NovaEnergy HR Virtual Assistant — Product Requirements Document

Field	Value
Project name (working)	"Nova" — NovaEnergy HR Virtual Assistant
Document version	1.0 — DRAFT
Owner	Dmitrii Drugov — Chatbot Product Owner
Executive sponsor	Dóra Kovács, HR Director
Business counterpart	Tamás Nagy, HR Operations Lead
Platform owner	Péter Horváth, Head of IT
Date	April 2026
Status	Draft — pending stakeholder review

1. Executive Summary

NovaEnergy Hungary's HR team of 6 supports 500 employees and currently spends an estimated 60% of capacity on repetitive FAQ-style inquiries (leave, payslips, benefits, policy lookups). This limits capacity for strategic work and creates 2–3 day response delays for employees.

This PRD proposes Nova — a bilingual (Hungarian/English) AI-powered HR self-service assistant delivered on Microsoft Copilot Studio. Scope v1 addresses the six highest-volume query categories across two user personas: new/junior employees and line managers.

The pilot is scoped as a 13-week build + 13-week measurement cycle (26 weeks total), targeting 40% query deflection and ≥4.0/5.0 CSAT by Day 90 post-launch. Pilot success gates broader rollout across NovaEnergy and supports Meridiaan Group's digital transformation KPI commitments for 2026.

Estimated pilot cost: TBD pending Copilot Studio message pack sizing (see §12).

2. Problem Statement

Current state:

HR team of 6 supports 500 employees → 83:1 ratio, well above industry median for companies this size (~50:1)
~60% of inbound HR queries are classifiable as repetitive FAQ (leave, payslip, benefits, policies, procedures) — validated via one-week ticket sample in March 2026
Email response time averages 2.3 business days — creates friction for new hires and managers needing quick decisions
Line managers call HR 3–4× per week for team data lookups (leave balances, policy clarifications)
Existing intranet search is ineffective — usability testing showed 72% of users abandon search after <2 minutes and default to emailing HR
HR team itself reports that repetitive work crowds out strategic priorities (talent retention, L&D program design, DEI initiatives)

Strategic driver:

Meridiaan Group (parent) has set a group-wide KPI for subsidiaries: 40% reduction in repetitive HR query volume by end of 2026. NovaEnergy HR Director has committed to this and identified a chatbot pilot as the primary intervention.

Target state (post-pilot):