About project

The Challenge

As our client expanded its operations and project portfolio, the company’s knowledge landscape became increasingly fragmented. Critical information: from engineering blueprints to compliance reports was scattered across legacy on-premises systems, shared drives, and departmental silos. What once was manageable had grown into an operational bottleneck that slowed teams down and hindered collaboration.

• Slow, inconsistent information retrieval: Employees often spent significant time searching through shared drives and outdated repositories to locate the right documents, leading to inefficiencies across project management, design, and compliance teams.
• Duplicate efforts and information silos: Because documentation was stored in multiple systems, teams frequently recreated or revalidated existing materials, slowing project execution and increasing the risk of errors.
• Limited collaboration and visibility: The lack of centralized access hindered cross-departmental coordination, particularly between engineering, sales, and regulatory groups.
• Need for modern AI-assisted access: The company sought a secure, centralized knowledge platform capable of understanding natural language queries, providing intelligent summaries, and delivering context-aware answers across structured and unstructured data.

Without a robust AI-driven solution, our customer risked slower project turnaround, higher operational costs, and potential errors in client deliverables.

Technology & Approach

Dedicatted implemented a secure, AI-powered knowledge management solution built on Amazon Q Business with Retrieval-Augmented Generation (RAG) technology. The platform was designed to centralize our client’s extensive documentation, streamline access through natural language queries, and empower teams to work smarter , without disrupting established workflows or requiring steep technical adaptation.

The solution focused on intelligent information retrieval, simplified collaboration, and scalable knowledge governance, fully aligned with AWS best practices in enterprise AI and data security. Key components of the solution:

• AI-Powered Conversational Assistant (Amazon Q): Powered by Retrieval-Augmented Generation (RAG) technology – a cutting-edge AI assistant designed to transform how teams interact with corporate knowledge. With Amazon Q, employees can simply “chat” with their data, asking questions in natural language and instantly receiving accurate, context-aware responses drawn from internal company materials rather than generic web sources.
• Centralized Knowledge Hub: All technical, regulatory, and operational documentation was unified within a single, secure repository. This eliminated silos, reduced duplication, and enabled cross-departmental access to reliable, version-controlled information.
• Role-Based Access & Permissions: Granular access controls were implemented to ensure security and compliance. Teams now have tailored permissions based on department and subscription level (e.g., Pro vs. Lite), allowing administrators to easily manage data governance.

The implementation focused on simplicity and accessibility. Since customer teams weren’t ready for complex system changes, Dedicatted ensured that Amazon Q was seamlessly integrated into the existing corporate environment. The solution offered an intuitive interface and intelligent access controls, allowing administrators to easily manage permissions, oversee document organization, and grant role-based access across departments.

Outcome

The successful implementation of the project has delivered measurable value across the organization.

• Enterprise AI Solution Deployment: Amazon Q has been fully integrated with the corporate knowledge base, providing employees with intelligent, context-aware access to internal documentation. The platform enables natural language queries across previously shared information sources, significantly reducing time spent for information search.
• Comprehensive Knowledge Transfer & Team Enablement: Two targeted workshops were conducted to ensure organizational readiness:
  • User Training Workshop – Equipping end-users with practical skills to leverage Amazon Q effectively in their daily workflows
  • Administrator Training Workshop – Enabling IT and admin teams to manage, monitor, and optimize the solution independently
• Managed Access for the teams: Different levels of permissions were implemented – by subscription (Pro vs Lite) and for department access (Marketing, Divisions, or both) – giving the necessary level of access to the right employees
• Sustainable Foundation for Continuous Improvement: The organization now possesses the infrastructure and expertise to continuously improve their knowledge management capabilities. Teams can immediately apply insights from historical projects to current initiatives, reducing redundant research and accelerating decision-making processes.

What began as a struggle to manage vast amounts of project data has become a story of operational excellence and AI-powered transformation. Amazon Q has turned manual, repetitive tasks into automated, reliable workflows, freeing teams to focus on strategic thinking and creative problem-solving. Our customer now stands at the forefront of intelligent knowledge management, ready to harness AI as a true competitive advantage for years to come.