Abu Dhabi Based Government Entity Builds an Intranet Portal with DMS & Chatbot to Enhance Employee Experience

Case Study

Abu Dhabi Based Government Organization Leverages Microsoft SharePoint to Enhance its Employee Experience

Our client, a government entity in Abu Dhabi, was looking for an intranet portal with Chatbot to enhance their internal communications, manage contracts and store documents in a structured way. They also required the Portal to follow their corporate branding guidelines. What was needed was a solution with an inbuilt document management system to maintain all policies, procedures and documents in a centralized repository such that documents can be published basis the roles and departments of the employee.

Business Situation

The client wanted a Portal with integrated DMS Chatbot. Our business analysts analyzed the requirements and prepared a scope document. The solution components to be developed and activities to be performed by the team at different stages were detailed out in this document.

Solution

After closely working with the customer, our team suggested the most critical components that need to be a part of any intranet portal and defined the structure for different departments & their documents. The team also prepared the workflow to manage contracts (new, renewal, amendments) and the process for how the users would be notified based on the expiry date.

Challenges

  • No Intranet portal for internal communication
  • No Structured way of storing documents
  • Visibility on contracts expiry
  • Manual approvals
  • Lack of Internal Department sites
 

Tools & Technologies

 

Solutions

  • Bilingual Intranet Portal
  • Document Management System
  • Automated Contracts Management
  • FAQ Chatbot

Intertec proposed to use Microsoft SharePoint Online to build the Intranet Portal & Document Management System. The document approval process was managed using Power Automate. The Chatbot was built using Herbie, an Artificial Intelligence based Chatbot that can be used to handle transactions as well. The team also built the solution to manage the creation of contracts, its renewal and also amendments on existing contracts using built-in forms of SharePoint online and Power Automate workflow. Using SharePoint, our customer was able to provide a simple, seamless and customizable user experience to the employees, making it easy for them to collaborate as a team. The SharePoint Portal is responsive and accessible through any device.

Intertec’s UI Designer worked closely with the client’s marketing team to ensure that the portal branding was done as per the customer’s expectation. Once the design was finalized, Intertec SharePoint consultants configured the Portal, DMS & Chatbot based on the client requirements.

Document Management System was also configured to securely store the documents (submitted & generated) in the system. Dashboards and reports were configured to provide different statistics regarding the documents such as the ones that are pending approvals, getting expired in a span of time, etc. Access & Permissions were assigned to the respective teams/ owners.

By implementing this solution, the client was able to provide a collaboration portal for internal employees and also a centralized repository for all their resources.

Outcomes Delivered

  • Enhanced Employee Experience
  • On time renewal of contracts
  • Unified portal for internal collaboration
  • Centralized repository for storing documents
  • Instant responses to any questions through 24/7 bot