When government institutions modernize critical citizen-facing services, reliability, clarity, and processdiscipline matter more than anything else. CodeMoly partnered with the Indonesian Embassy inBangladesh to design and deliver a centralized Visa Application and Tracking Management System thatstreamlined visa operations, improved internal visibility, and enhanced the applicant experience—withoutdisrupting existing embassy workflows.The project was successfully delivered as a secure, web-based system supporting multiple visa types andserving both internal embassy officials and external applicants.
Client Background
The Indonesian Embassy in Bangladesh handles a wide range of consular services, including travel andbusiness visa processing for applicants based in Bangladesh. As visa volumes increased and expectationsfor transparency grew, the embassy identified a need to optimize its visa processing workflow.The goal was not simply digitization, but operational efficiency—reducing manual effort, improving trackingaccuracy, and ensuring embassy officers had real-time visibility into application status and workloads.
Challenges
Before the system was implemented, visa operations faced several practical constraints:
- Manual and semi-manual processing, increasing turnaround time and dependency on paperbased handling
- No real-time application tracking for applicants, leading to uncertainty and follow-up requests
- High volume of applicant inquiries, adding pressure on embassy staff
- No centralized dashboard for officers to monitor application status and bottlenecks
- Data consistency and reporting limitations, making oversight and decision-making difficult
These challenges were operational rather than technical—but they directly affected efficiency, staffworkload, and applicant satisfaction.
Project Objectives
The embassy set clear, outcome-driven objectives for the project:
- Reduce overall visa processing time
- Improve the applicant experience through transparency and status visibility
- Enable real-time internal visibility for embassy officers
- Establish a secure, centralized system for managing visa applications and documents
CodeMoly’s responsibility was to meet all these objectives while aligning with embassy processes andcompliance expectations.
The Solution
CodeMoly developed a comprehensive Visa Application and Tracking Management System, coveringthe full lifecycle of visa processing.
Key System Components
- Online Visa Application
ModuleApplicants can submit visa applications digitally, reducing manual data entry and paperwork. - Applicant Login & Tracking Portal
Applicants can securely log in to track real-time status updates, significantly reducing inquiryvolume. - Embassy Admin Dashboard
A centralized dashboard providing officers with visibility into application volumes, statuses, andworkflow stages. - Role-Based Access Control
Separate access levels for administrators and visa officers, ensuring accountability and data security. - Document Upload & Verification Workflow
Structured document handling, review, and verification aligned with embassy procedures. - Email & SMS Status Notifications
Automated updates keep applicants informed at key stages of the process. - Reporting & Export Functionality
Standardized reports to support monitoring, record-keeping, and internal analysis.
The system was delivered as a web-based platform with internal administrative access, designed forreliability and long-term use.
Implementation Approach
The embassy selected CodeMoly for its structured, process-first approach and experience handling sensitiveoperational systems.
Delivery Methodology
- Requirement Analysis with Embassy Stakeholders
Detailed discussions to understand existing workflows, compliance needs, and operationalconstraints. - Workflow Mapping
Visa processing steps were mapped precisely to reflect real embassy operations rather than forcinggeneric software logic. - Phased Development & Review
Incremental delivery allowed continuous feedback and ensured alignment at every stage. - Data Security Considerations
Access controls, role separation, and secure data handling were prioritized throughout development. - Training & Handover
Embassy staff were trained on system usage, ensuring smooth adoption and operational continuity.
Results & Impact
Following deployment, the embassy observed measurable operational improvements:
- Visa processing time reduced by approximately 25–35%, driven by reduced manual handling andclearer workflows
- Real-time visibility across 100% of active applications, improving internal coordination
- Applicant inquiry volume reduced by an estimated 30–40%, due to transparent status tracking
- Faster decision cycles enabled by centralized dashboards and structured verification
- Improved data consistency and reporting, supporting oversight and internal reviews
The system now manages hundreds of visa applications through a single, unified platform.
Why This Matters for Other Embassies
Embassies and foreign missions operating in Bangladesh face similar operational pressures—risingapplication volumes, increasing transparency expectations, and limited staff capacity.
This project demonstrates how a localized, process-aligned digital system can:
- Improve service delivery without increasing staffing
- Reduce operational risk through centralization and visibility
- Support broader government digital transformation initiatives
The approach is particularly relevant for ministries handling consular and citizen-facing services.
Conclusion
Through this project, CodeMoly demonstrated its ability to deliver secure, reliable, and process-heavysystems for government institutions.
The successful deployment for the Indonesian Embassy inBangladesh reinforces CodeMoly’s capability to:
- Work within structured, compliance-driven environments
- Build systems tailored to real operational workflows
- Localize solutions for specific institutional needs
CodeMoly continues to support organizations seeking dependable technology solutions for mission-criticaloperations.
Client: Indonesian Embassy in Bangladesh
Solution: Visa Application & Tracking Management System