Introduction to AskHR

• AskHR is an AI-powered chatbot that provides instant answers to your questions about Orkney Island’s Council HR policies, procedures and related directives.
• It is designed to be a self-service resource, available 24/7, to help you access information you need quickly and easily.
• AskHR is your new HR companion anytime and anywhere – made by OIC and for OIC.

Benefits of Using AskHR

• 24/7 availability – including bank holidays and weekends.
• Instant answers to your queries.
• Save time by quickly finding information without searching through documents or contacting HR.
• AskHR offers consistent and accurate information on HR policies
• We offer you a user-friendly interface

Chatbot Myths

• Will Chatbots will replace human jobs?
  • No - Chatbots assist humans by handling repetitive tasks, allowing employees to focus on more complex and creative work.
• Are Chatbots are impersonal and robotic?
  • Not really - Modern chatbots use natural language processing (NLP) to provide personalised and engaging interactions.
• Is AI infallible?
  • No - AI systems are designed by humans and can make mistakes. Continuous improvement and human oversight are essential.

Features

• Chat window: This is where you type your questions and view responses
• Search bar:   Use this to type your queries
• Response: Displayed in the windows and includes direct answer, step-by-step instructions, advise to speak with HR support and links to relevant policy
• Accessibility: Screen reader compatible and adjustable font size

Effective Prompting

• Use specific and relevant keywords to get the best results
  • Example: Instead of ‘How much time off do I get?’ try including keywords like ‘annual leave entitlement or holiday policy’.
• Be clear and concise
• If your question is complex, provide context
  • Example: ‘I’m a new employee in the Finance department. How many days of paid sickness absence am I entitled to?’
• You can ask direct question (how do I request flexible working?), keyword searches (performance review process), and scenario-based questions like ‘what happens if I need to take unpaid leave?’
  • Sample: ‘I would like to know more about our company's vacation policies. Could you please provide me with details on how to apply for annual leave and any relevant guidelines?’
  • Reword your prompts or change the keywords until you get a clear response
    

Data Protection

• Your privacy is important to us.
• AskHR is designed to comply with all applicable data protection regulations including GDPR and OIC (See privacy notice).
• Chats on AskHR are protected under a Tier-1 license agreement and are not used for training or shared with external AI systems.
• We have implemented security features to protect your data from unauthorised access.
• Don’t share personal identifiers (DOB, name, etc) through your chats.

Your Responsibility

• Remember that AskHR is a guide and information resource on human resource procedures and not a replacement of the HR.
• Avoid sharing sensitive personal information of yourself or other staff.
• While AskHR aims for accuracy, it is vital to apply critical thinking and contact HR for unclear responses.
• Your feedback is essential in in improving the quality of AskHR services.
• Hence, balance AskHR usage with human interaction and take responsibility for the responses received.