A Case Study: Boost CIA Cooperation Quality with Document Archive Systeme

To comply with my non-disclosure agreement, I have omitted and obfuscated confidential information in this case study. All information in this case study is my own and does not necessarily reflect the views of Universitas Muhammadiyah Yogyakarta (UMY). This is the first UI/UX design project in my life!

Cooperation and International Affairs (CIA) designs to promote the growth of UMY in particular by building strong collaboration and networking. They open up the partnership for all parties with the same goals and competencies, as one of our priorities.

Source: Unsplash

Impact

In 2017, within 2 months, we identified the needs and challenges both from the Institution and University, faculty, and department staff as well as the lectures. In the end, CIA was able to maintain their cooperation documents and give good services both for the internal staff and partners as well as boost their cooperation quality.

Approach & Role

MOU/MOA documents are very sacred for the cooperation of each institution. At that time, we see the quality of the cooperation is more important than the quantity. Unfortunately, the archive system was scattered, then it was hard to trace the documents. Moreover, we didn’t have clear visibility about the number of active collaborations and the scope of the collaboration. We also often didn’t know about when the expired collaborations. Hence, we can not manage our cooperation quality.

Without hesitation I proposed the project, to develop a document filing system. it was also in line with the CIA matrix to improve the quality of the collaboration.

We used human-centered design as our core approach while also combining the Service Design methodology. I led the design process and assisted the engineer as well as give socialization to the staff after the development finished.

This is my first journey to becoming a UI/UX designer.

Journey & Process

1. Desk Research

In order to enrich the context, I read some documents about cooperation flow and regulation.

2. Stakeholders Interviews & Shadowing

I want to understand the full ecosystem’s needs and pain points. Our stakeholders include staff from the internal division, university, faculty, department, and lecturers.

Then, I conducted interviews with the stakeholders to brainstorm ideas and prioritize solutions based on their impacts and efforts to make the changes. Apart from that, it also shadows the process of filing and tracking cooperation documents.

3. Proposing The Concept

From the synthesis activity then I design the concept for the app. After that, I presented the concept to the internal team and the head of the division.

Sample: Proposal for Document Archive System

4. Crafting Low Fidelity & Doing Concept Testing

After the concept was agreed upon by the head of the division, then furtherly designed into a clickable med low-fidelity prototype using PowerPoint. The prototype allows us to focus first on the structure, interaction pattern, and usability of the product and quickly test before then applying appropriate visual direction to the app. In addition, this prototype helped the engineer figure out what the app looks like.

Sample: Prototype for Document Archive System

5. Scaleup the Prototype

Improve the design after gathering feedback. Still using PowerPoint, I Refined the flow of the app and added more detailed specifications, especially on the data setup.

6. Development

We handed over the design specification to the engineer and detailed out the service design to ensure successful implementation. I regularly assisted the engineers in the development process and five reports to the internal team for the development progress.

7. Socialization & Feedback Gathering

After the app was already built, I had an opportunity to give socialization with the whole staff and lectures. At that moment, I also ask for feedback from the audience to improve the app's quality