Bids Tracker
Organization internal system
Project Overview
Over the past two years, KKL has undergone a "Digital transformation", in order to improve user experience, create efficient workflows, and advance processes within all internal systems.
"Bids Tracker" gathers all relevant information about tenders in one place and provides an up-to-date picture of each. The system is used for management, decision-making, and internal communication between managers users, and customers. This is just a sample presentation of the work process and design of this complex system.
My Role In This Project
In my work on KKL's internal system, I created all the various features and flows, redesigned the existing system.
Collaborating closely with Product Managers, System Analysts, UX lead, UI designer, and Developers.
Discovery Phase
Problem Statement
1.
The work process is cumbersome.
It takes a long and complex process to open and manage bids.
2.
Information overload and disorder.
The forms on display are difficult to read, inconsistent, and uniform.
3.
Stages in the process are not indicated.
Currently, the system does not have any stages of work and orientation.
4.
Data retrieval and filtering problems.
Creating reports with large amounts of information, and no summary view is available.
Goals
Our goals were to improve the functionality of the system, deliver a more intuitive and adaptable user experience, optimize work processes, and replace outdated technology with modern ones.
Research
Users
I observed the users, checking their work environment, how and when they used the product, and their user flows and scenarios. After the observations, I conducted interviews with the users to identify pain points.
Who are our users?
KKL organization workers use the internal systems on a daily basis.
Tender managers enter the control and management process.
What are they doing?
In the system, users can create new tenders, then submit them
After adding suppliers who participated in the tender, they select the winning suppliers based on predetermined criteria. Following that, they continue to manage the tender and keep up with the established procedure for many years to come.
When will they use the product?
On a daily basis for opening and documenting or for short or long-term monitoring of the tenders.
KKL organization worker
Dalia Shamir, 55
Married,
Office worker
Motivation
Dalia is responsible for opening new tenders and to manage of existing tenders at all stages of the work process. She uses the system on a daily basis.
Her office needs a convenient system to keep in touch with suppliers, and committees, and receive data from other office systems.
Pain Points
She manages bids over the years and finds it difficult to find bid progress information in the system.
Opening the tender is a long and cumbersome process, Dalia is not informed how much time remains until the end of the process, and communication with the committees is extremely inefficient. Furthermore, she needs to constantly sync with other systems to receive up-to-date data, making the whole process very cumbersome.
KKL organization menager
Yael Raz, 38
Married,
Office menager
Motivation
Yael approves processes in the tender system, manages communication with committees, and she supervises the employee's work.
To determine the progress of the tender, she generates a lot of status reports
Pain Points
Since Yael supervises the tender process, opening, and management, she needs to generate status reports in the system. Getting real-time data and analysis is difficult, which impacts decision-making.
Communication with the committees is not convenient, and she has to check each one individually to get an answer.
Since the system doesn't indicate work process stages, it can't monitor employee's progress.
The Solution
1. Creating a modular and holistic system that provides real-time updates on all tenders and work steps.
2. In order to reduce cognitive noise, only relevant actions are displayed at a given point in time.
3. Providing an optimal solution - dividing the tender into main phases and subphases for better navigation.
4. Adding a feature that allows direct messages to the committee.
5. The monitoring and control of the tender is achieved through the creation of a dashboard.
Result of the design
Home Page
The home page is a page where you can navigate into the system itself or to additional interface pages.
The upper bar displays notifications and reminders that are received in tenders, this is a quick option to receive new updates about the tenders the user opens and manages.
in the middle of the screen there 4 buttons to navigate the system and another option is to navigate the system through the side menu, which opens when they click on the tree icon.
New Design
Add New Tender Page
As you can see, this page shows the beginning of the process of adding a new tender to the system. As part of the system, we created a stepper that will move us between different stages of the tender process.
Tender creation, tender suppliers, and tender management.
The first step is to create a new tender, which consists of nine steps and displays only relevant fields at each step; the side stepper tells us where we are in the process.
New Design
Add New Suppliers
The second step in this procedure involves adding suppliers who entered the tender with all their details to the system.
In the following step, a winning supplier is selected, and from there the contract is actually continued with him.
The user Enters all essential information into the system, including contacts, documents, options, extensions, etc.
New Design
Dashboard Page
Dashboard is a new tool that allows tracking and creating actions over time in the system
Using the dashboard, managers can view all tender stages and financial expenses at any given time
Using a stepper and tabs, users can move between parts of the system and initiate actions.
Action Connection Feature
The action concentration feature allows users to contact the committee and perform additional actions.
With the feature, users are able to access it from all screens, simplifying the process of opening a request for each action currently required. Visibility and service are based on existing conventions from mobile, making the user experience simple and convenient.
Conclusion
It has been a challenging and rewarding journey designing this Complex system. Redesigning the existing system and making it intuitive and efficient for users were clear goals from the beginning.
It was also challenging to create so many wireframes with so many features, with a strong focus on usability and experience.
Working on a real-world project with professionals was exciting. This experience was invaluable and helped me develop skills that are hard to replicate in the academic world- like creating a UX project that continues and develops.
What did I learn?
Reflection