Overview of the Work Management System
Since 2024, the KOTRA Dhaka Trade Office has been operating a structured Work Management System (WMS). This report reviews the rationale behind the rollout, the system architecture, and the operational results achieved since adoption.
Before the WMS was introduced, it was difficult to gain a clear view of individual workloads, and priority-setting across projects was handled inefficiently. The shift to a structured system materially improved both transparency and productivity.
2024.1
Launch Date
official operation
150+
Projects Managed
annual cumulative
8
Staff
director + staff
5 types
Work Categories
research, exports, investment, etc.
92%
Completion Rate
completed on deadline
Weekly
Reporting Cycle
Weekly Report
12 days
Avg. Turnaround
per project
85%
Staff Satisfaction
internal survey
System Structure
WMS Task Classification Framework
| Task Type | Share | Average Volume | Lead Time | Responsibility |
|---|---|---|---|---|
| Overseas market research | 35% | 50+ cases/year | 10-15 days | 2-person research team |
| Export consultations and buyer matching | 25% | 40+ cases/year | 7-10 days | marketing team |
| Investment and market-entry support | 15% | 20+ cases/year | 15-20 days | investment team |
| Issue reporting and statistics | 15% | 25+ cases/year | 5-7 days | research team |
| Administration and management | 10% | 15+ cases/year | 3-5 days | administrative staff |
Before-and-After Comparison
Before WMS (Before 2023)
Task TrackingPersonal notes and email
Status VisibilityOnly during monthly meetings
Priority SettingDirector verbal instruction
Performance ReviewQualitative year-end review
After WMS (Since 2024)
Task TrackingReal-time system management
Status VisibilityAlways-on dashboard
Priority SettingSystem-based auto sorting
Performance ReviewQuantitative KPI-linked evaluation
Operating Guide
01
Project Registration and Classification
When new work is received, it is registered in the WMS as a project and classified into one of five categories: market research, exports, investment, current issues, or administration. Each project records the assignee, deadline, priority level, and requesting institution. Once registered, the system automatically notifies the responsible staff member.
02
Real-Time Status Updates
The assigned staff member updates project status in real time. Progress is managed across five stages: waiting, in progress, under review, completed, and closed. Each stage change is automatically reported to the director. Overdue projects are highlighted for priority handling.
03
Automatic Weekly Report Generation
Every Friday, the WMS automatically generates a Weekly Report. It aggregates the number of projects completed during the week, projects still in progress, newly received work, and overdue items, then sends the report to the director by email. Monthly and quarterly reports are also generated automatically to track KPI achievement.
04
KPI Integration and Performance Evaluation
WMS data is automatically linked to individual and team KPIs. Metrics such as project completion volume, deadline compliance, and client satisfaction are quantified and reflected in annual performance reviews. This creates a more objective and transparent evaluation process.
Workflow
WMS Workflow
Work Intake
Project registration
→↓
Assignment
Automatic alert
→↓
Execution and Review
Real-time updates
→↓
Completion and Reporting
Automated reports
→↓
KPI Linkage
Performance evaluation
The WMS rollout at the KOTRA Dhaka Trade Office has produced tangible gains across three dimensions: transparency, productivity, and performance measurement. A structured work management system has now become a core piece of operational infrastructure for the office.
2025 Dhaka Trade Office KPI Comprehensive AnalysisReview annual KPI targets and progress against them
2025 KPI and Weekly Report Operating GuideSee how the weekly reporting system is linked to KPI management
KOTRADhaka Trade Officework managementWMSperformance management
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