NGO TPM Request Management System

Benefits

For Beneficiaries:

• 24/7 Accessibility - Submit requests anytime via familiar Telegram interface
• Language Flexibility - Communicate in Arabic through text or voice messages
• Instant Acknowledgment - Receive immediate confirmation that requests are logged
• No Technical Barriers - Works on basic smartphones without special apps

For TPM Teams:

• Centralized Tracking - All requests automatically logged with timestamps and user details
• Smart Prioritization - AI categorizes issues by urgency and type for efficient response
• Action Guidance - Specific recommended actions generated for each request type
• Performance Analytics - Track response patterns and common issues over time

For NGO Operations:

• Cost Reduction - Automated intake reduces manual processing overhead
• Data Quality - Standardized categorization ensures consistent reporting
• Audit Trail - Complete record of all beneficiary interactions for compliance
• Scalability - Handle high volumes without proportional staff increases

How it Works

1. Multi-Input Reception - Accepts both text messages and voice recordings via Telegram
2. Voice Transcription - Uses OpenAI Whisper to convert Arabic voice messages to text
3. AI Categorization - GPT-4 analyzes requests and categorizes issues (aid distribution, logistics, etc.)
4. Action Planning - AI generates specific recommended actions for TPM team in Arabic
5. Data Logging - Records all requests, categories, and actions in Google Sheets with user details
6. Confirmation Feedback - Sends acknowledgment message back to users via Telegram

Set up Steps

Setup Time: ~20 minutes

1. Create Telegram Bot - Get bot token from @BotFather and configure webhook
2. Configure APIs - Set up OpenAI (transcription + chat) and Google Sheets credentials
3. Customize AI Prompts - Adjust system messages for your NGO's specific operations
4. Set Up Spreadsheet - Link Google Sheets for request tracking and reporting
5. Test Workflows - Verify both text and voice message processing paths

Detailed Arabic language configuration and TPM-specific categorization examples are included as sticky notes within the workflow.

What You'll Need:

• Telegram Bot Token (free from @BotFather)
• OpenAI API key (Whisper + GPT-4)
• Google Sheets API credentials
• Google Spreadsheet for logging requests
• Sample Arabic text/voice messages for testing

Key Features:

• Dual input support (text + voice messages)
• Arabic language processing and responses
• Structured data extraction (category + recommended action)
• Complete audit trail with user information
• Real-time confirmation messaging
• TPM team-specific workflow optimization