Simplifying large data calls with centralized task tracking, automation, and real-time updates

As government entities collaborate worldwide, data and workflow management become more complex. Within a key federal agency, a family of bureaus manages a massive amount of tasks, documentation, and approvals daily. Tasker materials such as meeting notes, travel preparation, talking points, reports, and briefs for high-level officials become more challenging to coordinate, pulling valuable time away from other value-added tasks.

As they work on missions related to global security, nonproliferation, arms control, and peacekeeping, three Bureaus required a centralized platform to manage taskers, supporting files, and updates in real time. The current serial system was time-consuming and cumbersome, with hundreds of email messages sent daily, multiple document versions to review and update, and details hidden within email threads.

 

With a focus on efficiency, security, and automation, our team developed a centralized platform to bring bureaus and offices together online. Blending Microsoft SharePoint and Power Automate workflows, the system expedites tasks through a defined workflow for data collection, revisions, and approvals. System-generated notifications reduce the amount of manual emails, while always ensuring stakeholders are informed with the latest information and updates.

The solution utilizes SharePoint as a document management repository for supporting documentation, with SharePoint lists for task tracking. PowerApps provide an enhanced dashboard view visualization and increased ease of use for processing. With effective technology systems in place, contributors and reviewers can work in parallel with a clear understanding of where things stand. Teams are able to collaborate in real time with co-authoring features, capture approvals, and finalize tasker packages without tedious manual processes, missteps, or delays.

 

The three tasker systems developed for these three bureaus allow teams to process tasks more efficiently, with minimal need for maintenance. Contributors are able to reduce the amount of time they spend without the need to constantly track file versioning, or send email updates themselves.

For each bureau tasker, our development team has supported maintenance and upkeep since implementation, introducing new process improvements, features, and releases to keep systems and data up to date, while also facilitating learning across the bureaus. Optimizing capabilities, automation, and maintenance, Tsymmetry has created more time for mission teams to focus on critical work.

Simplifying Task Management & Collaboration

Bureau 1 800+ taskers completed in less than two years utilizing the new tasker system

Bureau 2 2,500+ taskers completed since 2019 when the new tasker was deployed

Bureau 3 ~7,500 taskers completed since the new tasker system deployment in 2018