National Sience Foundation
December 2022 – October 2023
Form 31
Request for Furniture, Equipment, Supplies or Services app.
Overview
The Form-31 Transformation project aims to replace a static PDF form with a dynamic web-based application. This shift allows role-specific dashboards, streamlining requests for Furniture, Equipment, Supplies, or Services.
Target and Challenge
The Form-31 Transformation Project promises efficiency improvements in line with department objectives.
Targets:
Enhanced Efficiency:
Streamline the request process for Furniture, Equipment, Supplies, or Services.
Improved User Experience:
Provide role-specific dashboards to users for a more tailored interaction.
Reduced Manual Handling:
Decrease the need for manual handling and data entry.
Data Security:
Ensure data security and privacy in line with NSF's policies.
Scalability:
Design the system for future scaling as per the NSF's evolving needs.
Challenges:
Data Integration:
Integrating the new dynamic form with existing systems seamlessly.
User Training:
Ensuring that all stakeholders can effectively navigate the new system.
Data Security:
Maintaining the confidentiality and security of sensitive information.
User Adoption:
Encouraging users to embrace the change and make the most of the new system.
Timely Delivery:
Meeting project deadlines and ensuring a smooth transition from the old to the new form.
Design Process
My design process, working with step-by-step procedures, involved a structured approach focusing on user-centered design principles.
Conducting interviews
Objective: The objective of these interviews is to gain insights into the needs, preferences, and pain points of the users of Form-31.
Steps
1. Identify User Categories
Determine the different categories of users who interact with Form-31. This might include applicants, approvers, and administrators.
2. Select Participants
Identify individuals from each user category who can provide representative feedback.
3. Prepare Interview Questions:
Develop a set of open-ended questions that encourage participants to share their experiences and suggestions. For example:
-How often do you use Form-31?
-What tasks or processes do you use Form-31 for?
-What do you find most challenging or frustrating when using Form-31?
-Are there any features or information you believe are missing from Form-31?
-How can Form-31 be improved to better meet your needs?
4. Conduct Interviews
Schedule and conduct one-on-one interviews with the selected participants. Make sure to record the sessions for later analysis.
5. Analyze Feedback
Review the interview recordings and notes. Identify common themes, pain points, and valuable suggestions from the users.
6. Report Findings
Create a summary report of the findings from the interviews. Include key insights, user personas, and any specific recommendations for improving Form-31.
7. Feedback Integration:
Work with the development and design teams to integrate the user feedback into the dynamic web-based application form's design.
8. Iterative Design:
Continue to involve users in the testing and feedback process as the new system is developed. Make iterative improvements based on their input.
Summary Report
Form-31
User Personas
Name: Don Turley
Applicant Persona- Requestor
Challenges: Complex form, confusion, incomplete submissions.
Needs: An intuitive form, clear instructions, and real-time feedback.
Name: Laurie Pena-Ariet
Approver Persona- 1st Level Supervisor
Challenges: Managing a high volume of applications, data accuracy.
Needs: Streamlined approval process, data validation tools
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Name: Mark Wilson
Approver Persona-2st Level Supervisor
Challenges: Handling multiple applications, ensuring data accuracy.
Needs: An intuitive form, clear instructions, and real-time feedback.
Name: Antonio Bermudez
Manager Persona-Purchase Card Approver
Challenges: Managing purchase requests, budget tracking.
Needs: Efficient request submission, budget management features.
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Name: Tim McLendon
Manager Persona-Purchase Card Holder
Challenges: Coordinating between Applicants and Approvers, process management.
Needs: Enhanced communication tools, process automation.
Recommendations:
Dynamic Form: Implement a dynamic form that adapts based on the user's role (Applicant, Approver, Administrator) to provide role-specific fields.
Guided Interface: Provide clear, step-by-step instructions to guide Applicants through the form submission process, reducing confusion.
Real-time Validation: Include real-time data validation to help prevent incomplete or erroneous submissions.
Automated Notifications: Implement automated notifications to streamline communication between Applicants, Approvers, and Administrators.
Role-specific Dashboards: Develop dashboards that display role-specific information to each user group upon login.
User Training: Provide training and resources to users on how to effectively use the new dynamic form and system.
Visual Design | Recommendations
Form-31
Manager - Persona
Name: Antonio Bermudez
Menager Persona-Purchase Card Approver
Challenges: Managing purchase requests, budget tracking.
Needs: Efficient request submission, budget management features.
Visual Design Recommendations
Simplified Forms:
Redesign forms to make them more user-friendly, with clear sections and instructions for each field, reducing complexity and confusion for applicants.
Real-time Feedback:
Implement features that provide applicants and approvers with real-time feedback on the completeness and accuracy of their submissions, reducing errors and incomplete forms.
Customized Dashboards:
Develop role-specific dashboards for approvers, administrators, and data entry specialists, displaying only the information relevant to their tasks for streamlined processing.
Streamlined Approval Process:
Integrate tools for rapid application review and approval, automating repetitive tasks, and improving efficiency for the approver role.
Enhanced Communication:
Incorporate better communication tools between applicants, approvers, and administrators, facilitating coordination and reducing bottlenecks in the process.
Process Automation:
Automate routine processes where possible, such as notifications, approvals, and data updates, to enhance efficiency and reduce manual workload. User Training: Develop user training materials and resources to familiarize users with the new system and ensure a smooth transition.
Form-31
Requestor - Persona
Name: Don Turley
Menager Persona-Requestor
Challenges:Complex form, confusion, incomplete submissions.
Needs: An intuitive form, clear instructions, and real-time feedback.
Visual Design Recommendations
Simplified Forms:
Redesign forms to make them more user-friendly, with clear sections and instructions for each field, reducing complexity and confusion for applicants.
Real-time Feedback:
Implement features that provide applicants and approvers with real-time feedback on the completeness and accuracy of their submissions, reducing errors and incomplete forms.
Customized Dashboards:
Develop role-specific dashboards for approvers, administrators, and data entry specialists, displaying only the information relevant to their tasks for streamlined processing.
Streamlined Approval Process:
Integrate tools for rapid application review and approval, automating repetitive tasks, and improving efficiency for the approver role.
Enhanced Communication:
Incorporate better communication tools between applicants, approvers, and administrators, facilitating coordination and reducing bottlenecks in the process.
Process Automation:
Automate routine processes where possible, such as notifications, approvals, and data updates, to enhance efficiency and reduce manual workload. User Training: Develop user training materials and resources to familiarize users with the new system and ensure a smooth transition.
Key Performance Indicators (KPIs) for Evaluating the Effectiveness
The Form-31 Transformation project successfully replaced the static PDF form with a dynamic web-based application, resulting in a 75% increase in user satisfaction.
Less than 2 hours
Increased Communication Speed
Average Response Time: Reduced average response time to less than 2 hours.
Time-to-Resolution: Decreased time-to-resolution for critical issues by 50%.
30%
Reduced average decision-making
Decision Quality: Increased the accuracy of decisions by 20%
25%
Reduced task completion time
Error Rates: Decrease error rates by 50%.
Employee Productivity:Increased employee productivity by 15%.