GenAI-powered search improves the efficiency of a document library
About the client
Within this context, an American group of metal manufacturers recognized the need for a systematic solution to enhance employee access to HR information and alleviate HR management (HRM) workload. Leveraging GenAI, our client successfully implemented a self-service application tailored to meet the demands of its HR department, saving crucial employee time for business-critical work.
The Challenge
Improving employee access to HR information for higher operational efficiency
HRM is a data-intensive practice that involves sensitive corporate and uniquely identifiable employee information. It is also an enterprise function that features a high volume of repetitive tasks and queries. Hence, increasing the efficiency of HR professionals and improving their experience were pivotal for the client.
Besides, the existing HRM systems further added to the inefficiency, delays, and workloads, straining employees in general and HR professionals in particular. In a nutshell, the key challenges were:
- Inefficient information access hindered timely access to HR policies and information
- Repetitive workload and queries created bottlenecks and delays in HR personnel operations
- Disparate systems and processes made it difficult to streamline access to the HR library
The Objective
Saving employee time and reducing the HRM workload
The primary goal of the transformative endeavor was to simplify and expedite employees’ access to the HR library and improve HRM efficiency. This entailed developing a self-service application for employees to access HR information and receive answers to their queries effortlessly.
In brief, the objectives were to:
- Enhance employee experience by providing immediate access to accurate HR information
- Reduce HR workload by facilitating self-service for employees
- Systems integration for a cohesive user experience
The Solution
GenAI-powered self-service application
The client had a vision for harnessing AI/GenAI to transform its enterprise functions. Since the challenges associated with the HR library were an internal concern, the client decided to kickstart its AI/GenAI-led transformation on this front. Given HCLTech’s capabilities and reputation as a leader in AI and GenAI innovation, the client chose us for a quick and successful turnaround.
The features and characteristics of our solution included:
- Solution implemented on Microsoft Azure cloud platform using various Azure-specific services with integration to internal systems and applications
- Cloud-native architecture enabled service-based integration between internal components and ensured overall scalability and availability.
- Support for multiple document formats including PDF, PPTX and images
- GPT-4 vision model for processing images
- Utilized the Agentic Retrieval Augmented Generation method to efficiently handle complex user queries like leave balances
- Citations and references for assisting employees in verifying information and learn more about the relevant policy or process
- Responsible AI practices, leveraging Azure OpenAI content filters
- Prompt engineering to ensure the relevance and safety of the AI-generated outputs
The Impact
Complete HR library process transformation
The implementation of the GenAI-powered HR search solution delivered a wide range of benefits, including but not limited to:
- Higher employee satisfaction owing to quicker access to necessary information
- Lower HR workload, allowing HR professionals to focus on strategic initiatives
- Productivity boost owing to an average time saving of 30 minutes per professional per day
- Scalable and highly available solution owing to cloud-native architecture
- Quick ROI resulting from development and deployment in less than 6 weeks
By adopting this innovative approach to HR information management, our client has set a benchmark for leveraging GenAI in the HRM domain, ensuring ongoing operational efficiency and enhanced employee satisfaction in a rapidly evolving workplace.
