Improving HR Activities with AI: Our Success Story Using Microsoft Copilot

Just as we do with our clients, we regularly look internally to uncover AI-driven opportunities that enhance operational efficiency. This approach recently revealed a valuable use case: improving our employee experience through more seamless interactions with HR.

The ProArch HR Assistant using Microsoft Copilot Studio is a solution we developed and use in-house. It automates HR-related queries and tasks, streamlining employee access to HR policies and information and enabling our HR team to focus on more strategic initiatives.

Keep reading to learn about the capabilities of Microsoft Copilot Studio and how ProArch uses it to improve how we work.

Enhancing the Global Employee Experience with AI

As a rapidly growing company with a global workforce, our HR team must focus on strategic initiatives and regularly connect with employees to understand their needs, aspirations, and concerns. However, managing policies across different regions and countries often leads to one-off requests that can distract HR from their core objectives.

To address this, we rolled out the ProArch HR Assistant, built using Microsoft Copilot Studio. This AI-powered solution allows the HR team to provide consistent, accurate support for common requests, freeing them to focus on fostering a positive and engaging work environment for employees worldwide.

How does ProArch HR Assistant work?

This is an HR assistant solution built using Azure Copilot Studio. It works in four levels to provide answers to users, depending on the complexity of their questions:

• Level 1: Basic Responses — Users ask questions through a website or Microsoft Teams. A custom-built Copilot processes the questions, providing simple answers based on recognized topics or phrases using AI Builder and Microsoft Flow.
• Level 2: Generative AI Responses — For more detailed answers, the assistant uses Generative AI to search websites, SharePoint, or uploaded documents and generate accurate responses.
• Level 3: Advanced AI Answers — If the query is more complex, the system taps into an OpenAI model (gpt-35-turbo-16k) using Azure OpenAI services, providing even more in-depth answers.
• Level 4: Human Assistance — When AI can't fully answer the question, it connects the user to a live HR executive via Microsoft Teams or email for personalized help.

The HR assistant provides answers at various levels, from simple AI-generated responses to human assistance for more complex issues.

Key Features of ProArch HR Assistant

• 24/7 FAQ Responses & General Inquiries: Address employee questions and miscellaneous inquiries around the clock, providing consistent, accurate information without HR involvement—improving efficiency and ensuring uninterrupted support.
• Healthcare & Life Insurance Plans: Facilitate easy access to insurance coverage options, while offering clarity on healthcare and life insurance—streamlining employee decision-making and freeing HR from repetitive explanations.
• Company Policies, Benefits & Employee Leaves: Provide comprehensive, on-demand information about company policies and benefits, while automating leave requests and management—reducing HR's administrative workload and speeding up employee processes.

After thoroughly testing to refine its capabilities and ensure accurate responses, the HR Assistant Copilot application is now accessible via internal intranet and Microsoft Teams to the organization.

At ProArch, we understand that leveraging AI is about creating seamless, intelligent workflows that make your business run more efficient. Our AI Consulting Services offer a tailored approach to integrating AI into your organization, application, and workflows. Explore how AI can transform your business today. Contact us.