Automating Cooperative Registration for Faster, More Efficient Service Delivery

Success Story

Automating Cooperative Registration

for Faster, More Efficient Service Delivery

The Cooperative Development Authority (CDA) of the Philippines oversees the registration and regulation of cooperatives nationwide. The entire process from cooperator registration to certificate issuance was previously done manually. Technokeens was engaged to build a comprehensive, automated system that would digitize and streamline the cooperative registration lifecycle online.

The Challenge

CDA struggled with managing vast amounts of data and documentation manually, which led to inefficiencies, slow processing times, and errors. Key challenges included:

Manual Data Handling: Processing thousands of applications manually led to significant bottlenecks and delayed services.
Cumbersome Document Verification: Physical document handling resulted in misfiling, errors, and inefficiencies.
Offline Certificate Issuance: Certificates were issued manually, leading to slow turnaround times.
Limited Registration Scope: The need to support various cooperative types (e.g., primary, federation, credit surety) made it difficult to scale.
Lack of Online Payment System: Payment handling was separate from the registration process, creating disjointed workflows.
User Accessibility and Compliance Complexity: Applicants struggled to comply with cooperative formation rules without digital guidance.

Solution

The Solution

Technokeens developed a fully automated cooperative registration system designed to improve efficiency, accuracy, and service delivery. Key features of the solution include:

Cooperative Registration System: Cooperators can now register online, submit required documents, and track application status.
Admin Dashboard and Workflow: The system provides an intuitive admin dashboard with role-based access, allowing CDA officials to manage applications, reviews, approvals, and digital certificate issuance.
Secure Document Upload: Digital document submission with real-time status tracking ensures document validation and compliance.
Online Payment Integration: Secure online payments are integrated into the registration process, ensuring seamless fee collection.
Scalable Architecture: The system accommodates various cooperative types and supports branch and laboratory formation, with built-in logic to ensure compliance and flexibility.

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Challenges

Inefficient Scheduling of Audits
The audit scheduling process was entirely manual, requiring significant time and coordination. Frequent delays and rescheduling negatively impacted productivity and customer experience.
Inconsistent Calculation Templates
Energy Conservation Measure (ECM) calculations were done using various Excel sheets without a standard template. Different employees used customized formats, leading to data inconsistency and frequent errors.
Complex, Error-Prone Calculations
Each ECM involved unique formulas. Manual calculations in Excel were complex and highly susceptible to human error, risking the quality and reliability of audit results.
High Operational Costs
Manual processes for scheduling, calculations, and data management demanded more manpower and oversight, increasing overall operational costs and lowering efficiency.
Manual Utility Coordination
Communication and report submissions to utility companies were handled manually, slowing down approvals and creating additional administrative burdens.
Data Management Challenges
With no centralized system, managing the growing volume of audit data—photos, unit details, and project files—was difficult. This resulted in version control issues, data loss risks, and inefficiencies in data retrieval.

Solution

Technokeens delivered a custom cloud-based software solution hosted on AWS, designed to automate and optimize every aspect of the energy audit workflow.

Custom Software Development on AWS
A scalable and secure cloud infrastructure ensures high performance, data protection, and flexibility for future expansion.
Role-Based Secure Logins
The system features role-based access controls, allowing administrators to assign permissions based on user roles, enhancing security and operational clarity.
Centralized Data Management
All audit-related data—unit details, photos, site notes—are stored in a centralized, structured database, enabling easy access, better version control, and reduced data loss risks.
Automated ECM Calculations
Manual Excel-based ECM calculations were replaced with automated backend logic. This not only reduced human errors but also improved the accuracy and reliability of audit outputs.
Standardized Templates
Built-in ECM templates ensure standardized, uniform calculations across all audits, eliminating inconsistencies and simplifying internal reviews and audits.
Automated Report Generation and Utility Submission
Audit reports are automatically generated and can be submitted directly to utility companies via email, streamlining communications and saving time.
Mobile Application for Field Engineers
Technokeens also developed a mobile companion app. Engineers on-site can now view project details, perform calculations, upload photos, and submit reports in real-time, improving field efficiency and data accuracy.

#1 Assemble the right team

We handle all aspects of vetting and choosing the right team that you don't have the time, expertise, or desire to do.

#2 Sprint planning

Sprint roadmap is a collective planning effort. Team members collaborate to clarify items and ensure shared understanding.

#3 Tech architecture

We break monolithic apps into microservices. Decoupling the code allows teams to move faster and more independently

#4 Standups & weekly demos

Standups, weekly demos, and weekly reviews make sure everyone is on the same page and can raise their concerns.

#5 Code reviews

Code reviews before release help detect issues like memory leaks, file leaks, performance signs, and general bad smells

#6 Iterative delivery

We divide the implementation process into several checkpoints rather than a single deadline.

Impact

Key Highlights

95% Reduction in Processing Time: Automation significantly sped up the entire registration process.
90% Decrease in Manual Errors: The automated system minimized human error in data handling and document verification.

100% Digital Certificate Issuance: Certificates are now issued digitally, enhancing speed and transparency.
Improved Efficiency and Transparency: The system streamlines workflow, making it easier for CDA officials and cooperators to interact and track the progress of applications.

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Working alongside clients on their most critical challenges.

Bold thinking, who want to achieve the extraordinary.

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Working alongside clients on their most critical challenges.

Bold thinking, who want to achieve the extraordinary.

We are all about being Global, Modern and Agile

Success Story