Streamlined Knowledge Access Achieved Through Mobile App and Smart Document Migration
“BHyve assists us in finding relevant information about SOPs, manuals, and reports within documents and videos, transforming our search process. This also frees up time for employees to engage in more meaningful tasks. Additionally, exploring Generative AI on BHyve has enabled users to find summarized information swiftly.” — General Manager, GMR Warora Energy Limited.
Snapshot
- Industry: Energy
- Company Size: 180 employees working in 600 MW (2X300 MW) operational coal-based power plant
- Challenge: Existing DMS only offered basic keyword search and was only accessible via laptops, presenting a challenge for shop-floor employees
- Solution: Data migrated to an AI-powered knowledge base available to employees on the go via the BHyve mobile app
- Results: Streamlined knowledge access over mobile phones and AI-powered deep indexing enabling employees find critical information faster
Customer Introduction
A leading player in the energy and infrastructure sector, was faced with the challenge of transitioning from a static Document Management System (DMS) to a modern knowledge management platform. With over 2,000 documents, including Standard Operating Procedures (SOPs), forms, templates, review reports, checklists, and more, their valuable knowledge was underutilized in the old DMS. The need for a seamless transition without disrupting daily operations was paramount.
Problem
GMR Warora's legacy DMS presented several challenges, including:
- Limited Accessibility—Warora’s existing DMS is only accessible via laptops, which presented a challenge for shop-floor-based employees or employees on the go. This made knowledge search slow in the flow of work.
- Lack of deep indexing—Warora’s existing DMS, built on SharePoint, only offered basic keyword-based search. This limited the search functionality, making it difficult and time-consuming for employees.
“We had information, but it was not accessible and used by employees when they are working on the ground with machines”
Solution
GMR Warora sought a solution to seamlessly integrate their knowledge repository from the old DMS to a more robust and user-friendly platform. BHyve, an AI-powered knowledge base, emerged as the ideal choice. The solution included:
- Mobile App: As an Android and iOS mobile application, BHyve better serves Warora’s moving employees when they need help in their work.
- Efficient Migration: BHyve executed the migration of approximately 1,000 documents from the old DMS to BHyve within a remarkably short span of 8 hours, on a weekend, ensuring zero disruption to user activities.
- Document Integration: 1700+ documents & videos were published through DMS integration. All documents were meticulously linked to their respective authors on BHyve, fostering accountability and ownership.
- Automated sync: As documents get updated in the old DMS, BHyve automates monthly sweeps to replace older versions of the document with newer ones, keeping the content within BHyve updated.
- AI Powered Search: Enabled with BHyve’s Generative AI capabilities, employees can now search and find crisp ready answers to GMR’s knowledge base, so the time to knowledge is reduced significantly for employees.
Results
GMR Warora's transition to BHyve has yielded several significant outcomes:
- Streamlined Knowledge Access: Employees can now quickly access critical information over their mobile phones in the flow of work.
- Improved Searchability: BHyve’s AI-powered deep indexing search scans through document content, identifying chunks that might be relevant to every search, saving critical time for employees.
- Time saved: Getting information faster saves time for employees to engage more in value-driving activities and complete more tasks.
- Generative AI: Employees are finding quick & useful summaries through the Generative AI capability of BHyve.
Conclusion
In summary, BHyve has empowered GMR Warora to centralize, streamline, and maximize the use of its valuable knowledge assets, setting the stage for enhanced productivity and innovation in the energy and infrastructure sector.