Raffle revolutionises DTUs Intranet and heavily increases self-service among students and lecturers

Institution Overview

The University of Technology is a leading academic institution recognised for creating innovation and technical expertise. With over 6,000 staff members, 14,000 students, and a sprawling knowledge base of over 40,000 documents, the university relies heavily on digital platforms to support staff and students. The institution's mission is to provide an efficient and innovative academic experience that empowers users to excel in their roles.

The Challenge

The university faced several issues with its existing information search infrastructure, primarily within its SharePoint-based intranet system:

• Ineffective Search Results: With tens of thousands of files and documents stored on SharePoint, the search tool failed to deliver accurate and relevant results. Students, faculty, and administrative staff often struggled to find the needed information.
• Wasted Time and Productivity: Inefficiencies in locating documents or content resulted in wasted hours. Staff members and students potentially spent too much time per week searching for essential information.
• Overloaded Support Services: The poor search experience led to a surge in queries directed to student and staff support, including student counselling and IT services. This created an unnecessary burden on resources.

Customer Quotes

A university representative shared their perspective on the Raffle AI implementation:

"The search tool is essential for us, being a plug-in API solution that greatly impacts our search."

Another key stakeholder emphasised the tool's continual improvement:

"Raffle AI is a smart search—it just continues to improve with each use."

Why They Chose Raffle AI

After an extensive search for potential solutions, the University of Technology selected Raffle AI because of its advanced, AI-powered search capabilities.

Easy Integration with SharePoint:

Raffle AI is seamlessly integrated into the University's existing SharePoint intranet. This eliminated the need for complex configurations or significant IT involvement, allowing the tool to be deployed quickly and with minimal disruption.

Accuracy and Intelligence:

Unlike traditional search tools, Raffle AI leverages machine learning and natural language understanding. This ensures precise and contextually relevant results tailored to each user's query, significantly improving search accuracy.

Security and Reliability:

Raffle AI prioritises data security, offering robust measures to protect sensitive university information. The platform ensures secure data handling through enterprise-grade encryption and compliance with industry standards. Additionally, its reliable infrastructure guarantees uninterrupted service, making it a trusted solution for the University's needs.

Self-Learning Capability:

The system continually evolves and improves as it learns from user behaviour and search patterns. This self-learning capability ensures that the platform delivers increasingly effective results over time.

Minimal Maintenance:

Raffle AI is designed to be self-maintaining, requiring little intervention from IT staff. This aligns perfectly with the university's goal of adopting scalable and hassle-free technology solutions.

The Solution

The University of Technology addressed inefficiencies in its search functionality by deploying Raffle AI across its SharePoint intranet system.

AI-Powered Search Results:

The platform delivers highly accurate and contextualised search results, allowing users to find what they need quickly and efficiently.

Natural Language Queries:

Students and faculty can use natural language when searching and typing queries the same way they would speak. This makes the search experience more intuitive and accessible for all users.

Analytics for Continuous Improvement:

Raffle AI provides valuable insights into search behaviours, enabling the University to identify content gaps and refine its resources. This ongoing optimisation ensures the system remains effective over time.

Results and Impact:

The implementation of Raffle AI has led to measurable improvements in operational efficiency and user satisfaction.

Time Savings:

Users now save an average of 4-7 hours per week thanks to Raffle AI's ability to deliver instant and highly relevant search results.

Reduced Support Enquiries:

The improved self-service search tool has significantly decreased queries directed at student counselling and IT services, allowing staff to focus on higher-priority tasks.

Improved Productivity:

Faculty and administrative staff now have more time to dedicate to academic and operational excellence, and inefficient systems no longer hinder them.

Positive User Experience:

Students and staff have praised the search tool's simplicity and accuracy, calling it a transformative addition to their digital experience.

Conclusion

The DTU partnership with Raffle AI has revolutionised how the institution uses AI search functionality and information management. By providing quick and accurate access to essential resources, the University has empowered its community to work more efficiently, improved satisfaction levels, and reduced reliance on support services. This case demonstrates how innovative AI-powered tools like Raffle AI can significantly benefit large academic institutions, enhancing internal operations and user experience.