Impact

• Reduced time of creating a bill from 7 days to 4 days
• Reduced 50% manual errors which caused delay in the process
• Modernized interface for improved accessibility compliance
• Average task completion time by 50% making work easier of 100s of employees

Problem

There's a government organization that keeps the track of construction carried out for the police departments may it be police stations, quarters etc. across the state of Maharashtra. They maintain the records of contractors and their works, transactions and approvals through various level of authorities.

They were planning to bring all the existing data in the paper files online to make it easier to track and keep a record. For this to make happen, they needed a software solution. I was hired by a tech company to lead the design phase here.

The processes of these organizations included various heads, contractors, payments, employees along with different levels of access according to their roles.

User Groups and Persona

• Government Employees working the organization
• Contractors working on a project
• Rajeev aged 32 works at MSPHC's as a D.O. his daily work consists of going through lot of data heavy papers and approving large transactions

Real World Constraints

1. The web app has to as clear as possible due to users using it would be less tech-savvy
2. Had to be multilingual for better accessibility (phase 2)
3. Information had to be conveyed careful as the data was sensitive and a minor mistake could cause major problem
4. Had to be technically optimised to run even on a low-end device
5. The flow had to be informed with a good UX copy to ensure informed decisions

Considering the large transactions, While making every decision it had to made sure that the information one receives is the right one.

Approach

Since this is highly confidential and crucial data regarding government funds, first thing to consider the human intervention in the process. 100% automation can leave vulnerabilities and uncertainty in decisions which can cause mishaps later.

Began with understanding the current process of their work. Got to know a flow of how a bill is created and approved.

Here the above mentioned steps were done through a lot of paperwork which were to be digitized along with same human intervention.

High Level Considerations

1. There had to role based clearance across the portal to maintain responsibility
2. The portal has to have a seamless experience despite of internet connection

Second Level Considerations

1. The visual hierarchy is of utmost importance here to make sure the data is right
2. Feedback for the user is crucial to make sure one does not miss a input field
3. Handle the mathematically calculated inputs throughout the flow

Solution

• Calculate the derived fields before hand to ensure data accuracy
• End to end flow to create a new bill with role based approvals
• Defining a colour and typography system to ensure visual consistency
• Well informed input fields to make sure one inputs the right information in the respective field
• Easy to access the previous steps to double check the filled info