Home > AI Solutions > Gen AI > White Papers > HR-Assist: Proof of Concept RAG-Based Matching Assistant > Solution approach
To support the HR-Assist chatbot, we utilized a versatile data management approach that can seamlessly cooperate with various tools commonly used in HR departments. Whether it is SmartSheet, Excel, or another data management platform, the goal is to make sure the platform can export the data in a format like CSV, which is crucial for the chatbot’s processing capabilities. This flexibility ensures that the HR-Assist chatbot can be incorporated into existing workflows without requiring substantial changes to data management.
In our use case, our solution started with the creation of SmartSheet forms to collect comprehensive information about each team member's skills, experience, preferences, and availability. This data was then organized and managed within SmartSheets, allowing for real-time updates and easy access. Then, to facilitate integration with the HR-Assist chatbot, the data from SmartSheets was regularly exported into CSV files. The chatbot uses these files to generate matching suggestions.
CSV File | Purpose | Columns |
ASSIGNED-New-Hire-Rotation-Project-Submissions.csv | Track historical data and analyze past matches to avoid re-assigning members who have already completed rotations. | Project Title, Role Manager Name, Requestor Email Address, Group Name, Team Name, Submission Description, Location of Rotation, Education Level, Skills Needed, Mentor Committed (Y/N), Team Integration Commitment (Y/N), Definition of Success, Assigned to (Rotation Member), Date Assigned, Feedback |
OPEN-New-Hire-Rotation-Project-Submissions.csv | Manage and match current rotation members to open projects by providing essential information about each project's requirements and preferences. | Project Title, Role Manager Name, Requestor Email Address, Group Name, Team Name, Submission Description, Location of Rotation, Education Level, Skills Needed, Skills to be Developed (optional), Mentor Committed (Y/N), Team Integration Commitment (Y/N), Definition of Success, Preferred Rotation Member 1, Preferred Rotation Member 2, Preferred Rotation Member 3, Team Mentor Name, Rotation # Preference (optional) |
FY25-Q2-New-Hire-RotationInterestForm.csv | Collect detailed information about rotation members' interests, skills, and availability to align member preferences with project opportunities. | Name, Rotation Number, Preferred Work Locations, Availability Start Date, Availability End Date, University, Degree, Major, Minor/Specialty Area, Graduation Year, SW Engineering or Technical Skills, Technical Areas of Interest, Work Passion, Work Motivation, Functional Areas of Interest, Functional Experience, Preferred Project Types, Additional Comments, Email, Current Skills, Current Location, Certifications, Career Goals, Special Requirements |
Once team members are matched and assigned roles, these assignments are recorded in the ASSIGNED-New-Hire-Rotation-Project-Submissions.csv file. Conversely, the OPEN-New-Hire-Rotation-Project-Submissions.csv is updated to reflect only new rotation projects in the next round of updates. This approach ensures that the HR-Assist chatbot seamlessly integrates into our existing data management processes while maintaining the flexibility to work with other platforms as needed. This adaptability is key to making the solution effective and easy to implement across various organizational contexts.