Visa Tracking System Implementation for IMC
Client: Intuit Management Consultancy (IMC)
Service Provider: Xponential Digital
Date: Aug’24
Project Overview
This Scope of Work (SOW) defines the development and deployment of a Visa Tracking System for IMC. The system addresses the challenges of manual tracking, lack of process transparency, and compliance risks associated with visa management. It includes tailored configurations, data transition, automated workflows, and training to ensure it is effectively adopted by IMC’s teams.
- Data Organization: Consolidate all visa-related information into one accessible platform
- Workflow Automation: Introduce automated tracking for visa applications, renewal notifications, and document handling
- Improved Visibility: Provide tools for tracking visa statuses and deadlines
- Custom Reporting: Build reporting modules to support compliance requirements and task monitoring
- Data Migration: Transfer existing visa-related records to the new system while maintaining accuracy
- Staff Preparedness: Equip IMC’s teams with the knowledge to use the system efficiently through comprehensive training
- Data Organization: Consolidate all visa-related information into one accessible platform
- Workflow Automation: Introduce automated tracking for visa applications, renewal notifications, and document handling
- Improved Visibility: Provide tools for tracking visa statuses and deadlines
- Custom Reporting: Build reporting modules to support compliance requirements and task monitoring
- Data Migration: Transfer existing visa-related records to the new system while maintaining accuracy
- Staff Preparedness: Equip IMC’s teams with the knowledge to use the system efficiently through comprehensive training
Scope of Work
Visa Tracking System Development
Setup and Configuration:
- Design the system to align with IMC’s specific workflows and visa management operations.
- Establish user roles and permissions for HR, compliance, and operations personnel.
Workflow Automation:
- Develop automated features for visa application tracking, renewal alerts, and document handling.
- Enable timely notifications for all critical deadlines to avoid errors.
Dashboard Design:
- Create an interface for quick overviews of visa statuses across regions.
- Configure the layout to reflect IMC’s operational needs for easier management.
Reporting Tools:
- Build modules that provide details on application progress, upcoming deadlines, and task completion.
- Offer on-demand and scheduled reporting options to assist in compliance tracking.
Data Migration:
- Transfer all existing data from spreadsheets or other legacy systems into the new platform.
- Validate data accuracy to ensure consistency post-migration.
Timeline: Complete the project within four months, with defined phases for planning, development, testing, and rollout.
Training and Documentation: Provide interactive sessions for the HR and operations teams to familiarize them with the system. Deliver user guides and quick-reference materials for ongoing use.
Testing and Feedback: Conduct rigorous testing to identify and fix potential issues before deployment. Collect input from IMC’s teams to refine the system based on real-world scenarios.
Additional Support: Tailor the system to meet the requirements of IMC’s operations across Chennai, Singapore, and Dubai. Enable document storage linked directly to visa applications and reminders for renewals.
