Artificial intelligence is now transforming human resources management. At Ansam, Novatix's parent company, this revolution takes shape through an intelligent virtual assistant. This HR chatbot answers employee questions, facilitates new employee integration, and automates administrative tasks. Here's how this solution transformed our HR approach.

The HR challenge of a growing company

The initial problem

Ansam, with its 200+ employees spread across multiple sites, faced considerable HR challenges. The human resources team was overwhelmed by daily requests regarding leave, social benefits, and internal procedures.

New employees, increasingly numerous with the company's growth, required personalized support that the department struggled to provide while maintaining the quality of its other services.

Project objectives

Faced with this situation, Ansam's management defined several clear objectives. It was necessary to reduce the time devoted to repetitive HR questions and standardize the integration experience for new employees. Simplifying administrative procedures such as leave requests was also a priority, as was allowing the HR team to focus on higher value-added tasks.

The HR chatbot: design and features

Architecture and development

The Novatix team developed an intelligent HR chatbot based on a personalized large language model (LLM). This solution was deployed on Proximity and Infomaniak infrastructure to guarantee data hosting in Switzerland and comply with the strictest security standards.

The project took place over 6 months, from needs analysis to final deployment, closely involving HR teams in the design.

Key features

Ansam's HR chatbot, named "NoviaRH", offers four main features:

HR question responses with source citation

The assistant instantly responds to questions regarding leave policies, social benefits, training, and internal procedures. Responses are personalized according to the employee's profile and systematically include citation of documentary sources used (internal regulations, HR directives, etc.). Data is automatically updated when source documents are modified, thus ensuring always current information.

Secure access to sensitive data

NoviaRH securely manages access to personal information (salaries, evaluations, health data) by relying on Microsoft authentication of Ansam employees. The system verifies user identity and applies granular access controls. This technical integration ensures that each employee only accesses information they are entitled to, while offering a smooth experience without multiple connections.

Administration and analysis for HR

HR professionals have a dedicated administration interface allowing them to manage chatbot content and broadcast targeted corporate messages through the platform. The system also provides detailed analyses on the most frequently discussed topics, allowing identification of improvement points in company documentation and proactive adaptation of HR policies according to employees' real needs.

Smart employee onboarding

NoviaRH guides new employees through their integration process with personalized checklists, automatic reminders, and answers to frequently asked questions during the first weeks. The system tracks onboarding progress and alerts HR teams when manual intervention is needed.

Tangible results

Significant time savings

Since NoviaRH's implementation, the HR team has seen a 60% reduction in routine inquiries. This represents approximately 15 hours saved per week, which can now be devoted to strategic activities like talent development and employee engagement.

Improved employee experience

Employee satisfaction surveys show a 40% improvement in satisfaction regarding internal information access. Response time for common questions has dropped from several hours to a few seconds.

Process optimization

The chatbot's analytics identified the most frequently asked questions, leading to proactive improvements in internal documentation and company policies. This data-driven approach has enabled better resource allocation and more targeted communication strategies.

Compliance and security

By centralizing access to HR information through a secure, auditable platform, Ansam has strengthened its compliance with Swiss data protection regulations while improving information traceability.

Technical innovation and future prospects

Advanced integration

NoviaRH integrates seamlessly with existing HR systems (HRIS, payroll, performance management) through secure APIs. This integration ensures data consistency while offering a unified user experience.

Continuous learning

The chatbot continuously learns from user interactions to improve its responses and identify new trends in employee needs. This self-improving system ensures increasing relevance over time.

Future developments

Ansam plans to extend NoviaRH's capabilities to include predictive analytics for employee retention, automated performance review scheduling, and integration with learning management systems.

Conclusion

The implementation of NoviaRH at Ansam demonstrates that AI can successfully transform HR operations while maintaining a human touch. By automating routine tasks, the HR team can focus on what really matters: employee development and company culture.

This project exemplifies how Swiss companies can leverage artificial intelligence to improve operational efficiency while respecting the highest standards of data security and privacy.

Interested in transforming your HR processes with AI? Our team of AI consultants and developers is ready to design and deploy a personalized solution for your organization.