Management jobs in Malaysia

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

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:

• 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
• 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

• 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:

• Create “SOP Assistant” bot in Copilot Studio
• Connect data source: SharePoint SOP-Home (Approved status only)

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.

• Publish to Teams and auto-pin for pilot group
• 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:

• Enable Microsoft 365 Backup for SOP-Home site
• Perform test restore of a library to validate process
• 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

• Storage Account:Blob containersop-approved
• Power Automate Sync:When SOP approved → copy to blob with metadata
• Azure AI Search:Create index from blob container using Import Data wizard
• Azure OpenAI:Chat model + embeddings for semantic search
• AI Studio:Deploy “Chat with your data” web app
• 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

Developer Setup Requirements
Prerequisites

• Admin Access:SharePoint Site Collection Admin, Teams Admin
• Licenses:Microsoft 365 E3/E5, Power Automate Premium
• Skills:SharePoint Online, Power Automate, basic Azure (for optional features)
• Power Platform environment with Dataverse
• Copilot Studio access (included with M365)
• Azure subscription (for advanced AI features)

Key Configuration Files

• Flow Definitions:Power Automate YAML exports
• Individual Power Automate flows with test documents
• SharePoint permissions with test user accounts
• Copilot Studio responses with sample questions

Integration Testing

• Permission boundaries and access controls

User Acceptance Testing

• Pilot group: Representative users from different departments
• 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
• 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
• 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

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

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

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