CASE STUDY
HRMS Copilot: AI-Powered HR Automation in Microsoft Teams
Industry | Manufacturing/Retail
Technology | Microsoft Teams · Copilot Studio · Power Automate
Location | Global
Microsoft_Copilot_dark_logo
A large corporation having a workforce of thousands relied on SAP ECC and several other systems to manage its HR functions. Managers were required to sign into SAP each time they reviewed timesheets or authorized leave. The process was slow, unwieldy, and honestly, simple to overlook. Employees had difficulties as well—they did not possess an easy method to check their leave balances or find clear explanations regarding fundamental HR policies. HR departments merely responded to repeated questions repeatedly rather than focusing on more significant strategic tasks. The entire process took more time: approvals were prolonged, duty schedules required manual revisions, and the overall employee experience suffered negatively.
Royal Cyber altered the approach by developing an HRMS Copilot embedded in Microsoft Teams. Now, employees review leave balances or request information on policies in clear terms, right at their work location. Administrators may authorize or refuse time off requests and work logs via Teams directly, without accessing SAP. The Copilot retrieves live data from SAP, matches every policy solution with the relevant HR paperwork, and efficiently deals with items like post-approval emails and refreshing work schedules.
The Outcome: Approvals proceed faster, HR spends reduced time on recurring tasks, and all users have an easy-to-use chat interface for daily HR requirements.

    By downloading this content, you are agreeing to receive communications from Royal Cyber, including our Insights newsletter.

    [recaptcha]

    Challenges

    Manual Post-Approval Work

    Leave approvals meant manually emailing employees, notifying teams, and updating duty rosters. Every approval created more work.

    Slow Manager Approvals

    Every timesheet and leave approval meant logging into SAP. Notifications got buried. Approvals took days.

    No Employee Self-Service

    Employees couldn't check leave balances without asking HR or their manager. Simple requests turned into email chains.

    Repetitive HR Policy Questions

    HR teams answered the same questions every day—leave rules, attendance policies, benefits eligibility. Strategic work took a backseat.

    Fragmented HR Experience

    Employees and managers bounced between SAP, email, and spreadsheets for routine HR tasks. No single place to check leave balances, submit requests, or find policy answers.

    Poor Visibility into Pending Requests

    Managers had no easy way to see pending leave requests or who was out next week. They had to log into SAP or ask HR.

    Key Outcomes
    50–70%
    Faster approvals—managers act directly from Teams instead of logging into SAP
    60–80%
    Fewer repetitive HR questions—employees get instant, grounded answers from policy documents
    2–3 days
    Saved per approval cycle by eliminating manual follow-ups and logins
    100%
    Policy-grounded answers with citations—no hallucinations, no compliance risk
    100%
    Post-approval emails and roster updates automation
    Solutions

    Timesheet Approval in Teams

    When a timesheet is ready for approval, an Adaptive Card shows up in Teams with hours, period, project, and cost center. Managers approve or reject on the spot. The decision writes back to SAP instantly.

    Leave Balance Inquiry via Natural Language

    Employees ask "How many annual leaves do I have?" or "Show my sick leave balance." The Copilot pulls real-time data from SAP and returns the answer.

    Leave Request & Approval

    Employees apply for leave through the Copilot. Managers ask "Show pending leave requests" or "Who is on leave next week?" and approve or reject with a reason—all from Teams.

    RAG-Based HR Policy Q&A

    HR policy documents are loaded into the knowledge base. Employees ask "What is the maternity leave policy?" or "Can I carry forward unused leaves?" The Copilot pulls the relevant section and returns a grounded answer—no HR intervention needed.

    Agentic Post-Approval Actions

    After approval, the Copilot automatically emails the employee, notifies the team, and marks them unavailable on the duty roster. All done without human hands.

    Teams-Native Experience

    Leave balances, policy questions, timesheet approvals, leave requests—all inside Teams. No ERP logins. No email chains. No spreadsheets.

    Technology Stack

    User Interface

    Microsoft Teams

    Conversational AI

    Copilot Studio—orchestrates conversations, intent detection, guardrails, policy Q&A using RAG

    Knowledge Layer (RAG)

    HR policies and FAQs as grounded sources for informational responses

    Orchestration & Logic

    Power Automate—executes business logic, validations, authorizations, agentic actions

    Manager Experience

    Teams Adaptive Cards for explicit Approve/Reject decisions

    Backend HRMS

    SAP ECC (or any HRMS via standard, non-disruptive APIs)

    Identity & Access

    Microsoft Entra ID

    What Customers Say about Royal Cyber

    80%

    Fewer repetitive HR questions—employees get instant, grounded answers from policy documents

    Audience

    • HR Leaders & Shared Services Directors
    • IT Consultants
    • Employee Experience & Digital Workplace Teams
    • HR Operations & Payroll Managers
    • Enterprise Application Owners
    • Architects and Specialists
    Related Case Studies
    Implementing User-friendly and Efficient Asset Management
    Streamlining Manufacturing Operations with ServiceNow's Workflow Automation
    Automated Remediation for a Leading Information Provider