Chatbot for Contract Management Procedures and Manuals

Overview

Staff at the Small Enterprise and Market Service (SEMAS) have faced difficulties with procurement and contract management, leading to excessive workloads exacerbated by a shortage of dedicated personnel. To address this, the need arose to develop a chatbot service that leverages the organization’s contract management manuals. By implementing an AI-powered contract chatbot, the project aims to provide efficient support for both new and existing staff, thereby reducing costs and improving overall operational convenience.

Project description

The system is built on a configuration of Naver's Hyper-CLOVA X combined with RAG (Retrieval- Augmented Generation), allowing employees to easily access information by conducting initial Q&A sessions on procurement and contracts via the AI service. The development process involved comprehensive data pre-processing—including paragraph segmentation, format conversion, Vector DB construction, and data labeling—followed by model fine-tuning and full-scale service implementation.
To enhance utility, the service features verifiable URLs for source referencing and a recommended query function. Continuous efforts are being made to increase service effectiveness through the periodic retraining of datasets to improve response accuracy. This integrated approach ensures that complex administrative guidelines are transformed into an interactive and accessible knowledge base for all employees.

Key technological features

• Data Pre-processing: Segmentation of paragraphs, format conversion, Vector DB construction, and meticulous data labeling/annotation for datasets such as contract guidelines and management manuals
• Fine-tuning & Service Implementation: Enhancing model performance through fine-tuning to establish an AI-based contract chatbot capable of sophisticated Q&A and data retrieval support

Expected outcomes

This service reduces administrative costs and ensures high response accuracy by continuously training the model on the latest contract guides. By simplifying complex legal procedures and regulations, the chatbot improves staff comprehension and maintains operational continuity even during personnel absences. Ultimately, the system alleviates workload imbalances and fosters a more stable, efficient administrative environment within the organization.

Launch year: 2024

Attribution

Case study courtesy of the National Information Society Agency, Republic of Korea, Apolitical's Content Partner. Sourced from Use Cases of Public AI Service, Vol.2, https://eng.nia.or.kr/site/nia_eng/ex/bbs/View.do?cbIdx=31975&bcIdx=29182&parentSeq=29236