AI-powered solutions for an enterprise’s internal communication and training

A US-based enterprise with over 2000 employees struggles to find necessary information for employees within the company’s Intranet. HR and PM personnel must be involved in providing this information from different sources. Additionally, the HR department was looking for ways to optimize training on the software employees use for work.

technology

Python

SQL

MongoDB

OpenAI instances

Azure

Moodle (customized for training solution)

ChatGPT

Client’s brief

As a growing enterprise, the client’s HR and project management teams faced frequent interruptions from employees needing answers to routine questions on topics like vacation policies, benefits, and company guidelines. Key information was stored in OneDrive and Office 365, but employees often struggled to locate it owing to the company’s extensive policies and compliance needs as an ISO-certified organization. This increased demands on HR, leaving them with less time for strategic tasks.

For their training program, the client also needed a solution to streamline employee onboarding and help new hires learn the company’s proprietary software. Training materials, including a handbook and educational videos, were already available, but the client wanted a tool that could answer questions about the software and create quizzes to help employees memorize the information in an interactive way.

Goals

HR Chatbot:

Automate responses to common employee questions
Reduce the time HR and PMs spent on repetitive inquiries
Customize ChatGPT to suit enterprise needs and comply with access restrictions
Enhance Employer Branding by showcasing innovation in workplace technology

Training Assistant:

Simplify and standardize training material access
Enable an interactive learning process for software onboarding
Increase training efficiency through automated quizzes and contextual responses

Solution

HR Chatbot for Internal Data Access

To streamline HR’s workload, we created a chatbot integrated with OneDrive and Office 365. Employees could quickly search for information without HR assistance. We also implemented a robust user segmentation system to restrict access to certain types of information based on the employee’s role and seniority, ensuring that only authorized individuals could access sensitive data. Single sign-on (SSO) authentication verified user identity and further secured sensitive data access.

Key Chatbot Features:

Integration with OneDrive and Office 365 for direct information retrieval
Role-based access controls to prevent data leaks
SSO authentication for secure user verification

AI-Based Employee Training Assistant

To improve training for new employees, we implemented a customized LMS on Moodle boosted by a chatbot. The AI was trained exclusively in the software handbook and related videos to ensure accurate, context-specific answers. It also generated quizzes to test users on the material. This helped employees to learn at their own pace in an interactive environment.

Key Training Solution Features:

Content parsing to structure lessons and quizzes from handbook and video material.
Time-coded video links for easy navigation within training modules.
“Ask Me Anything” functionality that provides employees with on-demand answers using only internal training information, without accessing Internet sources. If the information is unavailable internally, it notifies the user.

Infrastructure Setup

Using Azure’s scalable infrastructure, we set up dedicated virtual machines and allocated Provisioned Throughput Units (PTUs) for steady performance. The HR chatbot was deployed with Azure’s OpenAI Service, leveraging GPT-4 for natural language processing. Azure Cognitive Services provided secure data storage and processing, ensuring data compliance and SSO authentication.

Content Parsing and AI Training

HR Chatbot: Configured via Azure OpenAI for seamless integration with Office 365 and OneDrive. We established granular role-based permissions that align with Azure Active Directory to ensure data privacy across various employee roles.

Training Solution: We parsed the company’s handbook and training videos using Moodle’s open-source LMS and created interactive quizzes. The content was structured with time-coded video links, enabling employees to navigate modules efficiently.

Testing and Deployment

We conducted multi-stage testing, including user acceptance and security testing. Both solutions were deployed within the client’s environment, utilizing Azure’s Azure tracking tools for real-time tracking. This setup allowed for a smooth user experience, with automated updates to align with evolving enterprise requirements.

Results

The AI solutions we developed produced multiple results:

The HR chatbot showcased the company’s innovative use of AI, attracting more middle- and senior-level job applicants.
The HR team reported a 6% saving in time by automating answers to common questions, which enabled them to allocate this time for more strategic tasks.
Training Effectiveness: The AI-driven training assistant increased employee success rates, with 80% of employees achieving high scores on training quizzes on the first attempt.
The solutions contributed to a 3% increase in Net Margin in the first year, according to the stats of improved internal processes.
The implementation of the chatbots led to more structured and accessible data storage as a positive side effect.
The bots were UI optimized for the client’s needs, providing a clear and intuitive interface.