AI in Government: How Copilot Automates Processes and Reduces the Workload on Employees

Manual routine tasks and unstructured information take up time. By systematically implementing Microsoft Copilot, jovoco reduces the workload and enables more efficient work processes.

Customer

Customer benefits

Significant reduction in the time and effort required for searching and documentation
Faster creation of presentations, texts, and reports
A Structured and Safe Introduction of AI in the Workplace
Reducing the workload on employees when it comes to repetitive tasks

Technology stack

“Since introducing Copilot, we’ve seen a noticeable time savings when creating documents, presentations, and reports. At the same time, jovoco has helped us define clear and realistic use cases and integrate AI effectively into our daily work.”

Management

Challenges of the customer

As part of ongoing digital transformation, the use of AI was to be strategically integrated into existing work processes. The challenge here was not only to implement Copilot from a technical standpoint, but also to deliver tangible added value in day-to-day work. Diverse requirements from business units, as well as a lack of experience in working with AI, called for a structured approach to prioritizing and evaluating use cases. At the same time, organizational framework conditions such as data protection, authorization structures, and compliance had to be taken into account. The goal was to introduce the technology in a practical manner, build acceptance among employees, and harness the potential of AI in a sustainable way.

Our approach

The project adopted a structured approach to ensure that Copilot is sustainably integrated into day-to-day work. In addition to the technical implementation, the focus was particularly on Enablement, clear use cases, and a scalable rollout.

Deployment of Copilot Licenses and Integration

In the first step, all existing reporting processes were examined. These included both automated data exports from Microsoft Dynamics 365 and Excel reports that were generated on a local server and then distributed via email.

Structured training based on specific use cases

A multi-level training program consisting of modules that build on one another was developed. In addition to the fundamentals, specific use cases were covered—such as the automated creation of reports, presentations, or analyses. with Copilot.

Development of a Central Learning and Knowledge Platform

To ensure sustainable use, a custom learning platform based on SharePoint was developed. This platform centrally provides training materials, videos, and best practices, and supports the continuous improvement of its use.

Systematic Identification and Prioritization of Use Cases

In collaboration with the departments, numerous use cases were identified and evaluated. These include, among other things, assistance in drafting building permits, preparing for building permit hearings, and analyzing data sets to support decision-making.

Iterative Implementation and Scaling of AI Use

Following the training sessions, prioritized use cases were implemented and further developed in stages. This process also included approaches for Copilot Agents are being considered in order to standardize and further automate recurring processes over the long term.

Results for the customer

Reducing Search Times Through AI-Powered Information Processing

approx. 0 %

Faster creation of documents and presentations

approx. 0 %

Further results:

Significant reduction in the workload for employees when performing routine tasks
Faster creation of reports, analyses, and presentations
Greater efficiency in information processing and decision-making
A scalable foundation for additional AI use cases in the public sector

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