SSA · no agency ID · record R3124

Human Resource Chatbot

Social Security Administration · Human Resources

Overview

Development stage: DeployedSource: c) Deployed – The use case is being actively authorized or utilized to support the functions or mission of an agency.
High-impact designation: Not high-impactSource: c) Not high-impact
Impact justification: Not reported
Start date: 2025-04-30 (day precision)Source: 4/30/2025 0:00
Withheld from public reporting: NoSource: a) No

Mission

Topic area: Human Resources
Operational functions: Chatbot or virtual assistant Derived by keyword rules; see methodology

Problem the AI is intended to solve

Generative AI chatbot grounded in SSA Personnel Policy Manual and other HR related documents that provides HR staff with the ability to search HR policy and related documents using natural language to answer SSA employee inquiries, analyze policies and HR law, and create needed updates to personnel documentation.

Expected benefits

Reduce the time to retrieve HR policy information by allowing HR staff to ask HR policy-related questions using natural language and follow-up questions to refine responses. Provide the ability to analyze HR policy documents as well as more quickly respond to HR inquiries from SSA employees.

System outputs

Chatbot responses to users prompts that are grounded in SSA HR policy data and other associated HR documents.

Technology

AI classification: Generative AISource: Generative AI: AI that generates new or synthetic content (e.g., images, videos, audio, text, code).
System name(s): HR Chatbot
Custom-developed code: Yes
Public source code: Not reported

Sourcing

How it was built: Purchased from vendorSource: a) Purchased from a vendor
Vendor (as reported): Microsoft / OpenAI
Vendors (standardized): MicrosoftOpenAI

A vendor is the supplier named by the agency. It does not identify the underlying model or AI technology.

Data and privacy

Involves PII: No
Privacy Impact Assessment: Not reported
Authorization to Operate: No
Demographic features: k) None of the above
Training and evaluation data: No agency data was used to train the model, however the HR Chatbot has a RAG level of HR documents which grounds the HR Chatbot responses in HR data only.
Federal Data Catalog: Not reported

Governance

0 of 8 minimum-practice questions answered. A blank answer means the agency reported nothing; it does not mean the practice is absent.

Pre-deployment testingNo answer reported

AI impact assessmentNo answer reported

Independent reviewNo answer reported

Ongoing monitoringNo answer reported

Operator trainingNo answer reported

Fail-safeNo answer reported

Appeal processNo answer reported

User and public consultationNo answer reported

Potential impacts and how they were identified

Not reported