Implementing a Custom GPT App to Retrieve Corporate Information

To explore the possibilities with artificial intelligence (AI), SPR developed a tool to assist employees with questions specifically related to corporate policies and other internal human resource (HR) topics. Initially intended for SPR employees, this tool has the potential to benefit other companies with extensive internal documentation and a need for efficient employee query resolution. SPR created a custom application using a GPT chat model, designed to streamline document searches and enhance overall productivity.

SPR maintained a substantial repository of HR documents, including policies, FAQs, and third-party documents about company partners and vendors. The traditional method of searching through these documents was time-consuming and often inefficient. Consequently, employees frequently asked HR personnel questions about policies instead of searching for answers in the available PDFs. Recognizing the potential of AI, SPR developed and deployed a custom GPT application to facilitate quick and accurate information retrieval.

The implementation process began with an internal assessment of the document repositories and the specific needs of different departments and employees. We prioritized these needs and developed a custom chatbot with three main functions:

1. Standard Chatbot Mode: Answers general questions about any topic.
2. Document Search Mode: Performs queries related to specific HR policies, such as 401(k) match details, and provides exact sources by linking directly to the relevant pages in the documents, mitigating the risk of misinformation.

Customized Interaction Mode: Tailors responses based on the specific needs of an employee. Example questions include: “What is SPR’s bereavement policy?”, “What is the number to our healthcare insurance provider?”, “What does SPR’s vision insurance cover?”

The deployment of SPR’s custom GPT app resulted in several notable benefits:

1. Efficiency: Employees can quickly find accurate information without manual searches or relying on HR colleagues, saving time and improving productivity.
2. Reliability: The chatbot’s ability to link directly to document sources ensures the information is trustworthy.
3. Scalability: The custom GPT’s flexible architecture allows it to adapt to the needs of different departments and larger document repositories.
4. Ease of Use: The user-friendly interface makes it accessible for all employees, regardless of their technical expertise.

One of the critical considerations was the scalability of the custom GPT app. For larger companies with more extensive document collections, the solution needed to scale effectively. The custom GPT’s architecture allowed it to handle larger volumes of documents by:

• Creating multiple agents for different departments, each configured to handle specific document sets and query requirements.
• Utilizing AWS Bedrock to easily switch between advanced AI models like Claude 3 and Claude 3.5, ensuring the chatbot remains at the cutting edge of AI technology.

Beyond HR, the custom GPT app has potential applications in various other domains within SPR:

• Core Business Information: Finding technical documents relating to client engagements that can help employees understand the technical details prior to the start of a client project.
• Marketing: Surfacing information from a library of cases studies to share details about past projects.
• Sales: Assisting sales associates in quickly accessing client history and proposal details, facilitating smoother sales processes.
• New Hires: Offering new employees easy access to standard operating procedures and company culture information, for example, finding appropriate points of contact and resources across the organization.
• Technologists: Retrieving technical documents relating to client engagements to help consultants get up to speed on new projects.

The successful implementation of a custom GPT application at SPR showcases the transformative potential of AI in enhancing internal processes. By providing a reliable, efficient, and scalable solution for document retrieval, this custom GPT application not only addresses current needs but also opens up new possibilities for future use cases.