Empowering Project Management with Microsoft Copilot
Streamline Project Insights and Decision-Making with an Intelligent, AI-Powered Assistant!
Client Overview
PSSPL partnered with a reputed enterprise seeking to enhance project visibility and streamline access to key project data. The client wanted a smart assistant—similar to a digital copilot—that could instantly retrieve detailed project estimates, milestones, and updates stored within SharePoint. The goal was to empower project managers and teams with faster, more accurate decision-making capabilities without navigating through multiple files or manual searches.
Industry
Project Management / Enterprise AI Solutions
Location
Global
Company Size
Mid to Large Enterprise
Duration
3 Months
Services Provided
- The creation of a unique Microsoft Copilot for data retrieval and project support.
- Easy access to project data through integration with SharePoint document libraries.
- Use Azure App Services for secure authentication using client IDs and secret keys.
- Including the Copilot on a SharePoint page so that staff members can easily access it.
- User training, documentation, and testing to ensure seamless implementation and upkeep.
Technologies used
Microsoft Copilot Studio
Microsoft SharePoint
Azure App Services
Microsoft 365 Platform
Challenges
The organization faced difficulties in enabling teams to quickly access and interpret project data stored across multiple documents. They needed a solution that could:
- Easily obtain accurate project data from SharePoint libraries.
- Provide user inquiries with context-aware answers.
- Establish safe, verified connections to internal data sources.
- Offer easy accessibility within SharePoint without switching platforms.
- Be easy to use for non-technical staff, scalable, and low-maintenance.
The main challenge was creating a secure, intelligent Copilot that could understand natural language questions, locate specific project details within SharePoint documents, and provide accurate, real-time answers.
Key Challenges We Addressed
The Microsoft 365 and AI specialists at PSSPL created a smart, approachable Copilot that serves as a project assistant.
- Instant Project Retrieval: This function allows users to quickly and accurately get project timelines, estimates, and details directly from SharePoint documents.
- Generative AI support ensures ongoing assistance by providing intelligent fallback responses for difficult or lacking information.
- Microsoft SharePoint Integration – Seamless access directly within SharePoint, allowing employees to interact with the Copilot without leaving their workspace.
- Context-Aware Responses – Delivers consistent, relevant, and compliant information for every query.
- Data Security – Ensures that all data is processed securely within the client’s Microsoft environment.
This solution transformed how teams manage projects—turning document-heavy workflows into fast, conversational experiences.
How PSSPL Helped
Our teams can now quickly access project milestones, estimates, and updates directly from SharePoint thanks to the Project Assistant Copilot. It now just takes seconds to find what used to take hours. It’s like to having an AI teammate who is always prepared with the appropriate data.
Sigar Dave
Project Manager, PSSPL
Simplify Project Management with AI
Implementation Journey
Discovery
Conducted detailed sessions with project management teams to identify pain points in accessing and interpreting project data. Mapped frequent project queries and defined a scalable Copilot framework ensuring security and reliability.
Design
Created a straightforward, user-friendly conversational interface that is linked with SharePoint. Used Azure to provide a safe authentication procedure for access to secured data. Facilitated natural language communication and easy navigation for every employee.
Development
Created a custom Copilot using Microsoft Copilot Studio and Azure App Services. For real-time document-based responses, the Copilot was connected to SharePoint document libraries. When document data was absent, a generative AI fallback was implemented to generate intelligent responses.
Deployment
Copilot was integrated for immediate accessible inside the SharePoint site. Conducted user training sessions and thorough testing. Supplied post-deployment support and documentation.
Collaboration
Conducted frequent sprint reviews with stakeholders from the client. Tailored access controls, logic, and tone according to project roles. Incorporated user input to improve engagement and accuracy.
Key Contributions
65% Reduction in Search Time
Teams could instantly access project data without manually scanning multiple documents.
Improved Efficiency
Faster decision-making with real-time, AI-driven insights.
Enhanced Collaboration
Unified access point within SharePoint boosted cross-team coordination.
Secure Access Control
Maintained enterprise-level data protection through Azure authentication.
Scalable Foundation
Built on Microsoft Copilot Studio for easy future enhancements.
Project Highlights
Ready to Transform Your Project Management?
Let’s discuss how PSSPL’s Project Assistant Copilot can help your organization streamline data access, boost efficiency, and accelerate project success!