Making Digital Delivered Sendings Easy and Efficient — DDS Module

The DDS function is one of the core features of the RiConnect platform, designed for asset owners to send information about their assets to clients or suppliers from different companies. Before users can send asset information through DDS, the data must first be reviewed and approved by a manager to ensure its accuracy.

However, the original review process was scattered across different modules such as Manufacture, Rental, and Inspection. Managers could only rely on notifications in the upper-right corner of the webpage to identify which DDS items required approval. This design forced managers to spend considerable time switching between modules, searching various lists to find contracts or OPs that needed review.

To address these pain points, we decided to develop a dedicated DDS module that would streamline the review process and improve efficiency.

Problem Definition through Persona and Double Diamond Model

In this project, we used Persona and the Double Diamond Model to help define and summarize user problems and needs. Persona provided insight into the behaviors, pain points, and goals of different user roles, especially managers responsible for approving DDS codes. Through the Double Diamond Model, we moved from a broad exploration of fragmented processes and navigation challenges to a focused approach aimed at centralizing and simplifying the approval workflow.

Problems

• Fragmented Approval Process:
  Managers navigate multiple modules to approve DDS codes, wasting time and complicating the workflow.

• Email Overload:
  DDS codes sent via email often get buried, delaying approvals.

• Navigation Issues:
  Users struggle to find the DDS approval section, making the process inefficient.

High-Level Approach

• Centralized Approval Dashboard:
  A unified dashboard for reviewing and approving all DDS codes across modules.

• Task Management Integration:
  A task management tool to track DDS-related tasks, minimizing email dependency.

• Enhanced Navigation:
  Improved navigation with direct links and visual cues for easier DDS approval access.

Core Goals

• Timely Approvals: Speed up DDS approvals, minimizing delays.

• Clear Information: Present DDS-related info clearly and consistently.

• Transparent Status: Provide a clear view of all DDS statuses and module categories.

Narrative: #The Overwhelmed Manager #Use Case to Consider #The Buried Email

Solution Alignment

Following the identification of key problems within the existing DDS approval process, we began brainstorming essential features for the new DDS module. Our goal was to address the challenges faced by managers and enhance their overall experience. The proposed features aim to streamline workflows, improve navigation, and ensure that managers can efficiently manage DDS codes.

Key Features

• Unified Dashboard:
  A central hub for reviewing and approving DDS codes from all modules.

• Pending and Completed Indicators:
  Visual cues to quickly identify which approvals are pending and which have been completed.

• Search and Filter Options:
  Tools to efficiently locate specific DDS codes based on various criteria.

• Actionable Alerts and Notifications:
  Alerts to keep managers informed of pending approvals and important updates.

• Intuitive Navigation:
  A user-friendly design with clear links to key functions like approval, denial, and detailed views, allowing for efficient management of DDS codes.

• Role-Based Access Control:
  Ensures that only authorized managers can access sensitive DDS features.

• Tabs with Notification Counts:
  Clear counts on tabs to indicate the number of pending actions or notifications.

• DDS Cancel Feature:
  This feature allows users to cancel DDS codes and can be combined with the deny option in the "Completed" tab.

Development Process

After discussions with the team and conducting a technical assessment with front-end and back-end engineers, I gathered feedback that guided me in creating the Functional Map for the DDS module. This map outlines the key components, interactions, and workflows within the module, serving as a blueprint for development.

By visualizing these elements, we ensure the design aligns with technical feasibility and effectively addresses user needs. This collaborative approach enhances our design and ensures that all team members are aligned on the project’s objectives, facilitating a smoother implementation phase.

UI Design

With the structure of the DDS module gradually taking shape, it's safe to say that our design is starting to look less like abstract art and more like a functional masterpiece!

After confirming the Functional Map and design direction with the PM, I began the UI design process and followed up with an advanced user flowchart that includes scenarios for managers to quickly batch-approve DDS codes.

The UI design is carefully planned to maintain consistency with the overall style of the existing platform. Since we have current users accustomed to the existing interface, it’s crucial to focus on style and operational consistency to enhance user familiarity and ease of use.

In the UI design, I included annotations for the details to help developers easily understand the design intent. Additionally, I created components for all necessary UI elements, such as pop-ups and toast notifications, and developed a comprehensive UI flow that aligns with the user flowchart.

Conclusion

The project is currently in the upper-level review stage. Once approved for development, we will inventory and organize the data associated with each functional module for effective transmission and reception.

We’re excited to move forward and bring this project to life, enhancing the user experience and making the DDS approval process smoother for everyone involved.

Stay tuned for what’s next—exciting developments are just around the corner!