Proof of Concept of a Chatbot Powered by Artificial Intelligence

About the Client

The client is a business education company that offers knowledge management solutions for businesses in the public sector. Looking to expand globally, they aimed to use artificial intelligence to develop an efficient, region-specific knowledge platform

Challenge

The client needed a Proof of Concept (PoC) to demonstrate how AI could provide fast, accurate answers to EU customs related questions. This involved developing an AI-powered chatbot capable of answering questions using an internal knowledge base. The project included building a retrieval-augmented generation (RAG) framework and a chatbot interface to handle a large document library hosted on Google Cloud.

Solution

Edvantis was responsible for assembling the team, selecting the technology stack, and providing a fixed-scope, on-time prototype development. Our tech experts utilized the OpenAI API to implement a chatbot, tailoring ChatGPT’s features to the client’s requirements.

Key Features and Functionality

The PoC chatbot was designed to:

• Use the company’s public sector knowledge base, specifically a customs document database, to provide precise responses about import/export regulations and laws. If the database lacked the relevant information, the chatbot would rely on its embedded knowledge model to deliver accurate answers.
• Cite sources for the information provided, where feasible, to ensure transparency and reliability.
• Keep a conversation history to handle follow-up questions with contextual understanding, while allowing users to restart conversations, permanently disabling prior histories for privacy.
• Support seven key European languages, including English, French, German, Italian, Spanish, Polish, and Dutch, enhancing usability for a global audience. Additional language capabilities could be added in the future.
• Filter inquiries to stay focused on customs-related topics and reject irrelevant requests outside its area of expertise.
• Allow administrators to manage the document database by adding, reviewing, or removing documents, ensuring the chatbot always delivers up-to-date information.
• Seamlessly integrate with the client’s existing website or a simulated user interface for testing and demonstrations.
• Support various document formats, including Doc, Docx, PDF, TXT, and HTML, for streamlined database integration.

The chatbot was built with flexibility in mind, allowing for the future integration of alternative AI models to help the client scale and adapt the solution as needed.

The project followed an agile approach with regular Scrum meetings and progress demonstrations to ensure alignment with client requirements. Edvantis delivered the prototype on time and within scope, providing the client with a valuable asset to showcase for securing early-stage investment.

Results

The PoC chatbot achieved all functional requirements outlined by the client, providing a clear demonstration of its viability and potential. Virtual meetings and email communication ensured alignment and transparency throughout. Edvantis adhered to the agreed project timeline, showcasing its commitment to planning and precision.

The success of this PoC lays the foundation for the client’s broader vision — a global, AI-driven knowledge platform. With Edvantis’ flexible and future-proof design, the client is well-positioned to adopt alternative AI models as their requirements evolve.