Gemini Gem for Learning Portal Account Management

Item #: 20260020

CONTACTS

Implementing Organization: Employee Development
Implementation Lead: Tyler Smith
Development Team: Tyler Smith

Article Written By: Tyler Smith
Innovation Team Coordinator: Winston

STATUS

Implementation Date: February 01, 2026
Adoption Status: Fully Implemented
Adoptability Note: How could Gemini Gems help your workflow process?

APPLIES TO

Topic: Artificial Intelligence
Organization(s): UDOT (all)
Job Role(s): Business Analyst, Information Specialist, Program Manager, Program Specialist
Tags: Capital productivity, labor productivity, employee empowerment, job satisfaction, ( process improvement ), accounting > billing, budgeting, payment, ( comptroller ), communications > public relations ( PR ), contract administration > bids, contracting, solicitations, contracts, ( RFP, FRQ ), education and training ( employee development ), finance > appraisals, investments, asset management, cost recovery, cost sharing, fees, loans, revenues, sales, taxes, usage charges, governance > auditing, policy making, procedures, compliance, law, ( legal ), human resources > personnel management > compensation, relations, personnel performance, retention, recruiting, hiring, supervision, turnover, retirement, information technology >> software, networks, logistics > inventory, distribution, purchasing, procurement, warehousing, supply chain management, risk management, insurance, artificial intelligence ( AI )

PROBLEM

The Employee Development team manages the UDOT Learning Portal and processes over 1,200 external consultant/contractor account requests annually. Previously, this process was a significant drain on productivity, requiring staff to spend approximately 1.5 hours every day manually cross-referencing requests against existing databases. Without automated checks, duplicate accounts slipped through. Fixing a single duplicate is complex—requiring the merging of certifications, course completions, and profile details—taking up to 10 minutes per error. With hundreds of duplicates occurring annually, the cumulative clean-up time was massive.

CHANGE

Tyler Smith in Employee Development developed a custom Gemini Gem to automate the account creation process. Unlike simple script automation, this Gem utilizes its "Knowledge" integration to maintain a live connection to the account datasets (new requests, existing accounts, and deactivated lists).

The Gem employs fuzzy matching logic. It doesn't just look for exact text matches; it analyzes similar names, emails, and company information to identify potential conflicts. When a near-match is found, the Gem prompts the user for a decision, ensuring oversight is used when determining account creation. For verified new users, it autonomously generates a formatted Google sheet for bulk account creation.

RESULT

The turnaround time for new account access has dropped from 2 business days to same-day fulfillment. We have reclaimed approximately 1 hour of daily staff time, allowing the team to focus on development rather than data entry. By catching duplicates before they are created, we have eliminated penalty of fixing broken accounts, ensuring accurate tracking of certifications and compliance from day one.