Microsoft 365/Azure Engineer Required For sop

Project Desciption

Microsoft 365/Azure Engineer Required

CryoCord Malaysia SOP System

Developer Implementation Guide

Intelligent Standard Operating Procedure Management Platform

🎯 What We’re Building
Business Problem: CryoCord Malaysia has Standard Operating Procedures scattered across different systems, making it hard for staff to find current procedures, ensure compliance, and maintain document quality.
Solution: An intelligent SOP management system that:

• Centralizes all SOPs in SharePoint with proper governance
• Uses AI to help staff find answers quickly via chat interfaces
• Automates document approval and review cycles
• Provides AI-assisted content curation and duplicate detection

Success Metrics: Staff can find SOP answers quickly with high satisfaction ratings and centralized document lifecycle management.
🏗️ System Architecture Overview
┌─────────────────┐ ┌──────────────────┐ ┌─────────────────┐ │ Staff Users │ │ Content Team │ │ Department │ │ │ │ │ │ Managers │ └─────────┬───────┘ └────────┬─────────┘ └─────────┬───────┘ │ │ │ │ Ask Questions │ Manage Content │ Approve SOPs │ │ │ ┌─────────▼─────────────────────▼────────────────────────▼───────┐ │ SharePoint SOP Hub │ │ /sites/SOP-Home – Departmental Libraries (HR,Lab,Ops,QA,Finance) │ │ + Metadata + Versioning + Approval Workflows │ └─────────┬─────────────────────────────────────────────┬───────┘ │ │ │ Content Sync │ Content Search │ │ ┌─────────▼──────────┐ ┌─────────▼──────────┐ │ Copilot Studio │ │ Azure AI Stack │ │ “SOP Assistant” │ │ – Blob Storage │ │ Teams + Web │ │ – AI Search │ │ │ │ – OpenAI Chat │ └────────────────────┘ │ – Web Chat App │ └────────────────────┘
📋 Technical Stack

Component
Technology
Purpose

Content Hub
SharePoint Online
Central SOP repository with metadata

Identity
Entra ID (Azure AD)
Department-based access control

Workflow
Power Automate
Approval processes, notifications

AI Chat (Primary)
Copilot Studio
Teams-native SOP assistant

AI Chat (Advanced)
Azure OpenAI + AI Search
Web-based chat with custom data

Backup
Microsoft 365 Backup
Point-in-time recovery

🚀 Implementation Steps

Phase 1: Foundation

Goal: Set up core SharePoint structure with proper security

Tasks:

1. Create Entra ID Security Groups:
   • HR-Editors, HR-Readers
   • Lab-Editors, Lab-Readers
   • Ops-Editors, Ops-Readers
   • QA-Editors, QA-Readers
   • Finance-Editors, Finance-Readers
   • All-Staff-Readers
2. Build SharePoint Site: /sites/SOP-Home
   • Create libraries: HR, Lab, Operations, QA, Finance
   • Add columns: Owner (Person), EffectiveDate (Date), NextReviewDate (Date), Status (Choice: Draft|Approved), VersionText (Text), ProcessArea (Choice), Confidentiality (Choice: Internal|Restricted), Keywords (Text)
   • Configure library permissions using Entra groups
   • Enable major versioning
3. Security Lockdown:
   • Remove “Everyone” sharing links
   • Enable Restricted SharePoint Search (optional: requires SharePoint Advanced Management)

Acceptance: Users can only see SOPs they have permission to access

Phase 2: Automation

Goal: Automate SOP approval and review processes

Power Automate Flows:
Flow 1: SOP-Intake-To-Approval

• Trigger: File created with Status=Draft
• Actions:
  • Normalize filename to SOP-[Dept]-[###] v[X.Y].docx
  • Start approval to library Owner
  • On approve: Set Status=Approved, move to proper folder
  • On reject: Keep in drafts, notify submitter

Flow 2: SOP-Review-Reminder-Weekly

• Trigger: Weekly schedule
• Actions:
  • Find SOPs with NextReviewDate within 7 days
  • Send Teams notification to Owner with direct links
  • Log to SharePoint list for tracking

Acceptance: Draft SOPs automatically route for approval, owners get review reminders

Phase 3: AI Assistant – Copilot Studio

Goal: Deploy Teams-native SOP chat assistant

Setup:

1. Create “SOP Assistant” bot in Copilot Studio
2. Connect data source: SharePoint SOP-Home (Approved status only)
3. Configure system prompt:

You are CryoCord Malaysia’s SOP Assistant. Answer briefly (max 5-8 bullet points), use exact SOP content, and always include ‘Source: [SOP link]’. If unsure, say “I don’t know—please check these related SOPs” and list up to 3 related SOPs. Never answer from Draft documents.

4. Publish to Teams and auto-pin for pilot group
5. Add web embed to SharePoint SOP-Home page

Licensing: Copilot Studio credits or pay-as-you-go model

Acceptance: Fast response times with high user satisfaction, always includes source links

Phase 4: Backup & Safety

Goal: Enable backup and test recovery procedures

Tasks:

1. Enable Microsoft 365 Backup for SOP-Home site
2. Perform test restore of a library to validate process
3. Document restore procedures with RTO/RPO expectations

Acceptance: Successful test restore completed and documented

Phase 5: Advanced AI Chat (Optional)

Goal: Deploy Azure-based chat for advanced scenarios

Azure Resources:

1. Storage Account: Blob container sop-approved
2. Power Automate Sync: When SOP approved → copy to blob with metadata
3. Azure AI Search: Create index from blob container using Import Data wizard
4. Azure OpenAI: Chat model + embeddings for semantic search
5. AI Studio: Deploy “Chat with your data” web app
6. Integration: Embed web app URL in SharePoint and Teams

Cost Control: Set Azure budget alerts, index only approved SOPs

Acceptance: Fast response times with cited SharePoint sources

Phase 6: AI-Assisted Curation (Optional)

Goal: Use AI to help curate and organize uploaded SOPs

Curator Flow:

• Trigger: File uploaded to Drafts
• Get file content via SharePoint or AI Search
• Call Azure OpenAI to extract:
  • Suggested title, department, process area
  • Keywords, summary, effective date
  • Potential duplicates using vector search
• Present as approval card to content manager
• On approval: Write metadata, rename file, move to approved

Acceptance: High suggestion acceptance rate, meaningful duplicate detection

🔧 Developer Setup Requirements
Prerequisites

• Admin Access: SharePoint Site Collection Admin, Teams Admin
• Licenses: Microsoft 365 E3/E5, Power Automate Premium
• Optional: SharePoint Advanced Management, Azure subscription
• Skills: SharePoint Online, Power Automate, basic Azure (for optional features)

Development Environment

• SharePoint Online tenant (CryoCord Malaysia)
• Power Platform environment with Dataverse
• Copilot Studio access (included with M365)
• Azure subscription (for advanced AI features)

Key Configuration Files

• Metadata Schema: SharePoint column definitions
• Permission Matrix: Entra group → SharePoint library mappings
• Flow Definitions: Power Automate YAML exports
• Bot Configuration: Copilot Studio settings export

🧪 Testing Strategy
Unit Testing

• Individual Power Automate flows with test documents
• SharePoint permissions with test user accounts
• Copilot Studio responses with sample questions

Integration Testing

• End-to-end SOP lifecycle: Draft → AI curation → Approval → Chat access
• Cross-system data sync (SharePoint ↔ Azure ↔ Copilot Studio)
• Permission boundaries and access controls

User Acceptance Testing

• Pilot group: Representative users from different departments
• Test scenarios: Find procedures, upload SOPs, get AI assistance
• Success criteria: High user satisfaction ratings and fast response times

📊 Monitoring & Operations
Key Metrics

• Performance: AI response times, search result relevance
• Usage: Questions asked, SOPs accessed, approval cycle time
• Quality: User satisfaction ratings, duplicate detection accuracy
• System: API call volumes, storage usage, backup status

Operational Runbooks

• Add new department (permissions, metadata, approvals)
• Update Copilot Studio bot and Teams deployment
• Process AI curator batch approvals
• Restore SOPs from backup quickly
• Monitor and optimize Azure costs

💰 Licensing Requirements
Microsoft 365 Services

• Microsoft 365 E3/E5 licenses for users
• Power Automate Premium for advanced flows
• Copilot Studio credits for AI assistant
• Microsoft 365 Backup (optional)
• SharePoint Advanced Management (if using restricted search)

Azure Services (Optional Advanced Features)

• Azure OpenAI for advanced chat capabilities
• Azure AI Search for semantic search
• Azure Storage for document indexing
• Budget monitoring and alerts recommended

🚧 Known Limitations & Workarounds
SharePoint Search Restrictions

Issue: Tenant-wide restricted search affects all users

Workaround: Enable gradually by department, maintain allow-list of safe sites

Copilot Studio Response Limits

Issue: Limited response length and source count

Workaround: Use Azure AI chat for complex queries, Copilot Studio for quick answers

Power Automate File Processing

Issue: Large files may timeout in flows

Workaround: Process metadata only in flows, use Azure for full-text extraction

📋 Developer Checklist

Phase 1 – Foundation

• Entra ID groups created and populated
• SharePoint site and libraries configured
• Metadata columns added with proper validation
• Library permissions applied and tested
• Versioning and basic approval enabled

Phase 2 – Automation

• SOP intake flow created and tested
• Review reminder flow scheduled and tested
• Error handling added to all flows
• Notification templates configured

Phase 3 – AI Assistant

• Copilot Studio bot created and configured
• SharePoint data source connected (approved only)
• Teams app published and auto-pinned for pilot
• SharePoint web embed added
• Response quality verified with sample questions

Phase 4 – Backup & Safety

• Microsoft 365 Backup enabled for SOP site
• Test restore performed and documented
• Recovery procedures written and reviewed

Phase 5 – Advanced AI (Optional)

• Azure resources provisioned
• Blob sync flow from SharePoint created
• AI Search index built and tested
• OpenAI integration configured
• Web chat app deployed and embedded
• Budget alerts configured

Phase 6 – Testing & Handover

• End-to-end testing completed
• Pilot user group onboarded
• Performance benchmarks met
• Operational runbooks delivered
• Admin training completed