Company Overview

An Australia-based firm that provides consulting services on major infrastructure projects (Dams, railway projects, etc.) worldwide. The company undertakes feasibility studies, design, tender and contract management, construction supervision, and project management.

The Challenges Faced

The Bids and Submissions team faced several challenges in managing and retrieving documents efficiently:

• Inefficient Search: Existing search methodologies lacked precision, relevance, and speed, making it difficult to quickly access critical data from a variety of bid and project documents.
• Data Overload: Managing large volumes of documents posed challenges in differentiating and processing information effectively, slowing down the team’s ability to find the most relevant content.

Solution Proposed

To address these challenges, TeBS implemented an AI-powered Enterprise Knowledge Discovery solution (EKGAI), leveraging Generative AI to optimize document search and retrieval. Key features of the solution included:

• AI-Enhanced Search Functionality: Utilized Generative AI to improve search relevance, precision, and speed, enabling the team to quickly retrieve the most critical documents from a vast pool of data.
• Intelligent Data Processing: Incorporated structured prompting with templates and a controlled data source to ensure accurate results. AI-powered differentiation allowed documents to be processed and categorized based on relevance and context.
• Continuous Learning and Improvement: Integrated a feedback mechanism that gathered user input to refine search performance and adapt the system to the team’s evolving needs.
• Data Currency Validation: Implemented AI-driven data currency checks, ensuring that only the latest, most relevant documents were processed, enhancing the reliability of the information.
• Seamless Integration: Ensured smooth and scalable integration with existing systems, utilizing Azure workloads to support a robust AI-powered framework for efficient document management.

​Benefits

The AI-led solution provided several key benefits:

• Enhanced Search Precision: Generative AI enabled more accurate, context-driven search results, improving the relevance and speed of document retrieval.
• Efficient Document Processing: The AI-powered system allowed for faster differentiation and processing of large volumes of documents, reducing manual efforts and enhancing team productivity.
• Up-to-Date Data Access: AI-based data currency checks ensured that only the most current documents were retrieved, streamlining decision-making and reducing the risk of using outdated information.
• Adaptive User Experience: Continuous feedback integration allowed the AI system to evolve and adapt to the unique needs of the team, optimizing the overall user experience.
• Improved Workflow Efficiency: AI-driven document search and processing reduced the time spent on manual tasks, allowing the team to focus on more strategic initiatives and improving overall efficiency.

Conclusion

TeBS’s AI-powered EKGAI solution revolutionized document management for the Bids and Submissions team by leveraging Generative AI for enhanced search precision, intelligent data processing, and up-to-date access to relevant documents. The tailored AI solution not only improved efficiency but also provided the flexibility to adapt to future needs, positioning the team for greater agility in handling complex information.