Challenge
One organization faced the need to improve the process of interpreting internal policies such as the code of conduct, gift policy, or data retention guidelines. Employees often struggled to quickly find specific information within lengthy documents, which led to uncertainty and potential errors in decision-making.
Solution
To address these challenges, we developed Policy Copilot – an intelligent agent based on Microsoft 365 Copilot, which:
- Integrates with SharePoint, using existing policy documents as a knowledge base.
- Answers employee questions in natural language, providing precise information based on up-to-date documents.
- Differentiates between types of users (e.g., public officials, external partners, internal staff) and tailors responses according to applicable rules.
- Converts currencies to ensure compliance with financial thresholds defined in policies.
- Does not provide legal advice but directs users to the appropriate compliance team when necessary.
Key Features
- Personalized responses: The agent addresses users by name (if available), enhancing the user experience.
- Dynamic context recognition: When a question is unclear, the agent asks for clarification to ensure accurate answers.
- Information security: Responses are based solely on approved documents, eliminating the risk of sharing unauthorized information.\
Results
The implementation of Policy Copilot delivered measurable benefits:
- Reduced information search time: Employees receive the data they need within seconds.
- Lower workload for the compliance team: The agent handles standard questions, allowing the team to focus on more complex matters.
- Improved policy compliance: Easy access to information helps employees make decisions aligned with current regulations.
Summary
Policy Copilot is a prime example of how tools available within the Microsoft 365 ecosystem can significantly enhance organizational processes. Its integration with existing documents, intelligent natural language processing, and focus on policy compliance make it a valuable everyday support tool for employees.
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