Utah's journey: Implementing Gemini across state government

In an era where artificial intelligence is reshaping public sector operations, the State of Utah has emerged as a pioneer in implementing enterprise AI solutions. At the first InnovateUS workshop of the year, Utah's Division of Technology Services AI team shared their journey of introducing Google's office productivity AI offering, Gemini for Google Workspace, to their 23,000-strong workforce, offering valuable insights for organizations considering similar transitions.

Christian Napier, the state’s Director of AI, began the presentation by explaining that Utah's approach to the technology is divided between two agencies: the Department of Commerce's Office of AI Policy and the Division of Technology Services (DTS). This dual approach ensures that technological advancement aligns with responsible governance and policy frameworks. As a Google Workspace shop, Utah's journey with Gemini offers valuable lessons for any organization implementing enterprise AI office productivity tools.

The pilot program

Starting in June 2024, Utah launched a carefully structured pilot program with 257 Gemini licenses distributed across various state agencies based on the agency’s size and demonstrated interest from employees. 

"Our primary goal was to understand how Gemini for Google Workspace could enhance employee productivity within the state government," said Carter Saar, an AI Analyst for the state. Throughout the pilot, Saar's team provided comprehensive support, helping agencies navigate their first steps with the technology.

The pilot program has yielded compelling results. As of December 2024:

• Users engaged actively with the platform, averaging 34.5 prompts over four weeks

• High-volume users, comprising over 25% of participants, demonstrated exceptional adoption averaging more than 100 prompts in four weeks

• Gemini Chat and Google Docs emerged as the preferred platforms for AI interaction

Real-world impact

Survey results from high-volume users also showed significant benefits.

• 79% of users reported saving 1-5 hours per week

• 18% of users, particularly in coding and technical roles, reported saving more than 6 weekly

• Users leveraged the tool for multiple purposes, including brainstorming, content creation, coding, and document analysis

• The majority reported substantial improvements in work quality

Jake Windley, another state AI Analyst, explained to participants how he found the use of the technology practical in his everyday work.

“For me, I really find it helpful for brainstorming. I use it for coding a lot, and then also generating content or outlines to help me think through problems or think through solutions,” Windley said.

Project acceleration

The project took an unexpected, but welcome, turn in September 2024.

“The game changer for Gemini happened in September when Google announced that its standalone Gemini chatbot would be made available to all Google Workspace license holders at no additional cost," Napier said. 

From there, Utah's plans accelerated, leading to a broader rollout of Chat with Gemini starting in December 2024. The state took a methodical approach to the production rollout, in which they:

• Conducted comprehensive security assessments

• Updated responsible AI use training

• Implemented an opt-in system for agencies

• Created extensive communication and training plans

• Transitioned management to a dedicated Google Workspace team

Looking ahead

As of January 2025, Utah's initiative has reached a significant milestone, with 15,000-16,000 state employees now having access to the free version of Gemini. The state's experience offers valuable insights for other organizations considering large-scale AI implementation:

• The importance of a structured, phased approach

• The need for continuous support and training

• The value of letting agencies opt-in at their own pace

• The recognition that AI tools benefit different users differently

• The importance of secure, enterprise-grade implementations

Napier explained to participants that their experience can be applicable to the public sector, regardless of which tool organizations want to use.

“According to nationwide surveys, more than half of state government workers are using Generative AI as part of their work, many of them just using the freely available tools,” he said. “So could we bring them into a more secure environment and give them those benefits?"

With more than half of state government workers already using generative AI in their daily work, Utah's structured approach to enterprise AI implementation offers a valuable blueprint for other public sector organizations looking to harness AI's potential while maintaining security and productivity.

Watch the workshop recording here.