Transforming Energy Management with an AI-Enabled Digital Twin
Hadi Ghanbari, Petter Nissinen
This paper reports on a case study of how one of Europe's largest district heating providers, called EnergyCo, implemented an AI-assisted digital twin to improve energy efficiency and sustainability. The study details the implementation process and its outcomes, providing six key recommendations for executives in other industries who are considering adopting digital twin technology.
Problem
Large-scale energy providers face significant challenges in managing complex district heating networks due to fluctuating energy prices, the shift to decentralized renewable energy sources, and operational inefficiencies from siloed departments. Traditional control systems lack the comprehensive, real-time view needed to optimize the entire network, leading to energy loss, higher costs, and difficulties in achieving sustainability goals.
Outcome
- The AI-enabled digital twin provided a comprehensive, real-time representation of the entire district heating network, replacing fragmented views from legacy systems. - It enabled advanced simulation and optimization, allowing the company to improve operational efficiency, manage fluctuating energy prices, and move toward its carbon neutrality goals. - The system facilitated scenario-based decision-making, helping operators forecast demand, optimize temperatures and pressures, and reduce heat loss. - The digital twin enhanced cross-departmental collaboration by providing a shared, holistic view of the network's operations. - It enabled a shift from reactive to proactive maintenance by using predictive insights to identify potential equipment failures before they occur, reducing costs and downtime.
Host: Welcome to A.I.S. Insights, the podcast powered by Living Knowledge, where we translate complex research into actionable business strategy. I’m your host, Anna Ivy Summers.
Host: Today, we're diving into a fascinating case study called "Transforming Energy Management with an AI-Enabled Digital Twin." It details how one of Europe's largest energy providers used this cutting-edge technology to completely overhaul its operations for better efficiency and sustainability. With me is our expert analyst, Alex Ian Sutherland. Alex, welcome.
Expert: Thanks for having me, Anna.
Host: So, Alex, let's start with the big picture. Why would a massive energy company need a technology like an AI-enabled digital twin? What problem were they trying to solve?
Expert: Well, a company like EnergyCo, as it's called in the study, manages an incredibly complex district heating network. We're talking about over 2,800 kilometers of pipes. Their traditional control systems just couldn't keep up.
Host: What was making it so difficult?
Expert: It was a perfect storm of challenges. First, you have volatile energy prices. Second, they're shifting from a few big fossil-fuel plants to many smaller, decentralized renewable sources, which are less predictable. And internally, their departments were siloed. The production team, the network team, and the customer team all had different data and different priorities, leading to significant energy loss and higher costs.
Host: It sounds like they were flying with a dozen different dashboards but no single view of the cockpit. So what was the approach they took? What exactly is a digital twin?
Expert: In simple terms, a digital twin is a dynamic, virtual replica of a physical system. The key thing that distinguishes it from a simple digital model is that the data flow is automatic and two-way. It doesn't just receive real-time data from the physical network; it can be used to simulate changes and even send instructions back to optimize it.
Host: So it’s a living model, not a static blueprint. How did the study find this approach worked in practice for EnergyCo? What were the key outcomes?
Expert: The results were transformative. The first major finding was that the digital twin provided a single, comprehensive, real-time representation of the entire network. For the first time, everyone was looking at the same holistic picture.
Host: And what did that unified view enable them to do?
Expert: It unlocked advanced simulation and optimization. Operators could now run "what-if" scenarios. For example, they could accurately forecast demand based on weather data and then simulate the most cost-effective way to generate and distribute heat, drastically reducing energy loss and managing those fluctuating fuel prices.
Host: The study also mentions collaboration. How did it help there?
Expert: By breaking down the data silos, it naturally improved cross-departmental collaboration. When the production team could see how their decisions impacted network pressure miles away, they could make smarter, more coordinated choices. It created a shared operational language.
Host: That makes sense. And I was particularly interested in the shift from reactive to proactive maintenance.
Expert: Absolutely. Instead of waiting for a critical failure, the AI within the twin could analyze data to predict which components were under stress or likely to fail. This allowed EnergyCo to schedule maintenance proactively, which is far cheaper and less disruptive than emergency repairs.
Host: Alex, this is clearly a game-changer for the energy sector. But what’s the key takeaway for our listeners—the business leaders in manufacturing, logistics, or even retail? Why does this matter to them?
Expert: The most crucial lesson is about global versus local optimization. So many businesses try to improve one department at a time, but that can create bottlenecks elsewhere. A digital twin gives you a holistic view of your entire value chain, allowing you to make decisions that are best for the whole system, not just one part of it.
Host: So it’s a tool for breaking down those internal silos we see everywhere.
Expert: Exactly. The second key takeaway is that the human element is vital. The study shows that EnergyCo didn't just deploy the tech and replace people. They positioned it as a tool to support their operators, building trust and involving them in the process. Automation was gradual, which is critical for buy-in.
Host: That’s a powerful point about managing technological change. Any final takeaway for our audience?
Expert: Yes, the study highlights how this technology can become a foundation for new business models. EnergyCo is now exploring how to use the digital twin to give customers real-time data, turning them from passive consumers into active participants in energy management. For any business, this shows that operational tools can unlock future strategic growth.
Host: So, to summarize: an AI-enabled digital twin offers a holistic, real-time view of your operations, it breaks down silos to enable smarter decisions, and it can even pave the way for future innovation. It's about augmenting your people, not just automating processes.
Host: Alex Ian Sutherland, thank you so much for these brilliant insights.
Expert: My pleasure, Anna.
Host: And thank you to our audience for tuning into A.I.S. Insights, powered by Living Knowledge. Join us next time as we uncover more actionable intelligence from the world of research.
Digital Twin, Energy Management, District Heating, AI, Cyber-Physical Systems, Sustainability, Case Study
MIS Quarterly Executive (2024)
How a Utility Company Established a Corporate Data Culture for Data-Driven Decision Making
Philipp Staudt, Rainer Hoffmann
This paper presents a case study of a large German utility company's successful transition to a data-driven organization. It outlines the strategy, which involved three core transformations: enabling the workforce, improving the data lifecycle, and implementing employee-centered data management. The study provides actionable recommendations for industrial organizations facing similar challenges.
Problem
Many industrial companies, particularly in the utility sector, struggle to extract value from their data. The ongoing energy transition, with the rise of renewable energy sources and electric vehicles, has made traditional, heuristic-based decision-making obsolete, creating an urgent need for a robust corporate data culture to manage increasing complexity and ensure grid stability.
Outcome
- A data culture was successfully established through three intertwined transformations: enabling the workforce, improving the data lifecycle, and transitioning to employee-centered data management. - Enabling the workforce involved upskilling programs ('Data and AI Multipliers'), creating platforms for knowledge sharing, and clear communication to ensure widespread buy-in and engagement. - The data lifecycle was improved by establishing new data infrastructure for real-time data, creating a central data lake, and implementing a strong data governance framework with new roles like 'data officers' and 'data stewards'. - An employee-centric approach, featuring cross-functional teams, showcasing quick wins to demonstrate value, and transparent communication, was crucial for overcoming resistance and building trust. - The transformation resulted in the deployment of over 50 data-driven solutions that replaced outdated processes and improved decision-making in real-time operations, maintenance, and long-term planning.
Host: Welcome to A.I.S. Insights — powered by Living Knowledge, the podcast where we turn academic research into actionable business intelligence. I’m your host, Anna Ivy Summers. Host: Today, we’re diving into a fascinating case study titled, "How a Utility Company Established a Corporate Data Culture for Data-Driven Decision Making." Host: It explores how a large German utility company transformed itself into a data-driven organization. To help us unpack this, we have our expert analyst, Alex Ian Sutherland. Welcome, Alex. Expert: Great to be here, Anna. Host: Alex, let's start with the big picture. Most companies know data is important, but this study focuses on a utility company. What was the specific problem they were trying to solve? Expert: It’s a problem many traditional industries are facing, but it's especially acute in the energy sector. They’re dealing with a massive shift—the rise of renewable energy like wind and solar, and the explosion in electric vehicle charging. Host: So the old ways of working just weren't cutting it anymore? Expert: Exactly. For decades, they relied on experience and simple tools. The study gives a great example of a "drag pointer"—basically a needle on a gauge that only showed the highest energy load a substation ever experienced. It didn't tell you when it happened, or why. Host: A single data point, with no context. Expert: Precisely. And that was fine when the grid was predictable. But suddenly, they went from handling a dozen requests for new EV chargers a month to nearly three thousand. The old "rule-of-thumb" approach became obsolete and even risky for grid stability. They were flying blind. Host: So how did the researchers get inside this transformation to understand how the company fixed this? Expert: They conducted a deep-dive case study, interviewing seven of the company’s key domain experts. These were the people on the front lines—the ones directly involved in building the new data strategy. This gave them a real ground-truth perspective on what actually worked. Host: So what were the key findings? What was the secret to their success? Expert: The study breaks it down into three core transformations that were all linked together. The first, and perhaps most important, was enabling the workforce. Host: This wasn't just about hiring a team of data scientists, then? Expert: Not at all. They created a program to train existing employees to become "Data and AI Multipliers." These were people from various departments who became data champions, identifying opportunities and helping their colleagues use new tools. It was about upskilling from within. Host: Building capability across the organization. What was the second transformation? Expert: Improving the data lifecycle. This sounds technical, but it’s really about fixing the plumbing. They moved from scattered, siloed databases to a central data lake, creating a single source of truth that everyone could access. Host: And I see they also created new roles like 'data officers' and 'data stewards'. Expert: Yes, and this is crucial. It made data quality a formal part of people's jobs. Instead of data being an abstract IT issue, specific people became accountable for its accuracy and maintenance within their business units. Host: That makes sense. But change is hard. How did they get everyone to embrace this new way of working? Expert: That brings us to the third piece: an employee-centered approach. They knew they couldn't just mandate this from the top down. They formed cross-functional teams, bringing engineers and data specialists together to solve real problems. Host: And they made a point of showcasing quick wins, right? Expert: Absolutely. This was key to building momentum. For example, they automated a critical report that used to take two employees a full month to compile, three times a year. Suddenly, that data was available in real-time. When people see that kind of tangible benefit, it overcomes resistance and builds trust in the process. Host: This is all fascinating for a utility company, but what's the key takeaway for a business leader in, say, manufacturing or retail? Why does this matter to them? Expert: The lessons are completely universal. First, you can't just buy technology; you have to invest in your people. The "Data Multiplier" model of empowering internal champions can work in any industry. Host: So, people first. What else? Expert: Second, make data quality an explicit responsibility. Creating roles like data stewards ensures accountability and treats data as the critical business asset it is. It stops being everyone's problem and no one's priority. Host: And the third lesson? Expert: Start small and demonstrate value fast. Don't try to boil the ocean. Find a painful, manual process, fix it with a data-driven solution, and then celebrate that "quick win." That success story becomes your best marketing tool for driving wider adoption. Ultimately, this company deployed over 50 new data solutions that transformed their operations. Host: A powerful example of real-world impact. So, to recap: the challenges of the energy transition forced this company to ditch its old methods. Their success came from a three-part strategy: empowering their workforce, rebuilding their data infrastructure, and using an employee-centric approach focused on quick wins. Host: Alex, thank you so much for breaking that down for us. It’s a brilliant roadmap for any company looking to build a true data culture. Expert: My pleasure, Anna. Host: And thank you to our listeners for joining us on A.I.S. Insights — powered by Living Knowledge. We’ll see you next time.
data culture, data-driven decision making, utility company, energy transition, change management, data governance, case study
MIS Quarterly Executive (2024)
How the Odyssey Project Is Using Old and Cutting-Edge Technologies for Financial Inclusion
Samia Cornelius Bhatti, Dorothy E. Leidner
This paper presents a case study of The Odyssey Project, a fintech startup aiming to increase financial inclusion for the unbanked. It details how the company combines established SMS technology with modern innovations like blockchain and AI to create an accessible and affordable digital financial solution, particularly for users in underdeveloped countries without smartphones or consistent internet access.
Problem
Approximately 1.7 billion adults globally remain unbanked, lacking access to formal financial services. This financial exclusion is often due to the high cost of services, geographical distance to banks, and the requirement for expensive smartphones and internet data, creating a significant barrier to economic participation and stability.
Outcome
- The Odyssey Project developed a fintech solution that integrates old technology (SMS) with cutting-edge technologies (blockchain, AI, cloud computing) to serve the unbanked. - The platform, named RoyPay, uses an SMS-based chatbot (RoyChat) as the user interface, making it accessible on basic mobile phones without an internet connection. - Blockchain technology is used for the core payment mechanism to ensure secure, transparent, and low-cost transactions, eliminating many traditional intermediary fees. - The system is built on a scalable and cost-effective infrastructure using cloud services, open-source software, and containerization to minimize operational costs. - The study demonstrates a successful model for creating context-specific technological solutions that address the unique needs and constraints of underserved populations.
Host: Welcome to A.I.S. Insights, powered by Living Knowledge. I’m your host, Anna Ivy Summers. Host: Today we're diving into a fascinating case study from the MIS Quarterly Executive titled, "How the Odyssey Project Is Using Old and Cutting-Edge Technologies for Financial Inclusion". Host: It explores how a fintech startup is combining simple SMS technology with advanced tools like blockchain and AI to serve people without access to traditional banking. Host: Here to break it all down for us is our analyst, Alex Ian Sutherland. Alex, welcome to the show. Expert: Great to be here, Anna. Host: Let’s start with the big picture. Why is a study like this so important? What’s the core problem they're trying to solve? Expert: The problem is massive. The study states that around 1.7 billion adults globally are unbanked. They lack access to even the most basic formal financial services. Host: And what stops them from just walking into a bank? Expert: The study highlights a few critical barriers. Many people live in rural areas, far from any physical bank branch. On top of that, the high cost of services can be prohibitive. Expert: And while modern digital banking exists, it usually requires an expensive smartphone and a reliable internet data plan, which are luxuries for a huge portion of the world’s population. This effectively locks them out of the modern economy. Host: So The Odyssey Project saw this challenge. What was their approach, as detailed in the study? Expert: Their approach was brilliantly pragmatic. Instead of trying to force a high-tech solution onto a low-tech environment, they built their system around a technology that nearly everyone already has and knows how to use: SMS, or simple text messaging. Host: Texting. That feels very old-school in a world of apps. Expert: It is, but that's the point. It's accessible on the most basic mobile phone, it’s cheap, and it doesn't need an internet connection. The true innovation, which the study details, is the powerful, modern engine they built to run on that simple SMS interface. Host: Let's get into those findings. How exactly did they build this engine? Expert: The study identifies a few core components. Their platform, called RoyPay, uses an SMS-based chatbot as the primary user interface. So, a user can send and receive money just by texting this chatbot, which they named RoyChat. Host: And behind the scenes, it’s much more complex? Expert: Exactly. For the core payment mechanism, they use blockchain technology. This is key because it enables secure and transparent transactions at a very low cost, cutting out many of the intermediary fees that make traditional finance so expensive. Host: So the user sees a simple text, but the transaction is happening on the blockchain. Where does AI fit in? Expert: The AI powers the chatbot. It uses machine learning and natural language processing to understand the user’s text messages. This allows it to handle requests, answer questions, and make the whole experience feel conversational and intuitive. Expert: And finally, the study notes the entire system is built on scalable cloud services and open-source software. In business terms, that means it’s incredibly cost-effective to run and can be scaled up to serve millions of users around the world without a massive new investment in infrastructure. Host: This is a powerful combination. For the business leaders listening, what is the big takeaway here? Why does this matter for them? Expert: I think there are two critical lessons. First, it redefines what we think of as innovation. The study shows that groundbreaking solutions don't always come from inventing something brand new. Here, the innovation was creatively combining old technology with new technology to solve a very specific problem. Host: It’s a lesson in using the right tool for the job, not just the newest one. Expert: Precisely. The second lesson is about entering emerging markets. This case is a perfect example of creating a context-specific solution. You can't just take a product built for New York or London and expect it to work in rural Kenya. Expert: By understanding the constraints—no smartphones, no internet, low income—The Odyssey Project built a solution that was perfectly adapted to its users. For any company looking to expand globally, that principle is pure gold: fit the technology to the market, not the other way around. Host: A fantastic summary, Alex. So, to recap: the study on The Odyssey Project shows us that huge global challenges can be met by cleverly blending simple, existing tech with powerful, new platforms. Host: The solution starts with the user’s reality—a basic phone—and builds a low-cost, secure financial tool using blockchain and AI. Host: For business leaders, it's a powerful reminder that true innovation is about creative problem-solving, and success in new markets requires deep adaptation. Host: Alex Ian Sutherland, thank you for sharing your insights with us. Expert: It was my pleasure, Anna. Host: And thank you for listening to A.I.S. Insights, powered by Living Knowledge. We’ll see you next time.
Leveraging Information Systems for Environmental Sustainability and Business Value
Anne Ixmeier, Franziska Wagner, Johann Kranz
This study analyzes 31 articles from practitioner journals to understand how businesses can use Information Systems (IS) to enhance environmental sustainability. Based on a comprehensive literature review, the research provides five practical recommendations for managers to bridge the gap between sustainability goals and actual implementation, ultimately creating business value.
Problem
Many businesses face growing pressure to improve their environmental sustainability but struggle to translate sustainability initiatives into tangible business value. Managers are often unclear on how to effectively leverage information systems to achieve both environmental and financial goals, a challenge referred to as the 'sustainability implementation gap'.
Outcome
- Legitimize sustainability by using IS to create awareness and link environmental metrics to business value. - Optimize processes, products, and services by using IS to reduce environmental impact and improve eco-efficiency. - Internalize sustainability by integrating it into core business strategies and decision-making, informed by data from environmental management systems. - Standardize sustainability data by establishing robust data governance to ensure information is accessible, comparable, and transparent across the value chain. - Collaborate with external partners by using IS to build strategic partnerships and ecosystems that can collectively address complex sustainability challenges.
Host: Welcome to A.I.S. Insights, the podcast at the intersection of business, technology, and Living Knowledge. I’m your host, Anna Ivy Summers. Host: Today, we’re diving into a fascinating study titled "Leveraging Information Systems for Environmental Sustainability and Business Value." Host: It explores how companies can use their information systems, or IS, not just to meet sustainability goals, but to actually create tangible business value. To help us unpack this, we have our expert analyst, Alex Ian Sutherland. Alex, welcome to the show. Expert: Thanks for having me, Anna. It's a critical topic. Host: Absolutely. So, let's start with the big picture. What is the core problem this study is trying to solve for businesses? Expert: The central issue is something the researchers call the 'sustainability implementation gap'. Host: A gap? What does that mean? Expert: It means that while businesses are under immense pressure from customers, investors, and regulators to be more environmentally friendly, many managers are struggling. They don't have the tools or a clear roadmap to turn those sustainability initiatives into real business value, like cost savings or new revenue. Host: So they have the ambition, but not the execution plan. Expert: Exactly. They know sustainability is important, but they can't connect the dots between, say, reducing carbon emissions and improving their bottom line. This study aims to provide that practical roadmap. Host: So, how did the researchers go about creating this roadmap? What was their approach? Expert: Instead of building a purely theoretical model, they did something very practical. They conducted a comprehensive review of 31 articles from leading practitioner journals—publications that report on real-world business challenges and solutions. Host: So they looked at what's actually working in the field. Expert: Precisely. They analyzed a decade's worth of case studies and reports to find common patterns and best practices, specifically focusing on how information systems are being used successfully. Host: That sounds incredibly useful. Let's get to the findings. What were the key recommendations that came from this analysis? Expert: The study outlines a five-step pathway. The steps are: Legitimize, Optimize, Internalize, Standardize, and Collaborate. Together, they create a cycle for turning sustainability into value. Host: Okay, let's break that down. What does it mean to 'Legitimize' sustainability? Expert: It means making sustainability a real business priority, not just a PR exercise. Information systems are key here. They allow you to use analytical tools to connect environmental metrics, like energy consumption, directly to financial performance indicators. When you can show that reducing energy use saves a specific amount of money, sustainability becomes legitimized in the language of business. Host: You make a clear business case for it. Once that's done, what's the next step, 'Optimize'? Expert: Optimization is about using IS to improve the eco-efficiency of your processes, products, and services. A great example from the study is a consortium that piloted digital watermarks on packaging. These invisible codes help waste sorting facilities to recycle materials far more accurately, reducing waste and creating value from it. Host: That’s a brilliant, tangible example. So after legitimizing and optimizing, the next step is to 'Internalize'. How is that different? Expert: Internalizing means weaving sustainability into the very fabric of your corporate strategy. It's about using data from your environmental management systems to inform core business decisions, from project planning to investments. The study highlights how the chemical company BASF uses its management system to ensure environmental factors are a binding part of central strategic decisions. Host: It becomes part of the company's DNA. This brings us to the last two steps, which sound very connected: 'Standardize' and 'Collaborate'. Expert: They are absolutely connected. To collaborate effectively, you first need to standardize. This means establishing robust data governance so that sustainability information is consistent, comparable, and transparent. You can't work with your suppliers on reducing emissions if you're all measuring things differently. Host: A common language for data. Expert: Exactly. And once you have that, you can 'Collaborate'. No single company can solve major environmental challenges alone. IS allows you to build strategic partnerships and ecosystems. For instance, the study mentions a platform using blockchain to allow partners in a supply chain to securely share sustainability data without revealing sensitive trade secrets. This builds trust and enables collective action. Host: Alex, this is a very clear and powerful framework. If you had to distill this for a CEO or a manager listening right now, what is the single most important business takeaway? Expert: The key takeaway is to stop viewing sustainability as a cost or a compliance burden. Information systems provide the tools to reframe it as a driver of innovation and competitive advantage. By following this pathway, you can use data to uncover efficiencies, create more innovative and circular products, reduce risk in your supply chain, and ultimately build a more resilient and profitable business. It’s an iterative journey, not a one-time fix. Host: A journey from obligation to opportunity. Expert: That's the perfect way to put it. Host: To summarize for our listeners: businesses are struggling with a 'sustainability implementation gap'. This study provides a practical five-step pathway—Legitimize, Optimize, Internalize, Standardize, and Collaborate—showing how information systems can turn sustainability from an obligation into a core driver of business value. Host: Alex Ian Sutherland, thank you so much for translating this crucial research into such clear, actionable insights. Expert: My pleasure, Anna. Host: And thanks to all of you for tuning in to A.I.S. Insights — powered by Living Knowledge. Join us next time as we continue to explore the ideas shaping our world.
Information Systems, Environmental Sustainability, Green IS, Business Value, Corporate Strategy, Sustainability Implementation
MIS Quarterly Executive (2024)
Combining Low-Code/No-Code with Noncompliant Workarounds to Overcome a Corporate System's Limitations
Robert M. Davison, Louie H. M. Wong, Steven Alter
This study explores how employees at a warehouse in Hong Kong utilize low-code/no-code principles with everyday tools like Microsoft Excel to create unofficial solutions. It examines these noncompliant but essential workarounds that compensate for the shortcomings of their mandated corporate software system. The research is based on a qualitative case study involving interviews with warehouse staff.
Problem
A global company implemented a standardized, non-customizable corporate system (Microsoft Dynamics) that was ill-suited for the unique logistical needs of its Hong Kong operations. This created significant operational gaps, particularly in delivery scheduling, leaving employees unable to perform critical tasks using the official software.
Outcome
- Employees effectively use Microsoft Excel as a low-code tool to create essential, noncompliant workarounds that are vital for daily operations, such as delivery management. - These employee-driven solutions, developed without formal low-code platforms or IT approval, become institutionalized and crucial for business success, highlighting the value of 'shadow IT'. - The study argues that low-code/no-code development is not limited to formal platforms and that managers should recognize, support, and govern these informal solutions. - Businesses are advised to adopt a portfolio approach to low-code development, leveraging tools like Excel alongside formal platforms, to empower employees and solve real-world operational problems.
Host: Welcome to A.I.S. Insights, the podcast at the intersection of business and technology, powered by Living Knowledge. I’m your host, Anna Ivy Summers. Host: Today, we're diving into a fascinating study titled "Combining Low-Code/No-Code with Noncompliant Workarounds to Overcome a Corporate System's Limitations." Host: It explores how employees at a warehouse in Hong Kong used everyday tools, like Microsoft Excel, to create unofficial but essential solutions when their official corporate software fell short. Host: To help us unpack this, we have our expert analyst, Alex Ian Sutherland. Alex, welcome back. Expert: Great to be here, Anna. Host: So, Alex, let's start with the big picture. What was the real-world problem this study looked into? Expert: It’s a classic story of a global headquarters rolling out a one-size-fits-all solution. The company, called CoreRidge in the study, implemented a standardized corporate software, Microsoft Dynamics. Expert: The problem was, this system was completely non-customizable. It worked fine in most places, but it was a disaster for their Hong Kong operations. Host: A disaster how? What was so unique about Hong Kong? Expert: In Hong Kong, due to the high cost of real estate, the company has small retail stores and one large, central warehouse. The corporate software was designed for locations where the warehouse and store are together. Expert: It simply couldn't handle the complex delivery scheduling needed to get products from that single warehouse to all the different stores and customers. Core tasks were impossible to perform with the official system. Host: So employees were stuck. How did the researchers figure out what was happening? Expert: They went right to the source. It was a qualitative case study where they conducted in-depth interviews with 31 employees at the warehouse, from trainees all the way up to senior management. This gave them a ground-level view of how the team was actually getting work done. Host: And that brings us to the findings. What did they discover? Expert: They found that employees had essentially turned Microsoft Excel into their own low-code development tool. They were downloading data from the official system and using Excel to manage everything from delivery lists to rescheduling shipments during a typhoon. Host: So they built their own system, in a way. Expert: Exactly. And this wasn't a secret, rogue operation. These Excel workarounds became standard operating procedure. They were noncompliant with corporate IT policy, but they were absolutely vital for daily operations and customer satisfaction. The study calls this 'shadow IT', but frames it as a valuable, employee-driven innovation. Host: That’s a really interesting perspective. It sounds like the company should be celebrating these employees, not punishing them. Expert: That’s the core argument. The study suggests that this kind of informal, tool-based problem-solving is a legitimate form of low-code development. It’s not always about using a fancy, dedicated platform. Sometimes the best tool is the one your team already knows how to use. Host: This is the crucial part for our listeners. What are the key business takeaways here? Why does this matter? Expert: It matters immensely. First, it shows that managers need to recognize and support these informal solutions, not just shut them down. These workarounds are a goldmine of information about what's not working in your official systems. Host: So, don't fight 'shadow IT', but try to understand it? Expert: Precisely. The second major takeaway is that businesses should adopt a "portfolio approach" to low-code development. Don't just invest in one big platform. Empower your employees by recognizing the value of flexible, everyday tools like Excel. Expert: It’s about creating a governance structure that can embrace these informal solutions, manage their risks, and learn from them to make the whole organization smarter and more agile. Host: It sounds like a shift from rigid, top-down control to a more flexible, collaborative approach to technology. Expert: That's it exactly. It's about trusting your employees on the front lines to solve the problems they face every day, with the tools they have at hand. Host: So, to summarize: a rigid corporate system can fail to meet local needs, but resourceful employees can bridge the gap using everyday tools like Excel. And the big lesson for businesses is to recognize, govern, and learn from these informal innovations rather than just trying to eliminate them. Host: Alex, this has been incredibly insightful. Thank you for breaking it down for us. Expert: My pleasure, Anna. Host: And a big thank you to our audience for tuning in to A.I.S. Insights. Join us next time as we continue to explore the ideas shaping our world, powered by Living Knowledge.
Low-Code/No-Code, Workarounds, Shadow IT, Citizen Development, Enterprise Systems, Case Study, Microsoft Excel
Communications of the Association for Information Systems (2024)
Design Knowledge for Virtual Learning Companions from a Value-centered Perspective
Ricarda Schlimbach, Bijan Khosrawi-Rad, Tim C. Lange, Timo Strohmann, Susanne Robra-Bissantz
This study develops design principles for Virtual Learning Companions (VLCs), which are AI-powered chatbots designed to help students with motivation and time management. Using a design science research approach, the authors conducted interviews, workshops, and built and tested several prototypes with students. The research aims to create a framework for designing VLCs that not only provide functional support but also build a supportive, companion-like relationship with the learner.
Problem
Working students in higher education often struggle to balance their studies with their jobs, leading to challenges with motivation and time management. While conversational AI like ChatGPT is becoming common, these tools often lack the element of companionship and a holistic approach to learning support. This research addresses the gap in how to design AI learning tools that effectively integrate motivation, time management, and relationship-building from a user-value-centered perspective.
Outcome
- The study produced a comprehensive framework for designing Virtual Learning Companions (VLCs), resulting in 9 design principles, 28 meta-requirements, and 33 design features. - The findings are structured around a “value-in-interaction” model, which proposes that a VLC's value is created across three interconnected layers: the Relationship Layer, the Matching Layer, and the Service Layer. - Key design principles include creating a human-like and adaptive companion, enabling proactive and reactive behavior, building a trustworthy relationship, providing supportive content, and fostering a motivational and ethical learning environment. - Evaluation of a coded prototype revealed that different student groups have different preferences, emphasizing that VLCs must be adaptable to their specific educational context and user needs to be effective.
Host: Welcome to A.I.S. Insights, the podcast where we connect academic research to real-world business strategy, powered by Living Knowledge. I’m your host, Anna Ivy Summers.
Host: Today, we’re exploring a topic that’s becoming increasingly relevant in our AI-driven world: how to make our digital tools not just smarter, but more supportive. We’re diving into a study titled "Design Knowledge for Virtual Learning Companions from a Value-centered Perspective".
Host: In simple terms, it's about creating AI-powered chatbots that act as true companions, helping students with the very human challenges of motivation and time management. Here to break it all down for us is our expert analyst, Alex Ian Sutherland. Welcome, Alex.
Expert: Thanks for having me, Anna. It’s a fascinating study with huge implications.
Host: Let's start with the big picture. What is the real-world problem that this study is trying to solve?
Expert: Well, think about anyone trying to learn something new while juggling a job and a personal life. It could be a university student working part-time or an employee trying to upskill. The biggest hurdles often aren't the course materials themselves, but staying motivated and managing time effectively.
Host: That’s a struggle many of our listeners can probably relate to.
Expert: Exactly. And while we have powerful AI tools like ChatGPT that can answer questions, they function like a know-it-all tutor. They provide information, but they don't provide companionship. They don't check in on you, encourage you when you're struggling, or help you plan your week. This study addresses that gap.
Host: So it's about making AI more of a partner than just a tool. How did the researchers go about figuring out how to build something like that?
Expert: They used a very hands-on approach called design science research. Instead of just theorizing, they went through multiple cycles of building and testing. They started by conducting in-depth interviews with working students to understand their real needs. Then, they held workshops, designed a couple of conceptual prototypes, and eventually built and coded a fully functional AI companion that they tested with different student groups.
Host: So it’s a methodology that’s really grounded in user feedback. What were the key findings? What did they learn from all this?
Expert: The main outcome is a powerful framework for designing these Virtual Learning Companions, or VLCs. The big idea is that the companion's value is created through the interaction itself, which they break down into three distinct but connected layers.
Host: Three layers. Can you walk us through them?
Expert: Of course. First is the Relationship Layer. This is all about creating a human-like, trustworthy companion. The AI should be able to show empathy, maybe use a bit of humor, and build a sense of connection with the user over time. It’s the foundation.
Host: Okay, so it’s about the personality and the bond. What's next?
Expert: The second is the Matching Layer. This is about adaptation and personalization. The study found that a one-size-fits-all approach fails. The VLC needs to adapt to the user's individual learning style, their personality, and even their current mood or context.
Host: And the third layer?
Expert: That's the Service Layer. This is where the more functional support comes in. It includes features for time management, like creating to-do lists and setting reminders, as well as providing supportive learning content and creating a motivational environment, perhaps with gentle nudges or rewards.
Host: This all sounds great in theory, but did they see it work in practice?
Expert: They did, and they also uncovered a critical insight. When they tested their prototype, they found that full-time university students thought the AI’s language was too informal and colloquial. But a group of working professionals in a continuing education program found the exact same AI to be too formal!
Host: Wow, that’s a direct confirmation of what you said about the Matching Layer. The companion has to be adaptable.
Expert: Precisely. It proves that to be effective, these tools must be tailored to their specific audience and context.
Host: Alex, this is the crucial part for our audience. Why does this matter for business? What are the practical takeaways?
Expert: The implications are huge, Anna, and they go way beyond the classroom. Think about corporate training and HR. Imagine a new employee getting an AI companion that doesn't just teach them software systems, but helps them manage the stress of their first month and checks in on their progress and motivation. That could have a massive impact on engagement and retention.
Host: I can see that. It’s a much more holistic approach to onboarding. Where else?
Expert: For any EdTech company, this framework is a blueprint for building more effective and engaging products. It's about moving from simple content delivery to creating a supportive learning ecosystem. But you can also apply these principles to customer-facing bots. An AI that can build a relationship and adapt to a customer's technical skill or frustration level will provide far better service and build long-term loyalty.
Host: So the key business takeaway is to shift our thinking.
Expert: Exactly. The value of AI in these roles isn't just in the functional task it completes, but in the supportive, adaptive relationship it builds with the user. It’s the difference between an automated tool and a true digital partner.
Host: A fantastic insight. So, to summarize: today's professionals face real challenges with motivation and time management. This study gives us a three-layer framework—Relationship, Matching, and Service—to build AI companions that truly help. For businesses, this opens up new possibilities in corporate training, EdTech, and even customer relations.
Host: Alex, thank you so much for translating this complex study into such clear, actionable insights.
Expert: My pleasure, Anna.
Host: And thank you to our audience for tuning in. This has been A.I.S. Insights — powered by Living Knowledge. Join us next time as we uncover more valuable knowledge for your business.
Conversational Agent, Education, Virtual Learning Companion, Design Knowledge, Value