HR Talent Pool & AI-Enabled Recruitment Platform
- Customer
- Alkhabeer Capital
- Project manager on the customer side
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- IT Provider
- Alkhabeer Capital
- Year of project completion
- 2025
- Project timeline
- January, 2025 - September, 2025
- Project scope
- 500 man-hours
- Goals
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The project aimed to modernize and digitize the HR recruitment process through an AI-enabled Talent Pool System. The goals were to centralize candidate data, automate the end-to-end hiring workflow, and integrate Microsoft Copilot to provide intelligent insights for HR decision-making.
By leveraging Microsoft 365, Power Platform, and AI services, the initiative sought to reduce manual effort, enhance hiring transparency, and improve the overall candidate experience. The strategic objectives included enabling data-driven recruitment, accelerating time-to-hire, ensuring compliance with governance standards, and establishing a scalable, future-ready HR technology platform. - Project Results
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The project achieved a complete digital transformation of the recruitment process, reducing manual workload by more than 60% and improving time-to-hire by over 40%. HR teams now have full visibility into candidate pipelines, automated communications, and consistent evaluation reports.
AI-based candidate matching and resume parsing significantly improved screening accuracy, while standardized evaluation forms increased fairness and transparency. Decision-making time for shortlisting was cut in half, and overall candidate experience improved through timely, personalized communication.
The project also established a foundation for advanced analytics—Power BI dashboards now provide real-time insights into hiring metrics and future workforce planning. The initiative became a benchmark for integrating AI, automation, and governance into HR operations, setting a new standard for data-driven talent management.
The uniqueness of the project
The solution stands out as a pioneering integration of Microsoft Copilot within a fully automated HR Talent Pool ecosystem—bridging forms, workflows, and analytics into one intelligent platform.Unlike traditional ATS systems, it combines AI resume parsing, automated candidate-to-vacancy matching, and Copilot-powered recommendations for top talent and risk alerts. The platform also integrates Outlook, Teams, and SharePoint to synchronize interviews, communications, and evaluations, delivering a seamless digital hiring journey.
This holistic design not only improves HR efficiency but transforms recruitment into a predictive, insight-driven process that aligns technology, compliance, and business strategy.
- Used software
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Core Platform: Microsoft 365 Ecosystem (Copilot, Power Automate, Power Apps, Power BI, SharePoint Online, Outlook, Teams).
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AI Components: Microsoft Copilot for HR analytics and candidate insights; AI Resume Parsing using Microsoft Cognitive Services.
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Automation: Power Automate workflows for candidate tracking, communication, and scheduling.
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Analytics: Power BI dashboards for recruitment KPIs, pipeline analytics, and performance insights.
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Integration: LinkedIn (planned), HR email automation, and secure document handling within Microsoft Cloud infrastructure.
- Difficulty of implementation
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The project faced multiple layers of complexity across technical, operational, and resource dimensions. A key challenge was the limited availability of market expertise capable of integrating AI, automation, and HR systems within the Microsoft 365 ecosystem. Few professionals possessed the combined knowledge of Power Platform, Microsoft Copilot, AI resume parsing, and workflow automation, compelling the internal IT team to build expertise organically through research, experimentation, and continuous learning.
Another significant hurdle was the technical limitation of Microsoft Forms, which lacked a native feature for CV attachments. The team engineered a creative custom workaround using SharePoint storage and Power Automate connectors to enable secure file uploads, ensuring data consistency and compliance across the Talent Portal.
The project also required cross-departmental alignment between HR, IT, and compliance to redesign recruitment workflows, maintain data privacy, and ensure seamless automation between Power Apps, Outlook, and Teams. Managing user adoption was another challenge, as HR professionals transitioned from manual processes to AI-assisted decision-making and digital communication.
Despite these obstacles, the initiative was implemented entirely in-house with zero external cost or additional budget allocation. The internal team leveraged existing enterprise tools, intellectual capital, and innovation to deliver a production-grade, AI-driven HR solution. This achievement demonstrates not only technical excellence but also fiscal discipline, creativity, and the team’s strong ownership culture in executing complex transformation projects under budget constraints.
- Project Description
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The HR Talent Pool & AI Recruitment Platform was conceived to digitally transform the recruitment lifecycle by unifying candidate management, automation, and artificial intelligence into a single intelligent ecosystem. The solution replaces fragmented manual processes with a data-driven, automated, and insight-oriented workflow.
Built entirely on Microsoft 365 and Power Platform technologies, the system includes three main components:
- Candidate Portal (MS Forms) – A user-friendly submission interface where applicants enter details and upload resumes, creating a consistent and secure data entry process.
- Talent Portal – A centralized workspace for HR, hiring managers, and interviewers to access candidate history, documents, interview schedules, and evaluation results through role-based access.
- Applicant Tracking & AI Layer – An integrated engine powered by Microsoft Copilot and Cognitive Services that parses resumes, suggests top-fit candidates, and provides actionable analytics.
Automation through Power Automate streamlines interview scheduling, candidate communications, and onboarding workflows, while Power BI dashboards visualize recruitment performance, pipeline status, and hiring trends. The system also integrates seamlessly with Outlook and Teams for communication, ensuring every step of the hiring process—from application to onboarding—is digitized, trackable, and compliant.
This platform not only improves HR productivity but introduces predictive recruitment through AI matching, Copilot-assisted insights, and resume intelligence. It represents a major leap toward strategic workforce planning and a scalable model for AI-enabled HR transformation.
- Project geography
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The project was implemented within Saudi Arabia to serve the organization’s HR and recruitment functions across all departments.
It operates entirely within the Microsoft 365 ecosystem, enabling secure cloud-based collaboration and scalability across geographically dispersed teams.
While its initial deployment was internal, the project’s architecture and AI framework were designed for scalability and productization. The platform’s modular design and Copilot integration potential make it suitable for adaptation as a Microsoft Copilot HR module—allowing future global rollout as a standardized Copilot-driven recruitment enhancement.
This transformation positions the initiative as a locally built innovation with global scalability, capable of being embedded as part of Microsoft’s enterprise AI solutions suite.