Redesign to increase staff efficiency
MacAuto is a custom-built case management system that manages between 100 and 300 active cases at any one time. The Subcontracting section helps staff manage subcontracting jobs, including tasks and budget.
Why this Project
The subcontracting jobs section was causing usability issues and costing the company money from mistakes made.
I operated as a team of one on this project, conducting testing and designing the solution alone, with consultation with the client.
Compared with the previous version of the subcontracting system, my solution increased efficiency by almost 50%, while dramatically reducing the risk of errors and going over budget.
Due to non-disclosure and privacy reasons, some aspects of this project have been omitted, changed, or obfuscated. Some of those details I can speak about more in private.
The goal was to fix the issues the current system was causing
- Going over budget
- Mis-calculations of costs
- Staff not using it at all
- The need to double up tasks
- Time frame: The Subcontracting section was costing the company money, so a quick solution was needed.
- New version: The whole MacAuto is being updated, so the UI would most likely be slightly hacked together until it could be updated to match the future design.
This is what I was presented with, and no one knew how it worked
- No one could explain how the whole thing worked
- Some staff weren’t even using it, because it was so confusing
- All tasks are completed in this screen
I did a User Flow which helped identify the problems
- Some tasks had to be done twice
- Currency conversions including extra feeds needed to be done manually
- Doesn’t update the available case budget
- Need to complete some tasks in other sections
I designed a new User Flow to help form solutions
Key Points of the Solution:
- Remove the need to double up tasks
- All calculations are done automatically
- Ability to commit budget
- Most tasks can be completed inside the subcontracting job
- Cleaner layout, and splitting tasks across multiple screens
Sketches allowed me to iterate the new screens quickly
Using the outcomes from the new User Flow, I was able to quickly sketch several iterations of the UI for the screens.
I presented a simple interactive prototype for client approval
Although I was unable to do usability testing, after presenting the prototype and answering questions about how certain aspects would work in practice, the client was thrilled.
My solution increased efficiency by almost 50% and dramatically reduced errors
Compared with the previous version of the subcontracting system, my newly designed section increased efficiency by almost 50%, while dramatically reducing the risk of errors and going over budget. The client was pleased with the outcome and the automated currency conversion. I was proud of my ability not just to solve the obvious problems but to optimise the tasks and add features that increased the efficiency.
Since the update, I have been able to do a small amount of Usability Testing and iterate some changes, but most of this data will inform part of the project to upgrade MacAuto. The MacAuto upgrade is an exciting large project, where the entire system is getting redesigned.