Focused specifically on projects with tagged equipment,
DocBoss improves vendor document management
Strategy: Improving usability by analizing data from analytics, running user tests, and quick iteration.
Methodology: Product Development & User Experience Design under waterfall development
Tools: AdobeXD, Illustrator, Proofme and Trello
Understanding the problem
About the product
Screens showing the product before its redesign
Understanding user’s pains
Large volumes of manual work,
Complex (or unclear) expectations and procedures.
Time-consuming rework, frustrating both parties.
Payment holdbacks related to documentation. In other words, no docs, no money.
Frustration (and extra cost) when a minor mistake causes a document rejection.
Document management skills are not appreciated or rewarded.
Top EPC pain points related to documentation
- Dealing with supplier is messy and iterative
- Lack of attention to timelines
- Receiving poor quality document scans, documents not usable.
In our research, we discovered two personas. Daryl a document controller from a small supplier company. And John, a project manager working at an EPC company. We represent them as cartoons, to add some fun to a serious and dry engineering problem.
We used illustrations instead of photos to present our personas, it is more fun that way!
Document ControllerDaryl is always paying attention to the smallest details. He never forgets a birthday and his deep sense of humanity makes them one of the most trusted guys at the office. His methodical approach to life ensures that nothing is left to chance. He sometimes is responsible of solving problems that he cannot control. He wants to show everyone how good is he at his work, but nobody pays attention until things go wrong. He has a bit of college education, but it is not related to his current job.
Project Manager / EPCHe is responsive, accurate, and provides constructive feedback on a regular basis. He is passionate, determined and assertive.It is important for him to ear the respect of his peers and accomplishes his goals. He does not feel at ease until all details are double checked and the situation is under control. Sometimes he can come out as a control freak, and strain some relationships because of it. He has several project management certifications and a degree in Engineering.
Let’s talk about design, shall we?
In November of 2015, we started working on a complete redesign of the whole enterprise application. DocBoss as a product had captured the attention of many potential customers but usability problems usually got in the way for closing sales. Also, current users had several issues working with the interface, requiring a long learning curve, and relying on customer support on regular basis to do routinary work.
New Information Architecture
Docboss information architecture was radically simplified, grouping screens and tasks together and separating primary, secondary and tertiary areas. There was a big focus on making very clear which sections where project base and administrative.
A new navigation came along with our updated information architecture. According to our analytics, different personas had different was to navigate to a specific project.
Quick access to Dashboards
Actions dashboards and projects list where favored by document controllers, because it allows them to see specific document cards that required attention. For project managers, Project Dashboards were they place to go since it will allow them to see the overall health of a project.
Quick project navigation
The navigation offered multiple ways to navigate into a project, and it also offered the option to quickly jump from one project to another.
Navigation inside a project
Once a specific project was selected, the project areas were divided four main sections and one quick access area (upper bar).
Navigation into admin area
This mega menu allows the user to access to user profiles, library, lists, reports, and overall admin areas.
Project Dashboard Redesign
The redesign project dashboard allowed to group projects, pin important projects to the top, and show/hide projects according to specific data.
Each project and its analytics where represented by an expandable card. Once the card was expanded it would allow the user to quickly see crucial information about the status of the project, like progress (completed / not started / in progress), incomplete cards (by due date and location), incomplete cards with customer and documents ready to send.
Every document coming in from outside the system needs to be placed in the right container, commonly called document card. We had three different kinds of sources for those documents, files from a vendor, from internal or from a customer.
About this client:
DocBoss minimizes the manual work required to deliver project documentation. With a unique solution which creates and links the document register to the order data, DocBoss systematically creates document metadata (including document speciﬁc tag lists).
Learn more about DocBoss