Cutting Software Compliance Reviews from Weeks to Minutes with AI
Challenge:
Slow, time-consuming software compliance review cycles delayed software adoption across the organization. Each request took 12 hours of review effort.
Industry
Media
Solutions:
AI Agent for Automated Software Security Assessment
Results:
- Reduced 2–week decision cycle to a 3–15–minute scorecard
- Saves an estimated annual 2,300 hours
Location:
USA
About the Client
The client is a diversified media organization with annual revenue of approximately $700 million and a workforce of over 1,500 employees. Its operations span content production, broadcasting, digital media distribution, and publishing. With a global customer base and operations across multiple regions, the organization relies on technology to support its diverse business functions.
However, slow and time-consuming software compliance review cycles delayed the organization's adoption of new tools and apps. The client uses a centralized IT team to govern which applications employees install or use with company data. Employees across operations, marketing, sales, and other functions submit around 16 requests each month from different regions to ensure IT governance. A detailed review, including discussions with requesters, took about 12 hours to process a single request.
Case Overview
A decision on whether a tool can be used or not took around two weeks. With approximately 190 requests annually, the process consumed nearly 2,300 hours of reviewer time, costing an estimated $200,000. This administrative workload diverted IT staff from core responsibilities. Slow approvals also increased the risk of shadow IT. Employees waiting for approval could begin using unapproved tools.
Fingent helped the client build an AI agent to streamline software security assessment and accelerate approval decisions. The solution automates information gathering, vendor research, and compliance scoring. The solution saves immense time. Requesters now receive a scored result within 3–15 minutes, compared with the previous two-week decision cycle. This speeds software adoption and also frees the IT team to focus more on core responsibilities.
CHALLENGES
Roadblocks Faced In The Existing Systems
Two-week approval cycles delayed software adoption
Each request required 12 hours of review effort
Increased the risk of shadow IT
Regional tools needed research by hand
Online reviews and outage reports were manually researched
SOLUTION
Fingent’s Approach - AI Agent for Software Compliance Review
The AI Agent runs on Microsoft Azure. It uses OpenAI GPT models, accessed through Microsoft Foundry, to read and analyze vendor information and score each tool. The front end is built with React and Vite, while the backend runs on Python and FastAPI hosted on Azure Container Apps, ensuring scalability as request volumes increase.
When employees submit software review requests through Microsoft Teams, including a link to the tool and a brief note explaining its intended use, the AI Agent collects vendor information, researches potential risks, evaluates compliance, and generates a review report in minutes.
Uses Playwright to access vendor websites and retrieve relevant documents.
Searches for online reviews and reports of outages or security issues.
Assesses collected data against a natural-language rubric covering approx. 25 compliance components.
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IMPLEMENTATION JOURNEY
Ensuring a Successful and Smooth AI Transition
Fingent developed the AI agent in two months, followed by a month-long rollout. The implementation covered the complete review workflow, from software request submissions through Microsoft Teams to vendor document collection, compliance scoring, and result notifications. Each decision included supporting findings to help requesters understand the outcome.
The rollout received a positive response from requesters, demonstrating the value of a faster and more transparent review process. Fingent continues to support and enhance the system to meet evolving business and compliance needs. During the implementation, the team specifically addressed three key challenges:
To ensure the AI Agent recognizes that vendor terms can be available in different languages.
Ensure review completion without delay even when legal documents are lengthier than usual.
Improved the consistency and reliability of the assessment scores across repeated evaluations for the same tool.
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BENEFITS
Making An Impact On Client Success
The AI Agent provides a decision in minutes with supporting findings and identified risks. Failed tools receive a clear explanation of the concerns, while approved tools and their reports are sent to a human for a final check. The agent returns results within 3–15 minutes. This significantly reduces the time employees spend waiting for a decision.
With the AI Agent, requesters receive a scored result within 3–15 minutes, compared with the previous two-week decision cycle. By automating vendor research and compliance scoring, the solution addresses a workload previously estimated at 2,300 hours annually, equivalent to approximately $200,000 in reviewer time.
Faster decisions with results in minutes
Automated reviews reduce considerable manual efforts
Saves an estimated annual 2,300 hours
Consistent assessments using a standard compliance rubric
