Project: SharePoint Shift Roster Intelligence Agent: Revolutionizing Team Schedule Management

[SandeepPothedar]

Submission Name

Roster Agent by Sandeep Pothedar

Description

SharePoint Shift Roster Intelligence Agent

Executive Summary The SharePoint Shift Roster Intelligence Agent is an innovative solution leveraging SharePoint's document management capabilities combined with advanced conversational AI to streamline shift management and improve operational efficiency. This agent is contextually grounded in the team's shift roster documentation, providing real-time intelligence and query resolution through natural language processing.

Technical Architecture The agent is deployed as a SharePoint-native intelligent interface anchored to a document library containing structured shift roster data in Excel format. The implementation utilizes SharePoint's folder-level intelligence capabilities to establish persistent context awareness of the repository content. Key technical components include:

• Document Grounding: Contextual awareness of multiple Excel files containing monthly shift rosters

• Natural Language Processing: Advanced query parsing and intent recognition capabilities

• Data Extraction Pipeline: Automated extraction and normalization of tabular shift data

• Time-related Intelligence: Date-aware processing to prioritize relevant roster information

• Knowledge Base Integration: Persistent memory of organizational shift patterns and policies

Implementation Methodology

The agent was developed through an iterative prompt engineering process, employing a systematic approach to refine its capabilities:

1. Initial Instruction Set Development: Base configuration of agent parameters and knowledge domain
2. Document Structure Analysis: Heuristic pattern recognition for Excel file interpretation
3. .Prompt Refinement Cycles: Sequential optimization of response accuracy and relevance
4. Response Validation: Continuous testing against edge cases and ambiguous queries
5. Instruction Set Finalization: Consolidation of optimal prompts into production configuration

Functional Capabilities

The agent provides the following core functionalities:

• Real-time shift schedule lookup for team members
• Temporal shift pattern analysis and reporting
• Personalized notifications for upcoming schedule changes
• Historical shift data retrieval and analysis
• Exception handling for schedule conflicts and irregularities
• Cross-referencing capabilities across multiple roster documents

Business Value

This solution delivers significant operational benefits:

• Reduced administrative overhead through automated schedule inquiries
• Improved workforce visibility and planning capabilities
• Enhanced employee experience through self-service information access
• Decreased error rates in shift coverage and assignments
• Streamlined organizational communication regarding staffing allocations

Future Enhancement Roadmap

Planned expansions to the agent's capabilities include:

• Integration with enterprise calendar systems
• Predictive analytics for staffing optimization
• Mobile notification capabilities
• Multi-team roster correlation and analysis
• Advanced visualization components for management reporting

This SharePoint Shift Roster Intelligence Agent represents a significant advancement in operational intelligence capabilities, demonstrating the transformative potential of AI-enhanced document management within the SharePoint ecosystem.

Technology & Languages

• [x] SharePoint
• [x] SharePoint Agents
• [ ] Viva Connections / Connections
• [ ] SharePoint Framework

Project video

https://1drv.ms/v/c/4aedec7f9ddc1e57/EeceujAmZq5BoQK5jwCEoXEBb55dXwr-tjnmOt0Y6b-UBg?e=KmyQZf

Project Repository URL

No response

Team Members

https://github.com/SandeepPothedar

Badge validation

• [x] I verify that all of my team members have completed the badge validation form at aka.ms/SharePointHackathon/Badges.

[VesaJuvonen]

Great work on this @SandeepPothedar - good way to adjust the behavior in agent with well defined system prompt and awesome work on the overall solution. Thank you for being part of the SharePoint hackathon 👏🙏

[LuiseFreese]

Hi @SandeepPothedar,

we would love if you could demo your solution in one of our Microsoft 365 & Power Platform Community calls. Please reach out to me via LinkedIn https://linkedin.com/in/luisefreese or reply here so that we can get you scheduled. Looking forward to having you on the call soon!