Sampoerna Schools System: Driving Collaboration & Efficiency with AI-Powered Knowledge Management
Highlights
- Elipedia centralizes SOPs and internal procedures, making information easy to find and reducing reliance on specific individuals.
- AI-powered search delivers information 8× faster, cuts search time by 75%, and gives 24/7 access to 772 teachers, staff, and IT users.
- The system runs smoothly with automatic scaling, no manual updates, real-time insights, and continuous 24/7 support from Elitery.
Challenge
Sampoerna Schools System struggles with dispersed internal knowledge, where critical SOPs and administrative procedures are not centralized. This leads to duplicated work, delays in accessing information, and heavy reliance on specific individuals. With 772 users across teachers, staff, and IT, the risk of losing vital knowledge threatens both operational efficiency and organizational sustainability.
Solution
To address Sampoerna Schools System’s internal knowledge management challenges, we implemented Elipedia Knowledge Management System (KMS) powered by Generative AI with Vertex AI Search. Designed specifically to help internal users—including teachers, staff, and IT—Elipedia centralizes SOPs and administrative procedures such as CCTV recording requests, new email account creation, and other operational guidelines. This enables information retrieval up to 8x faster, reducing search time by 75%, and supports multimodal search (text, audio, video, images) through a natural language chatbot interface.
Built on Google Kubernetes Engine (GKE) for automatic scalability and Cloud SQL as a secure centralized database, the system now seamlessly serves 772 internal users without manual infrastructure management. Knowledge is accessible 24/7 across multiple channels, while administrators can easily update content and respond to frequently asked queries.
With 24/7 support from Elitery, Elipedia AI ensures reliable, uninterrupted access to critical institutional knowledge. This solution transforms how Sampoerna Schools System operates by enabling users to find SOPs and internal information quickly, fostering collaboration, accelerating decision-making, and allowing staff to focus more on their core mission of elevating the learning process.
Result and Benefit
- 8x Faster Search – Information retrieval time reduced by 75%, allowing staff to focus on enhancing educational services.
- 24/7 Information Access – More than 772 internal users (teachers, staff, and IT team) can access the knowledge base anytime, anywhere.
- 100% Reduction in Manual Updates – Admins no longer need to update the database manually.
- Reliable 24/7 IT Support – Elitery ensures the system runs smoothly without downtime.
- Data-Driven Insights – Internal dashboard enables efficient analysis of usage and knowledge base management.
Sampoerna Schools System is an integrated, globally-standardized educational pathway in Indonesia that provides a seamless curriculum from pre-kindergarten through university. It is part of the Putera Sampoerna Foundation and aims to develop high-caliber leaders by offering internationally-recognized programs, with some faculties accredited by both Indonesian and U.S. standards.
Sampoerna Schools System is an integrated, globally-standardized educational pathway in Indonesia that provides a seamless curriculum from pre-kindergarten through university. It is part of the Putera Sampoerna Foundation and aims to develop high-caliber leaders by offering internationally-recognized programs, with some faculties accredited by both Indonesian and U.S. standards.
Highlights
- Elipedia centralizes SOPs and internal procedures, making information easy to find and reducing reliance on specific individuals.
- AI-powered search delivers information 8× faster, cuts search time by 75%, and gives 24/7 access to 772 teachers, staff, and IT users.
- The system runs smoothly with automatic scaling, no manual updates, real-time insights, and continuous 24/7 support from Elitery.
Challenge
Sampoerna Schools System struggles with dispersed internal knowledge, where critical SOPs and administrative procedures are not centralized. This leads to duplicated work, delays in accessing information, and heavy reliance on specific individuals. With 772 users across teachers, staff, and IT, the risk of losing vital knowledge threatens both operational efficiency and organizational sustainability.
Solution
To address Sampoerna Schools System’s internal knowledge management challenges, we implemented Elipedia Knowledge Management System (KMS) powered by Generative AI with Vertex AI Search. Designed specifically to help internal users—including teachers, staff, and IT—Elipedia centralizes SOPs and administrative procedures such as CCTV recording requests, new email account creation, and other operational guidelines. This enables information retrieval up to 8x faster, reducing search time by 75%, and supports multimodal search (text, audio, video, images) through a natural language chatbot interface.
Built on Google Kubernetes Engine (GKE) for automatic scalability and Cloud SQL as a secure centralized database, the system now seamlessly serves 772 internal users without manual infrastructure management. Knowledge is accessible 24/7 across multiple channels, while administrators can easily update content and respond to frequently asked queries.
With 24/7 support from Elitery, Elipedia AI ensures reliable, uninterrupted access to critical institutional knowledge. This solution transforms how Sampoerna Schools System operates by enabling users to find SOPs and internal information quickly, fostering collaboration, accelerating decision-making, and allowing staff to focus more on their core mission of elevating the learning process.
Result and Benefit
- 8x Faster Search – Information retrieval time reduced by 75%, allowing staff to focus on enhancing educational services.
- 24/7 Information Access – More than 772 internal users (teachers, staff, and IT team) can access the knowledge base anytime, anywhere.
- 100% Reduction in Manual Updates – Admins no longer need to update the database manually.
- Reliable 24/7 IT Support – Elitery ensures the system runs smoothly without downtime.
- Data-Driven Insights – Internal dashboard enables efficient analysis of usage and knowledge base management.