Pain points: • VinUni has a large number of policies, procedures, guidelines, and internal instructions across different functions and departments. • These policies and procedures are frequently updated, making it difficult for users to ensure that they are following the latest version. • Information is scattered across multiple systems and platforms, including SharePoint, BASE, Microsoft Forms, email, and other internal platforms. • Finding the correct information can therefore be time-consuming, especially when users need to navigate multiple documents and systems. • Many documents contain internal or confidential information and cannot be uploaded to public AI chatbots due to data privacy and security requirements.

Solution: • Deploy a secure internal AI chatbot that connects directly to VinUni’s internal document repositories and keeps institutional data within the authorized environment. • The chatbot retrieves information from the latest approved versions of policies, procedures, and guidelines, reducing the risk of users relying on outdated information. • Responses can include references or links to the relevant source documents, allowing users to verify the information and access the original policy or procedure when needed. • When users need to complete a specific administrative process, they can simply ask the chatbot and receive: o Step-by-step instructions o Required documents and supporting materials o Relevant forms to complete o Submission channels or platforms o Applicable policies, procedures, or guidelines • This provides users with a single access point for navigating VinUni’s internal processes while improving efficiency, consistency, and information security.