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AI-Powered Virtual Coaching Assistant for Leadership Advisory

A leading US-based parking management company faced significant operational inefficiencies due to its reliance on third-party ALPR (Automatic License Plate Recognition) solutions that were difficult to integrate with backend systems. These challenges resulted in frequent validation errors, manual interventions, and poor user experience for parkers.
To achieve this, ekSource engineered a Virtual Coaching Assistant, leveraging Retrieval-Augmented Generation (RAG) architecture, fine-tuned AI models, and a secure conversational interface. The assistant delivered expert-backed insights on leadership challenges, operational decisions, and strategic planning—powered by context-aware AI and a document-grounded response pipeline.
By combining ekSource’s AI engineering expertise, document extraction framework, and experience with secure cloud deployments, the solution was delivered faster and at a lower cost than traditional alternatives, while enabling scalable, expert-driven decision support.

Business Challenge

The client’s leadership advisory services required deep expertise, scenario-based coaching, and timely guidance. However, challenges emerged in scaling these services and delivering consistent, personalized advice to a growing user base.
Key Pain Points:
  • Limited Advisor Availability: Expert coaching was time-intensive and resource-bound, resulting in delayed access for many users.
  • Scalability Constraints: The one-on-one advisory model limited the firm’s ability to support multiple clients simultaneously.
  • Need for Real-Time, Document-Based Insights: Users required credible, instant advice, derived from trusted frameworks, case studies, and reports, not generic AI outputs.
The client needed a solution that could:
  • Provide personalized coaching insights in real-time, tailored to user roles and leadership scenarios.
  • Ensure document-grounded responses to maintain accuracy and trust.
  • Operate securely within a controlled environment, safeguarding sensitive user interactions.

Solution

ekSource developed a modular AI-driven Virtual Coaching Assistant, incorporating secure AI inference, vectorized document search, and interactive guidance features.
1. AI Model Deployment & Secure Inference
  • Fine-tuned open-source LLM deployed in a closed, secure environment, ensuring confidentiality of user queries.
  • Hosted on AWS Inferentia2 (Inf2) instances for cost-effective inference and high performance.
  • Integrated context-aware prompt engineering for multi-turn conversational flow.
2. RAG-Based Document Retrieval Pipeline
  • Utilized the BGE-M3 embeddings model to create vectorized representations of internal knowledge assets.
  • Pinecone vector database enabled fast, semantic retrieval of content, ensuring relevant, document-backed AI responses.
  • The RAG architecture ensured responses were grounded in proprietary content, minimizing inaccuracies.
3. Web-Based Chat Interface
  • Developed an interactive Angular chatbot for intuitive user engagement.
  • Enabled role-specific interaction workflows, allowing executives, managers, and advisors to receive targeted guidance.
  • Supported multi-step conversations, allowing users to refine queries and explore deeper insights.
4. Secure Cloud-Based Deployment
  • Entire solution hosted within AWS infrastructure for scalability, control, and compliance.
  • Integrated role-based access control (RBAC) via Amazon Cognito for secure authentication.
  • Real-time session tracking and audit logging ensured system integrity and compliance.

Benefits

On-Demand, Expert-Guided Insights
  • Users received instant, document-grounded recommendations, reducing dependency on live consultants.
  • AI responses were tailored to specific leadership challenges, enhancing decision confidence.
Scalable, Cost-Efficient Advisory Support
  • The solution scaled to serve multiple users concurrently, increasing operational efficiency.
  • Leveraging ekSource’s AI pipeline and document framework accelerated delivery, reducing costs by 30-40% compared to traditional solutions.
Trusted, Secure Interactions
  • AI responses were credible, contextually relevant, and aligned with trusted materials.
  • Hosting in a secure, private AWS environment ensured confidentiality of data and interactions.
Future-Ready Platform
  • The modular architecture supports easy expansion into new advisory areas, including strategy, finance, and operations.
  • Built-in capabilities for model updates and document ingestion allow for continuous improvement.
This PoC demonstrated the viability and value of an AI-powered virtual coaching assistant to support leadership and advisory services at scale. By combining secure AI deployment, document-driven retrieval, and conversational intelligence, the solution enabled:
  • Scalable, expert-guided coaching available anytime, anywhere.
  • Trustworthy, document-based insights supporting critical decisions.
  • A secure, cost-effective platform ready for future growth.
With this strong foundation, the company is now positioned to:
  • Expand AI-driven advisory services to additional domains.
  • Enable collaborative coaching experiences across teams.
  • Integrate predictive analytics and trend insights to inform leadership planning.
ekSource empowers enterprises and consulting firms with AI solutions that deliver scalability, security, and strategic value in knowledge-driven industries.

At ekSource Technologies, we are your trusted partners on the journey to success. We understand the challenges and aspirations of organizations aiming to unlock their full potential in today’s dynamic business landscape.

D-U-N-S Number: 82-990-7216
CAGE Code: 6HJF3

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