Real-Time Resolution of Procurement Application Errors at Ritsumeikan University Using Generative AI

Introduction

Ritsumeikan University, located in Kyoto, Japan, is taking a significant step towards digitization and efficiency in its procurement processes by implementing Techtouch's generative AI platform, the Techtouch AI Hub. This initiative aims to address and significantly reduce input errors in procurement applications submitted by faculty and staff.

The Need for Change

As part of its medium-term plan, “R2030 Vision for the Academy,” Ritsumeikan has been advancing its educational and administrative capabilities through digital transformation (DX). The adoption of the procurement management system, Coupa, has revealed challenges, particularly among users who infrequently engage in purchasing tasks. Many have struggled to fully understand application requirements, leading to frequent cases of missing essential documents and discrepancies between input fields. These issues have placed substantial burdens on administrative staff who traditionally rely on manual checks for error detection.

Key Features of Techtouch AI Hub

To tackle these challenges, Ritsumeikan opted for the Techtouch AI Hub, allowing real-time assistance directly on the existing system without modifications. The selection of the Techtouch AI Hub was due to its ability to implement advanced error-detection functionality quickly and efficiently, providing immediate feedback on errors during the application process.

Speedy Implementation

The Techtouch AI Hub's key advantage lies in its rapid deployment capabilities. Without requiring existing system changes, the AI can promptly analyze and detect input errors, notifying users visually with prompts on-screen.

Real-Time Error Notifications

Users receive instant feedback while filling out applications. As they input data, the AI analyzes the content and flags discrepancies immediately. This proactive feature encourages users to self-correct their mistakes, considerably enhancing the efficiency of the process.

Positive Outcomes

Since its introduction, the Techtouch AI Hub has seen a remarkable impact on the procurement process—within just two weeks, the platform averaged over 100 AI-assisted usages per day. The most notable improvement has been the significant decline in input errors, which are now resolved in real-time. The AI's ability to guide users through corrections not only empowers individuals to recognize and amend their mistakes, but has also eased the workload for administrative staff, reducing the need for follow-up inquiries and rejections.

Future Prospects

Moving forward, Ritsumeikan plans to continue improving the accuracy and effectiveness of AI prompts, with ambitions to expand this technology into other operational areas. The university envisions implementing Optical Character Recognition (OCR) capabilities in the long run, which would automatically identify inconsistencies between uploaded PDF documents and entered values in the system, streamlining the verification process significantly.

This initiative signifies a transformative shift from traditional reference-based procedures to a more interactive, AI-assisted workflow—setting a new precedent for AI utilization in university operations.

Remarks by Ritsumeikan University

Nakayama, a representative from Ritsumeikan, expressed enthusiasm about the Techtouch AI Hub's seamless integration into existing workflows. The AI's ability to provide pre-submission checks allows users to manage corrections without needing constant reference to manuals. The resulting increase in self-correction rates among staff has been a rewarding outcome. However, there remains a certain fraction of users who don't fully leverage the AI's capabilities, indicating a need for continued development of strategies to enhance the quality of submissions.

About Ritsumeikan University

Founded in 1900 with its roots in Ritsumeikan Private School, Ritsumeikan University has grown remarkably over the years. Celebrating its 125th anniversary in 2025, the institution now encompasses two universities, several affiliated middle and high schools, and approximately 50,000 students. It operates under the spirit of “freedom and freshness,” always striving to remain at the cutting edge of educational practices.

Understanding Techtouch AI Hub

The Techtouch AI Hub is designed as an AI gateway embedded within work systems, making it accessible for routine business applications. It is part of the DAP