SUCCESS STORIES
Healthcare
120+ employees
Europe
99%+ faster tender analysis – reduced from up to 7 days to minutes
70% reduction in time spent searching technical and service documentation
30% reduction in internal knowledge escalations
Challenges
The organization managed large volumes of information across tender documentation, internal knowledge sources, product catalogs, technical manuals, and service documentation.
For tender analysis, employees manually reviewed extensive documentation and compared individual requirements against internal company information to determine whether the organization met the conditions required to participate.
Field engineers also needed to navigate extensive technical documentation when diagnosing and servicing medical equipment.
Key challenges included:
Manual review of large and complex tender documents
Tender analysis taking up to seven days
Repetitive comparison of tender requirements with internal information
Time-consuming searches across technical documentation
Large volumes of product catalogs, manuals, and service books
Dependence on individual employee knowledge and experience
Internal escalations when engineers could not quickly locate information
Making existing organizational knowledge easier to access when needed
Solution
The organization partnered with Mplus to implement the Graia AI platform and AI Assistant capabilities, creating AI-powered knowledge assistants for tender analysis and field service support.
The solution introduced an intelligent AI layer over the organization's existing knowledge sources, enabling employees to interact with information through natural-language queries instead of manually searching multiple documents and repositories.
The deployment included:
AI-powered analysis of complex tender documentation
Identification of relevant tender requirements and conditions
Comparison of tender requirements with information in the internal knowledge base
Natural-language access to technical and service documentation
AI-powered retrieval of relevant product, manual, and service information
Knowledge-base preparation and document ingestion
Testing, validation, and user refinement
A scalable foundation for additional AI use cases
Impact
The AI-powered knowledge solution delivered significant improvements in how employees access and use organizational information.
The most significant impact was within tender analysis, where a process that previously required up to seven days can now be completed in minutes with AI assistance.
Key outcomes included:
99%+ reduction in tender analysis time, from up to seven days to minutes
70% reduction in time spent searching technical and service documentation
30% reduction in internal knowledge escalations to senior specialists
Faster identification of relevant tender requirements and corresponding internal information
Faster assessment of whether the organization meets tender conditions
Faster access to technical and service knowledge for field engineers
Reduced manual searching across product catalogs, manuals, and service documentation
More accessible and reusable organizational knowledge
Mplus supported the organization to get the value of its existing enterprise knowledge by combining AI with established knowledge sources and documentation.
Rather than replacing existing knowledge sources or employee expertise, Mplus introduced an intelligent AI layer that enables employees to find and interact with relevant information through natural-language queries.
This enabled the organization to transform two highly manual processes—tender analysis and field service knowledge retrieval—into faster, AI-assisted workflows.
The result is a more accessible knowledge environment that reduces the time employees spend searching, reviewing, comparing, and validating information while reducing dependency on senior specialists and creating a foundation for expanding AI-powered knowledge access to additional business processes.
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