How do you tell Microsoft when intended use changes?
Evidence to locate
Update note
Applicability
Not yet recorded
Status
Not started
Owner
Not yet recorded
Evidence location
Not yet recorded
Notes
Not yet recorded
62 System health monitoring Is there a written monitoring procedure?
Evidence to locate
Procedure
Applicability
Not yet recorded
Status
Not started
Owner
Not yet recorded
Evidence location
Not yet recorded
Notes
Not yet recorded
63 Intended use fitness What happens if a system is not fit for the intended use?
Evidence to locate
Owner and next action
Applicability
Not yet recorded
Status
Not started
Owner
Not yet recorded
Evidence location
Not yet recorded
Notes
Not yet recorded
Prohibited Practices and Your Route: A Screening Worksheet10 records
Version 12 removes the earlier Sensitive Use gate: every supplier providing AI Systems to Microsoft must provide independent assurance for Section K, and both assurance routes are open. Requirement 52 is the hard stop: no AI System for Microsoft may be a Prohibited Practice under your AI Systems terms. Check any flag that applies today.
The applicable AI Systems contractual terms are not yet in place with Microsoft, or the Intended Uses they list are out of date. true
An AI System in your Microsoft work may fall under a Prohibited Practice as defined in your AI Systems terms with Microsoft. false
A change to an Intended Use has not been disclosed to Microsoft, or has not been reviewed within the last year. false
You have not confirmed whether your profile makes you a Publisher or a Deployer for each engagement. false
Outcome Action needed
determination Action needed
determination date 2026-09-26
owner Office manager
rationale Current intended-use schedule is not yet confirmed. The owners and the Microsoft engagement contact must reconcile the issued terms before assurance is booked.
Engagement Timeline3 records
Three dates from your kickoff interview drive the deadline clocks and the pace tracker: when your DPR submission is due, when you started, and when you want everything finished.
DPR submission due 2026-11-16
Kickoff date 2026-09-26
Target completion 2026-10-30
Section K Focus Areas13 records
Thirteen focus areas, each with the evidence to show. Use Section K requirements 51–63 for the supplier requirement checklist. This grouping is not a substitute for the issued requirements.
Prohibited practices and contractual terms AI Systems terms, prohibited-practice screening record
Status
In progress
Owner
Operations director
Evidence location
Fictional evidence index / SSPA-K-01 / draft awaiting verification
Last updated
2026-09-26
AI Governance and Accountability AI policy, leadership commitment, management review records
Status
In progress
Owner
Operations director
Evidence location
Fictional evidence index / SSPA-K-02 / draft awaiting verification
Last updated
2026-09-26
Roles and responsibilities RACI for AI, named owners, escalation path
Status
In progress
Owner
Operations manager
Evidence location
Fictional evidence index / SSPA-K-03 / draft awaiting verification
Last updated
2026-09-26
Resources and competence Skills matrix, training records, tooling inventory
Status
In progress
Owner
Warehouse supervisor
Evidence location
Fictional evidence index / SSPA-K-04 / draft awaiting verification
Last updated
2026-09-26
AI risk and impact assessment Risk assessments, AI system impact assessments
Status
In progress
Owner
Office manager
Evidence location
Fictional evidence index / SSPA-K-05 / draft awaiting verification
Last updated
2026-09-26
AI system lifecycle Development, deployment, and change records
Status
In progress
Owner
Office manager
Evidence location
Fictional evidence index / SSPA-K-06 / draft awaiting verification
Last updated
2026-09-26
Data Governance Data sourcing, quality, and provenance records
Status
In progress
Owner
Office manager
Evidence location
Fictional evidence index / SSPA-K-07 / draft awaiting verification
Last updated
2026-09-26
Transparency and documentation Technical documentation, information for interested parties
Status
In progress
Owner
Operations manager
Evidence location
Fictional evidence index / SSPA-K-08 / draft awaiting verification
Last updated
2026-09-26
Responsible use Intended-use statements, acceptable use policy
Status
In progress
Owner
Operations manager
Evidence location
Fictional evidence index / SSPA-K-09 / draft awaiting verification
Last updated
2026-09-26
Human oversight Oversight procedure, reviewer authority and training
Status
In progress
Owner
Sales and marketing lead
Evidence location
Fictional evidence index / SSPA-K-10 / draft awaiting verification
Last updated
2026-09-26
Security of AI systems Access controls, testing, prompt and output safeguards
Status
In progress
Owner
Office manager
Evidence location
Fictional evidence index / SSPA-K-11 / draft awaiting verification
Last updated
2026-09-26
Third parties and supply chain Vendor AI assessments, contract terms, sub-processor list
Status
In progress
Owner
Purchasing lead
Evidence location
Fictional evidence index / SSPA-K-12 / draft awaiting verification
Last updated
2026-09-26
Incidents and monitoring Incident procedure, logs, corrective actions, monitoring plan
Status
In progress
Owner
Customer service lead
Evidence location
Fictional evidence index / SSPA-K-13 / draft awaiting verification
Last updated
2026-09-26
Supporting Evidence Catalog14 records
Fourteen example source types, not fourteen requirements. Link relevant sources to the thirteen numbered Section K requirements; one source may cover several requirements.
AI Systems contractual terms and prohibited-practice screening record false
Owned
true
Current
Not yet recorded
Status
In progress
Files collected
Not yet recorded
Owner name
Operations director
Last reviewed
2026-09-26
Location
Fictional reference / Fernhill / SSPA / EV-001
Notes
The owners must confirm the signed terms and intended-use schedule.
AI policy and acceptable use policy true
Owned
true
Current
Not yet recorded
Status
In progress
Files collected
Not yet recorded
Owner name
Office manager
Last reviewed
2026-09-26
Location
Fictional reference / Fernhill / SSPA / EV-002
Notes
Policy draft exists; sponsor approval and staff communication remain open.
AI roles and responsibilities, with a RACI true
Owned
true
Current
Not yet recorded
Status
In progress
Files collected
Not yet recorded
Owner name
Office manager
Last reviewed
2026-09-26
Location
Fictional reference / Fernhill / SSPA / EV-003
Notes
Responsibilities agreed in draft; obtain role acceptance.
AI system inventory true
Owned
true
Current
Not yet recorded
Status
In progress
Files collected
Not yet recorded
Owner name
Office manager
Last reviewed
2026-09-26
Location
Fictional reference / Fernhill / SSPA / EV-004
Notes
Two systems inventoried; the staff survey is ongoing.
Assessor or certification body Not appointed; shortlist after the contract and evidence review
Engagement booked for
Findings open 3
All findings remediated false
Submitted to the portal
Microsoft portal status — enter what your supplier profile shows Not submitted
Preparation Steps10 records
A suggested work plan. Microsoft determines your portal status; completing these tasks does not change it.
Scope Confirm your SSPA data processing profile and whether AI Systems are in scope for each engagement.
Done
Not yet recorded
Date
Not yet recorded
Scope Determine whether you are a Publisher or a Deployer of AI Systems for each engagement.
Done
Not yet recorded
Date
Not yet recorded
Scope Complete the prohibited-practice screen and record your assurance route.
Done
Not yet recorded
Date
Not yet recorded
Build Assemble every item in the evidence index using the focus areas.
Done
Not yet recorded
Date
Not yet recorded
Build Run a self-assessment against Section K and close gaps.
Done
Not yet recorded
Date
Not yet recorded
Assure Confirm your assurance route: independent assessment or ISO/IEC 42001 certificate.
Done
Not yet recorded
Date
Not yet recorded
Assure Book a qualified independent assessor or an accredited certification body.
Done
Not yet recorded
Date
Not yet recorded
Assure Resolve all findings before the confirmation letter is submitted.
Done
Not yet recorded
Date
Not yet recorded
Green Provide the attestation or certificate in the Microsoft portal and confirm Green.
Done
Not yet recorded
Date
Not yet recorded
Green Keep evidence current and repeat annually, since compliance is continuous.
Done
Not yet recorded
Date
Not yet recorded
Actions3 records
Track specific gaps through a verified outcome. Close an action only after checking the result.
ACT-001 MS-001
Gap or issue
Issued contract and intended-use schedule not confirmed
Action and completion evidence
The owners reconcile the contract, profile and intended uses; keep the approved scope reference
Owner
Operations director
Due date
2026-10-22
Status
In progress
Closed date
Not yet recorded
Evidence location
Fictional reference / Fernhill / SSPA / ACT-001
Priority
High
Last updated
2026-10-24
ACT-002 MS-001
Gap or issue
Supplier data terms and access controls need verification
Action and completion evidence
The purchasing lead and the office manager complete the supplier review with contract and settings evidence
Owner
Purchasing lead
Due date
2026-10-29
Status
Not started
Closed date
Not yet recorded
Evidence location
Fictional reference / Fernhill / SSPA / ACT-002
Priority
High
Last updated
2026-10-21
ACT-003 MS-001
Gap or issue
Training and operating review samples are missing
Action and completion evidence
Brief staff and keep attendance plus checked summaries
Owner
Operations manager
Due date
2026-11-05
Status
Not started
Closed date
Not yet recorded
Evidence location
Fictional reference / Fernhill / SSPA / ACT-003
Priority
Medium
Last updated
2026-10-20
Handover1 record
Agree the scope and secure sharing channel with the reviewer. Track questions separately from the portal outcome.
HAND-001 — planned Qualified assessor, not yet appointed
Scope and version
MS-001 Section K preparation v0.1; applicability provisional
Evidence IDs included
EV-001 through EV-014 indexed; no evidence has been shared
Sharing date
Not yet recorded
Access expiry or restriction
Agree named-recipient secure access after the owners authorize it
Open questions
Confirm issued scope, contract terms, evidence sufficiency and assurance route
Response owner
Office manager
Next action
Close ACT-001, then agree assessor scope and secure handoff
Imported Source Records0 records
Full source records retained for review when there is no direct destination. These are references, not verified controls or approved questionnaire answers.
A report for internal reviewers.
Fernhill Wholesale
Recorded work and follow-up
SSPA Section K Readiness Kit
FICTIONAL SAMPLE September 26, 2026 Prepared by: Operations lead
Management summary
This fictional example records working facts and open follow-up notes. Review the evidence and owner decisions before relying on any entry.
Microsoft supplier engagement, fictional catering supply service · Confirm the issued engagement requirements, prepare Section K evidence and track gaps without claiming portal approval. This is a preparation record based on illustrative inputs, not an independent assessment.
Engagement Scope
1
Sections reviewed by preparer
9/11
Section follow-up notes
9
Evidence references
31
Priority actions and decisions
Action
Next step
Owner
Due
Status
NOTE-1
Operations director to confirm the contract and intended-use schedule by October 22. Fictional trial; no assurance or portal approval claimed.
Confirm with section owner
Not yet recorded
Needs review
NOTE-2
Dates are fictional planning dates. Supplier owner must verify the actual due date in the issued portal profile.
Confirm with section owner
Not yet recorded
Needs review
NOTE-3
All 13 preparation areas assigned. Owners must reconcile each item with the issued DPR and provide operating evidence. Contract screen and supplier review are the first dependencies.
Confirm with section owner
Not yet recorded
Needs review
NOTE-4
Fourteen artifact entries reviewed. Evidence marked draft or missing stays unready. Obtain real files and verify relevance before sharing with an assessor.
Confirm with section owner
Not yet recorded
Needs review
NOTE-5
No assessor engaged or portal submission made. Resolve the contract, supplier terms and training evidence gaps before arranging independent assurance.
Confirm with section owner
Not yet recorded
Needs review
NOTE-6
All ten milestones reviewed. Keep all open until actual completion; next action is legal confirmation of the issued scope, then evidence verification. Supplier owner will review progress weekly.
Confirm with section owner
Not yet recorded
Needs review
NOTE-7
Scope is provisional. Legal and the engagement owner must confirm the issued requirements; the due date is fictional for this trial.
Confirm with section owner
Not yet recorded
Needs review
NOTE-8
Three gaps assigned with dates: contract scope, supplier checks and staff competence evidence. Verify completion before assurance scheduling.
Confirm with section owner
Not yet recorded
Needs review
NOTE-9
Handoff is planned only. No submission or evidence sharing has occurred. Confirm authority and channel before sending.
Confirm with section owner
Not yet recorded
Needs review
Evidence position
0 of 31 indexed records are marked reviewed in this fictional example. Missing or unreviewed records remain explicit.
ID
Record
Owner
Date
Status
section-k-requirements-6
Section K Requirements 51–63
Fictional Operations manager
Not recorded
Needs review
crosswalk-0
Section K Focus Areas
Operations director
Not recorded
Needs review
crosswalk-1
Section K Focus Areas
Operations director
Not recorded
Needs review
crosswalk-2
Section K Focus Areas
Operations manager
Not recorded
Needs review
crosswalk-3
Section K Focus Areas
Warehouse supervisor
Not recorded
Needs review
crosswalk-4
Section K Focus Areas
Office manager
Not recorded
Needs review
crosswalk-5
Section K Focus Areas
Office manager
Not recorded
Needs review
crosswalk-6
Section K Focus Areas
Office manager
Not recorded
Needs review
crosswalk-7
Section K Focus Areas
Operations manager
Not recorded
Needs review
crosswalk-8
Section K Focus Areas
Operations manager
Not recorded
Needs review
crosswalk-9
Section K Focus Areas
Sales and marketing lead
Not recorded
Needs review
crosswalk-10
Section K Focus Areas
Office manager
Not recorded
Needs review
crosswalk-11
Section K Focus Areas
Purchasing lead
Not recorded
Needs review
crosswalk-12
Section K Focus Areas
Customer service lead
Not recorded
Needs review
evidence-0
Supporting Evidence Catalog
Operations director
2026-09-26
Needs review
evidence-1
Supporting Evidence Catalog
Office manager
2026-09-26
Needs review
evidence-2
Supporting Evidence Catalog
Office manager
2026-09-26
Needs review
evidence-3
Supporting Evidence Catalog
Office manager
2026-09-26
Needs review
evidence-4
Supporting Evidence Catalog
Office manager
2026-09-26
Needs review
evidence-5
Supporting Evidence Catalog
Office manager
2026-09-26
Needs review
evidence-6
Supporting Evidence Catalog
Office manager
2026-09-26
Needs review
evidence-7
Supporting Evidence Catalog
Office manager
2026-09-26
Needs review
evidence-8
Supporting Evidence Catalog
Office manager
2026-09-26
Needs review
evidence-9
Supporting Evidence Catalog
Office manager
2026-09-26
Needs review
evidence-10
Supporting Evidence Catalog
Office manager
2026-09-26
Needs review
evidence-11
Supporting Evidence Catalog
Office manager
2026-09-26
Needs review
evidence-12
Supporting Evidence Catalog
Office manager
2026-09-26
Needs review
evidence-13
Supporting Evidence Catalog
Operations director
2026-09-26
Needs review
f2mm7j70t0
Actions
Operations director
Not recorded
Needs review
zcl446vn1d
Actions
Purchasing lead
Not recorded
Needs review
p0aoeehpyg
Actions
Operations manager
Not recorded
Needs review
Before sharing
Confirm the scope, replace every fictional record with your own, review the supporting evidence, and approve the final wording. Completed records can inform decisions; they do not establish certification or compliance.