SoftwareOne case study

Research Council of Norway

The Research Council of Norway (Forskningsrådet) is a strategic public administration body for Norwegian research and innovation, with responsibility for funding and promoting research nationwide. Collaborating closely with academic institutions, the business community and government agencies it stimulates high-quality research and innovative solutions. In 2023, Forskningsrådet allocated NOK 11.3 billion to research and innovation projects.

Photo: Beate Nicoline Andersen. From left: Jim Leine (Project Manager), John Vigrestad (Department Director in Transport and Maritime) and Thomas Grønsten (Department Director in ICT and Information Security). Tove Karin Stølen (Area Director in Business Development and Operations), who is also part of the steering group, was not present when the photo was taken.

Challenges

Reliance on free AI services highlighted the urgent need for a secure, integrated AI solution that was GDPR compliant
Ensuring GDPR compliance necessitated the creation of a robust AI policy, incorporating access control measures and clear guidelines for information classification.
Comprehensive employee training was essential to promote safe AI usage, improve awareness of file sharing protocols, and enhance access management practices.
Aiming for significant efficiency gains, the organization prioritized streamlining workflows through process automation and productivity.

Project Summary

Forskningsrådet chose Microsoft 365 Copilot for improved efficiency and security.
SoftwareOne (formerly Crayon Consulting) guided the implementation and conducted extensive training.
Increased awareness, streamlined processes, and improved interdepartmental collaboration.
Future improvements with Copilot Studio and chatbot technology to develop and improve Forskningsrådet’s services.

Business Outcomes

Development of a new policy for the use of GPT technology and the implementation of comprehensive training on safety and the use of M365
Increased awareness and efficiency among employees, along with improved interdepartmental collaboration
Establishment of a prompt bank hosted on the intranet to simplify access to relevant prompts for users.
Streamlined operations with improved and enhanced collaboration between different departments.

Client: The Research Council of Norway (Forskningsrådet)
Industry: Nonprofit
Services: Digital Workplace Services: Services for Microsoft 365 Copilot
Country: Norway

Governmental ambitions and AI adoption

The Norwegian government aims to have 80% of the public sector utilize AI technologies by 2025. Forskningsrådet received an additional NOK 1 billion to invest in AI projects and enhance capabilities nationwide. Acknowledging the importance of leading by example, the council decided to implement AI tools internally, focusing on building expertise through the integration of Microsoft Copilot with the help of SoftwareOne.

Previously, Forskningsrådet's employees relied on free AI services for text processing. However, it quickly recognized the need for a secure and integrated AI solution that could streamline workflows while adhering to GDPR regulations.

The leadership decided to deploy Microsoft 365 Copilot across the organization to automate workflows and enhance productivity. Copilot was also intended to support complex tasks like data analysis and case management.

A trusted partner

Security and GDPR compliance were critical considerations for the project. Forskningsrådet chose SoftwareOne, already a trusted partner, to guide the implementation of Microsoft 365 Copilot.

“We have always been satisfied with SoftwareOne’s deliverables,” said Jim Leine, Special Advisor and Team Leader for Digital Workplace, Research Council of Norway. “Its consultants are forward-thinking and ahead of the curve with their knowledge. It was natural to contact them for rolling out Microsoft Copilot."

SoftwareOne played a key role in the implementation of Microsoft 365 Copilot, with a particular emphasis on security training. It conducted dedicated courses and initiated a launch campaign through emails and news articles. Additionally, SoftwareOne contributed ideas for a resource page on Forskningsrådet's intranet, designed as a knowledge hub for employees. The training sessions provided valuable insights into file classification, access control, sensitivity labels for documents, and file structure management, ensuring a comprehensive understanding of secure practices.

Copilot has been adopted across the entire organization, and we are already experiencing increased efficiency in some work processes and a greater understanding among users of how they can benefit from the tool.

Jim Leine

Special Advisor and Team Leader for Digital Workplace, Research Council of Norway

“Many of our employees became more aware of file sharing and access control. The training was highly beneficial and created several 'aha' moments.," Leine noted.

In addition to the security training, SoftwareOne has also held pure Copilot courses, which focused on how to utilize the service in various applications such as Word, Excel and PowerPoint. The courses were not mandatory, but were very popular among the employees who wanted to learn more about the tool.

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Efficiency gains with Microsoft 365 Copilot

Forskningsrådet conducted a baseline measurement to evaluate the current use of Copilot and its expectations. The goal is to be able to streamline various tasks and processes with the help of Copilot. A follow-up will take place in six months to assess its impact. Early signs already indicate increased efficiency and user understanding.

Leine added: “It was "easy" to get started, thanks to extensive training from SoftwareOne. Copilot has been adopted across the entire organization, and we are already experiencing increased efficiency in some work processes and a greater understanding among users of how they can benefit from the tool.”

Administrative staff use Copilot for document handling and task automation, while technical staff employ it for complex tasks like data analysis and report generation. An intranet prompt bank was established to help users quickly find relevant prompts, simplifying Copilot usage across departments.

Jim Leine appreciates how SoftwareOne has taken into account the entire process from implementation to use, and believes it has been crucial to ensure success and user satisfaction. He said, “Puzzlepart is forward-looking. To this day, we still receive advice and tips from our consultant contact Rolf Vlietman, even when we have not asked for it. We really appreciate that!

Consultant Rolf Vlietman also appreciated the collaboration, saying: “Having the opportunity to work with Forskningsrådet and help them get started with such an exciting and innovative technology has been both exciting and educational. When working with new technology and new people, you learn from each other, and together, we become better at leveraging the technology to work for us.”

Future plans with Microsoft Copilot

Forskningsrådet envisions a dynamic future with the integration of advanced tools like Copilot Studio and the upcoming chatbot technology. These innovations are set to revolutionize the Council's approach to automation and process optimization. By leveraging Copilot Studio, Forskningsrådet aims to explore more tailored solutions for task automation, enabling deeper customization to meet the unique demands of various departments.

"This is a continuous journey. We are planning regular training sessions and establishing a superuser forum for ongoing support, with Puzzlepart’s involvement remaining critical, Concluded Leine. “We can't rest on our laurels, for us it's full focus ahead.”