A leading art focused higher education institution in Singapore sought to accelerate digital productivity and responsibly adopt Generative AI across academic and administrative functions. Facing challenges around AI readiness, unstructured adoption, and varying levels of user confidence, the institution partnered with TeBS to implement a structured Microsoft 365 Copilot adoption strategy. Through AI readiness assessment, scenario-based enablement, and guided onboarding of power users, the solution improved productivity,strengthened user confidence, and enabled data driven adoption. This positioned the institution to drive innovation and deliver more efficient and future ready academic and administrative experiences.
CUSTOMER
Arts-Focused HigherEducation Institution
REGION
Singapore
INDUSTRY
Education
FUNCTION
Information technology
Organisation Overview
A leading arts-focused higher education institution in Singapore offersdiploma and degree programmes across fine art, design, and performing arts.With a strong commitment to creativity and innovation, the institutioncontinuously invests in secure, modern technologies to enhance the digitalproductivity of both staff and students while supporting its academic andadministrative excellence.
The Challenges Faced
As the institution explored the adoption of Generative AI, it encountered several challenges in ensuring a structured and effective roll out of Microsoft365 Copilot:
- Lack of AI Readiness Clarity : The institution required a clear understanding of its existing security postureand technical preparedness to safely adopt Generative AI tools.
- Unstructured Adoption Approach : Without a defined roadmap, there was uncertainty around how to introduce Copilot in a way that aligned with academic workflows and administrative processes.
- Diverse User Needs : Faculty members, administrative staff, and other users had varying levels ofdigital maturity, making it difficult to ensure consistent adoption and effectiveusage.
- Limited Awareness and Confidence: Users lacked familiarity with prompt engineering and real-world Copilot usecases, leading to hesitation in leveraging AI effectively.
Solution Proposed by Total eBiz AI Team
To address these challenges, TeBS implemented a structured, secure, and user-centric Copilot adoption strategy
- AI Readiness Assessment : TeBS evaluated the institution’s security framework and digital environment to ensure compliance and readiness for Generative AI adoption.
- Structured Adoption Framework : Leveraging TeBS’ AI Adoption Framework, a clear roadmap was established to guide the phased rollout of Microsoft 365 Copilot across academic and administrative functions.
- Scenario-Based Enablement : Tailored training sessions were delivered, focusingon real-world use cases across teaching, content creation, communication, and operational workflows.
- Prompt Engineering Guidance : Users were equipped with practical prompt engineering techniques to maximize the value of Copilot in their daily tasks.
- Power User Onboarding and Insights : An initial group of 25 power users was onboarded within the first two weeks, supported by dashboards for usage tracking,performance insights, and continuous feedback to refine the adoption journe
Benefit
- Improved Productivity: Staff and faculty leveraged Copilot to streamline contentcreation, communication, and administrative tasks, reducing manual effort.
- Accelerated AI Adoption : A structured approach and targeted enablement increased user confidence and drove faster adoption across diverse user groups.
- Enhanced User Experience : Scenario-based learning and real-world applications enabled users to integrate Copilot seamlessly into their workflows.
- Data-Driven Optimization: Usage dashboards and feedback loops provided actionable insights to continuously improve adoption and maximize value.
- Secure and Scalable Foundation : The institution established a strong, compliant foundation for expanding Generative AI capabilities in the future.
Conclusion
By partnering with TeBS to implement a structured Copilot adoption strategy, the institution successfully established a secure and scalable foundation for GenerativeAI. Through targeted enablement, readiness assessment, and continuous optimization, it enhanced productivity, built user confidence, and positioned itself to unlock long-term value from AI across academic and administrative functions.
