Challenges
Officials at Municipal Administration Head Office needed a system to manage meeting requests by department staff, citizens, NGOs and businesses. Lack of transparency in availability resulted in attendees travelling long distance to meet officials who were unavailable in their office. The officials faced the difficulty of finding themselves in meetings which they could have easily delegated to their subordinates if the meeting agenda was shared earlier. Important tasks and meetings of the officials, often failed to get the required spotlight, due to lack of prioritization.
Solution Offered
An ASP.Net web application was developed and integrated with SharePoint Portal for managing meeting requests of the municipal administration along with a companion iOS Tablet application. Using the development application, the officials can view, approve, reject and reschedule their appointments. The officials can set the time when they are available in office, so the attendees booked appointments when the official was available in office. Public Holidays and leave can be added to the appointment app so that attendees cannot book appointments on those days. Attendees had the email confirmation on meetings requesting and rescheduling status. Tablet App allowed Municipal Administration staff to prioritize the meeting requests by colored categories on internal meetings, vendor discussions, public citizens, and department review meetings.
Business Impact
The application allowed the attendees to request meetings only when the official is available. When there is a sudden change in the official’s schedule, the official can reschedule approved appointments which will be notified to the attendee through email. Increased transparency in scheduling reduced no-shows. The waiting time of the attendees to meet the officials was reduced and in most eliminated.
Technology
- Windows Server 2012 Datacenter
- SQL Server 2012 Enterprise
- ASP.Net 4
- iOS
Business Need
- Enterprise Software
- Enterprise Mobility
Our Work
An asp.net web application was developed for managing meeting requests with Commissioner of Municipal Administration Office. A companion Tablet Application was developed to enable enterprise mobility.
