How an AWS-Powered GenAI Platform Transformed HR Operations

About Client:

A leading healthcare enterprise with a strong focus on people, processes, and operational excellence. The organization is known for its large-scale workforce and commitment to delivering high-quality healthcare services through efficient internal operations and a culture of continuous improvement.

Background:

Client’s HR department faced ongoing challenges with delayed responses to employee queries, repetitive manual work, and fragmented access to policies, training materials, and employee data. Information scattered across multiple systems made it difficult for both employees and HR teams to find what they needed quickly, impacting engagement, productivity, and overall experience.

Challenge:

The HR team struggled to deliver fast, consistent, and data-driven support due to:

  • Long response times for HR and IT-related employee requests.
  • Manual handling of repetitive tasks such as leave requests and onboarding checklists.
  • Disconnected systems housing critical information, leading to slow searches and versioning issues.
  • Lack of centralized analytics to measure HR engagement and efficiency.
    Difficulty scaling HR support operations as employee needs and systems expanded.

Solution: NOVA AI Assistant Platform

Client partnered with BizAcuity to implement NOVA, an intelligent, cloud-native assistant platform designed to digitize, centralize, and automate everyday HR and IT operations using GenAI and modern cloud automation.

Phase 1: AI-Powered Chat & Self-Service

NOVA introduces a conversational AI interface that allows employees to access HR and IT information on demand.

  • AWS Bedrock powers the conversational engine using Claude 3 Haiku and Claude 3 Sonnet, enabling context-aware and natural responses.
  • Titan Embed converts HR documents and FAQs into vector embeddings for accurate semantic search.
  • The frontend, built on React and delivered through AWS CloudFront, ensures low-latency, globally accessible chat experiences.
  • The backend, hosted on AWS EC2 with FastAPI, manages chat sessions, policies, and API calls securely.
  • Employees can interact through text or voice, get instant answers, and access policies, leave details, and training records 24×7.

Phase 2: Secure Policy & Data Management

NOVA centralizes HR data and policies through an intelligent ingestion system.

  • Policy documents, employee details, and training files (PDF/CSV) are uploaded through a secure web interface.
  • Data is structured and stored in AWS RDS for PostgreSQL, enhanced with the pgvector extension for fast vector-based retrieval.
  • Metadata links each document stored in Google Shared Drive, ensuring seamless access to the original version.
  • Backend automation, powered by FastAPI on AWS EC2, validates and synchronizes data in real time, ensuring consistency across all sources.

Phase 3: Process Automation & Employee Empowerment

This phase automates common HR workflows and empowers employees with self-service capabilities.

  • Leave requests, onboarding tasks, and certification checks are automated through event-driven backend logic.
  • Google OAuth2 provides secure authentication, while JWT (JSON Web Tokens) ensures endpoint-level authorization and data security.
  • HR administrators can perform bulk uploads, edit employee data, or update policies through the admin console.
  • AWS Bedrock continues to drive contextual responses and process guidance, improving user experience over time.

Phase 4: Analytics & Continuous Improvement

The final phase focuses on insights and optimization.

  • Built-in analytics dashboards track platform engagement, query trends, and user satisfaction.
  • Data stored in AWS RDS is analyzed via Python-based pipelines, providing real-time visibility into HR operations.
  • Feedback from HR admins and employees is continuously used to fine-tune AI prompts, workflows, and UI design.
  • AWS Bedrock’s adaptive models help improve accuracy and relevance over time, enabling a continuously learning assistant.

Outcome:

The new system delivers:

  • Employees now have instant, 24×7 access to all HR policies, leave information, and IT support.
  • Significant reduction in HR response times and elimination of most repetitive manual work.
  • Centralized analytics enable faster, smarter, and more informed HR decision-making.
  • Secure, scalable AWS architecture ensures performance, compliance, and integration with enterprise systems.

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