{"id":7005,"date":"2021-07-22T14:43:00","date_gmt":"2021-07-22T21:43:00","guid":{"rendered":"https:\/\/www.microsoft.com\/insidetrack\/blog\/?p=7005"},"modified":"2023-06-11T13:53:06","modified_gmt":"2023-06-11T20:53:06","slug":"meet-erica-the-microsoft-teams-bot-helping-microsoft-work-faster","status":"publish","type":"post","link":"https:\/\/www.microsoft.com\/insidetrack\/blog\/meet-erica-the-microsoft-teams-bot-helping-microsoft-work-faster\/","title":{"rendered":"Meet ERICA, the Microsoft Teams bot helping Microsoft work faster"},"content":{"rendered":"
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<\/div>\n

This content has been archived, and while it was correct at time of publication, it may no longer be accurate or reflect the current situation at Microsoft.<\/p>\n<\/div>\n<\/div>\n

There\u2019s a new Microsoft Teams bot on the block.<\/p>\n

Specifically, it\u2019s Microsoft Teams audit digitization assistant named ERICA, or Enterprise Risk Investigation Compliance and Audit. Thanks to ERICA\u2019s easy-to-use interface and automated features, Microsoft\u2019s Internal Audit team can quickly access accurate information from a single place.<\/p>\n

\u201cERICA streamlines how we access information,\u201d says Jose De Jesus Sanchez Rico, a senior software engineering manager with the Microsoft Commerce Financial Systems (CFS) team. \u201cIn this case, it gets information for the user, generates documents, and processes the information, automating what auditors used to do manually.\u201d<\/p>\n

An internal audit can review multiple business areas and processes to check controls and report on how risk is managed and whether it is compliant. One test that is commonly performed is determining whether access to key systems is appropriately restricted. In the past, auditors within Microsoft Finance\u2019s Audit Risk and Compliance (ARC) team tracked down, reviewed, and documented access information from several different systems. This sent auditors across multiple portals, websites, and applications to perform a single auditing task.<\/p>\n

Now ERICA creates the Microsoft Excel spreadsheet, doing all that manual work for auditors.<\/p>\n

\u201cPrior to ERICA coming into the picture, auditors had to validate which security groups have access to the application they are testing by switching between a number of applications,\u201d says Michelle Lenssen, a group technology manager within Microsoft ARC\u2019s Strategy and Solutions Technology team. Throughout this process, they would need to screenshot the applications and input their results into a spreadsheet for documentation purposes.\u201d<\/p>\n

ERICA brings a collision and friction-free experience to auditors, allowing them to perform many of their recurring tasks through Microsoft Teams. The Microsoft Teams bot centralizes several important job functions into one location, enabling auditors to populate templates from multiple sources with a few clicks and keystrokes.<\/p>\n

\"A
ERICA integrates with several Microsoft services and connects to additional resources to create a seamless tool for auditors.<\/figcaption><\/figure>\n

\u201cThe idea behind ERICA is to digitally transform the business,\u201d Sanchez Rico says. \u201cWe have so many sources of data, including 30 applications where we pull information from. It\u2019s very hard to rotate and manage all the different sources where auditors need to consult and get information, so we wanted to create one user experience where auditors could get all their needs in terms of data. That\u2019s why we developed ERICA.\u201d<\/p>\n

Centralizing these functions into a single source of truth has empowered the Microsoft ARC team.<\/p>\n

\u201cAuditors can now complete access control tests without having to review and screenshot multiple applications. This fluidity gives an increase in productivity, and allows them to use their time elsewhere,\u201d Lenssen says. \u201cThat is one of the reasons I love ERICA.\u201d<\/p>\n

[Discover how Microsoft uses AI and chatbots to simplify finance tools<\/a>. Learn how Azure resource inventory helps manage operational efficiency and compliance<\/a>. Find out how finance uses anomaly detection and automation to transform royalty statements processing<\/a>.]<\/em><\/p>\n

In the beginning, there was a website<\/h2>\n

Before there was ERICA the Microsoft Teams bot, a rough website was put together by the Solutions and Strategy Technology team to consolidate audit tests and functions.<\/p>\n

\u201cWhen we showed it to Jose and his team, he suggested that we create a chatbot,\u201d says Fei Guo, a senior data solutions manager on ARC\u2019s Strategy and Solutions Technology team.<\/p>\n

Lenssen, a former audit and program manager, now serves as a bridge between Microsoft ARC and CFS. Along with Guo and Sanchez Rico, the two teams work closely to make life easier for Microsoft\u2019s auditors.<\/p>\n

\u201cThey share auditor skills, which gives us ideas as to how we represent that efficiency,\u201d Sanchez Rico says. \u201cHaving this indication, we build it into one toolkit that can be interacted with seamlessly.\u201d<\/p>\n

Once Sanchez Rico\u2019s team understood the different requirements of auditors, CFS transitioned the website into a Microsoft Teams bot. The integration with Microsoft Teams means the platform becomes even more valuable to auditors.<\/p>\n

\u201cERICA is a Teams app and a web app,\u201d says Giovanni Bejarasco, a software engineer with CFS who helped develop ERICA. \u201cIt\u2019s the same functionality, just a different UI experience. ERICA is handled by an intelligent service, LUIS, which gives us flexibility.\u201d<\/p>\n

The Microsoft Teams bot is filled with a variety of templates auditors use. ERICA looks at data sources and merges everything into the template, then provides auditors with a link to download the document. The audit bot includes integrations with SharePoint, ID Web, and a slew of interactions auditors engage with throughout the day.<\/p>\n

\u201cSince it\u2019s in Teams, we can use that platform\u2019s good user experience to our advantage,\u201d Lenssen says. \u201cWe\u2019re not building a custom UI; we benefit from the design decisions in Microsoft Teams.\u201d<\/p>\n

And making sure ERICA operates in a user-friendly way makes a big difference.<\/p>\n

\u201cWe want to make the conversational interface easy,\u201d Bejarasco says. \u201cYou can\u2019t expect users to remember complex formatting rules. We changed one aspect and reduced the number of invalid interactions by 80 percent.\u201d<\/p>\n

But ERICA can do more than just generate spreadsheets.<\/p>\n

A bot for all seasons<\/h2>\n

\u201cIt became easy to plug things into the bot,\u201d Gou says. \u201cThat\u2019s where ERICA changed the way we work.\u201d<\/p>\n

The Microsoft Teams bot is divided by features, and CFS has given ERICA a wide array of functionality.<\/p>\n

\u201cDepending on the use case, we can adjust,\u201d Lenssen says. \u201cThis allows the bot to continue to grow as the needs of the team change.\u201d<\/p>\n

One area greatly improved by ERICA is checking schedules and auditor availability.<\/p>\n

\u201cThere are, on average, 11 audits a month and you could be on a new one each month\u2014so, it\u2019s sometimes hard to know which audit someone has been assigned to,\u201d Lenssen says. \u201cERICA quickly tells us which project we\u2019re on with just a single message.\u201d<\/p>\n

ERICA can also integrate with other digitization upgrades that have been introduced to Microsoft Finance, including pulling Proof of Execution (POE) documentation for the auditor<\/a>.<\/p>\n

\u201cProof of Execution verifies that work has been done,\u201d Guo says. \u201cIf we pay a vendor to cater an event, we ask the supplier to take photos of the work and submit it as evidence. Auditors use this documentation to verify what the partner has done.\u201d<\/p>\n

Since ERICA is integrated into several sources, auditors can now quickly access POE items.<\/p>\n

\u201cBefore this capability was built in, auditors had to go to Microsoft\u2019s invoice system, download the images one at a time, and compare them to the Purchase Order (P.O.),\u201d Bejarasco says. \u201cNow they can put P.O. numbers into ERICA and download everything they need. This feature saves about 30 hours of auditor\u2019s time every month.\u201d<\/p>\n

CFS has built an entire toolkit into the Microsoft Teams bot, giving ERICA a robust set of functions. Other capabilities include reporting tools to inform leadership about different audits, extract penetration test results that are stored in Microsoft Azure DevOps, generate lists of stakeholders related to the audit and format them perfectly for reports, and check audit schedules, creating visibility across the organization.<\/p>\n

\u201cSome features can be accessed through natural language,\u201d Bejarasco says. \u201cInstead of clicking, you can type in what you need, and ERICA will leverage machine learning natural language processing through Azure Cognitive Services.\u201d<\/p>\n

Even with all this functionality, CFS still wants more from the Microsoft Teams bot.<\/p>\n

What\u2019s next for ERICA?<\/h2>\n

ERICA\u2019s design allows CFS to easily add and remove capabilities.<\/p>\n

\u201cIt saves time and money because we don\u2019t need to build separate tools,\u201d Bejarasco says. \u201cThere\u2019s an existing UX that we can leverage, it\u2019s all integrated in ERICA. That\u2019s a great ROI.\u201d<\/p>\n

One upcoming function will be a big improvement for Microsoft\u2019s auditors.<\/p>\n

\u201cEach audit covers lots of areas,\u201d Lenssen says. \u201cMicrosoft is an international business. Auditors need to look at contracts, statements of work, and receipts, among other local documents. Sometimes they encounter documents they can\u2019t understand because it\u2019s in another language.\u201d<\/p>\n

Microsoft ARC has hired local translators to help facilitate this part of the audit.<\/p>\n

\u201cTranslators cost money and take time,\u201d Lenssen says. \u201cMost audits are usually constrained to one month, that\u2019s when the testing starts and stops. We can\u2019t risk slowing the audit down.\u201d<\/p>\n

To address this, CFS is onboarding Microsoft Azure Translator into the Microsoft Teams bot. Soon, ERICA will be able to batch translate a large variety of items from around the globe into English.<\/p>\n

\u201cEveryone knows how to use a translation website; you copy and paste,\u201d Guo says. \u201cAzure Translate allows you to do multiple documents at once and it will spit them all out in English.\u201d<\/p>\n

Integrating Microsoft Azure Translator into ERICA means bulk translation can be performed from a single location. Instead of having to hire out local translators or manually input items one at a time, Microsoft\u2019s auditors can now receive a large volume of high-quality translations in half an hour.<\/p>\n

\u201cYou can upload a file with 1,000 documents and it will translate all of them in 10-15 minutes,\u201d Sanchez Rico says. \u201cIt used to take 3-5 days for a translation. This saves $100,000 a year.\u201d<\/p>\n

It\u2019s nice having a bot on the team<\/h2>\n

Adding ERICA to Microsoft ARC\u2019s toolset is part of a broader effort to digitally transform the space, but the Microsoft Teams bot is already having a dramatic impact on the speed and quality of audits, all backed by a positive user experience.<\/p>\n

\u201cThe audit bot takes five steps and reduces it down to two,\u201d Guo says. \u201cJust open ERICA, click a button, and then the auditor has what they need.\u201d<\/p>\n

The collaborative effort between CFS and the Solutions and Strategy Technology team has created a flexible tool that can be quickly extended with new functionality.<\/p>\n

\u201cI was a user of the bot, now I\u2019m part of the broader team who helps CFS understand the business needs for internal audit,\u201d Lenssen says. \u201cBased on my team\u2019s feedback and needs, they continue to add features to ERICA.\u201d<\/p>\n

As new capabilities are added to the audit bot, Microsoft ARC expects to see even more time-saving productivity tools for auditors.<\/p>\n

ERICA is now an important part of Microsoft ARC. As more users see the benefit of the Microsoft Teams bot, the organization will achieve new levels of efficiency.<\/p>\n

\u201cThe Microsoft Teams bot encapsulates acquired data from multiple systems, providing a single user interface that auditors can interact with to fulfill their needs,\u201d Sanchez Rico says. \u201cThe most important aspect of ERICA is saving time for auditors so they can focus on compliance and significant findings, not looking for or joining information sources. Everyone has a bot, but ERICA is more than that.\u201d<\/p>\n

Learn what is Language Understand (LUIS) is.<\/a><\/p>\n

Discover how Microsoft uses AI and chatbots to simplify finance tools<\/a>.<\/p>\n

Learn how Azure resource inventory helps manage operational efficiency and compliance<\/a>.<\/p>\n

Find out how finance uses anomaly detection and automation to transform royalty statements processing<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"

This content has been archived, and while it was correct at time of publication, it may no longer be accurate or reflect the current situation at Microsoft. There\u2019s a new Microsoft Teams bot on the block. Specifically, it\u2019s Microsoft Teams audit digitization assistant named ERICA, or Enterprise Risk Investigation Compliance and Audit. Thanks to ERICA\u2019s […]<\/p>\n","protected":false},"author":146,"featured_media":7019,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"jetpack_post_was_ever_published":false,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_memberships_contains_paid_content":false,"_hide_featured_on_single":false,"_show_featured_caption_on_single":true,"footnotes":"","jetpack_publicize_message":"","jetpack_publicize_feature_enabled":true,"jetpack_social_post_already_shared":true,"jetpack_social_options":{"image_generator_settings":{"template":"highway","enabled":false},"version":2}},"categories":[1],"tags":[],"coauthors":[674],"class_list":["post-7005","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-uncategorized","m-blog-post"],"jetpack_publicize_connections":[],"yoast_head":"\nMeet ERICA, the Microsoft Teams bot helping Microsoft work faster - 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