Employee Affairs Department System

Every request arriving from an employee is logged as a card in the “Request” column with its type and attachments: an employment letter, a leave request, a data update, a salary certificate. The card moves to “Verification,” where the request is checked against requirements and document completeness — an incomplete request goes back to its submitter with a clear note on the card. After verification it moves to “Issuance,” where the letter is prepared or the transaction processed; then “Delivery” when it's handed to the employee and receipt is documented; and finally “Archive,” where the copy is filed in the employee's record. Archived cards are compiled into a “Monthly Report” showing request volumes, types, and average completion time.

Chat is the coordination channel within the team and with other departments: asking about a missing document, confirming data with a government body, or alerting a service officer to an urgent request. The rule: a request's status is read from the card's column, not from a chat question — any employee asking about their request is referred straight to their card number.

Work flows like this: the service officer receives and logs the request; the employee affairs supervisor reviews the “Verification” column daily and routes whatever needs higher administrative approval; after delivery, the supervisor confirms archiving is complete before the end of each week, then compiles the monthly report from the “Monthly Report” column and submits it to management.