Overview
Jenzabar has consistently led the industry with its innovative higher education software solutions tailored to meet the evolving needs of academia that support both students and staff. Their flagship platform 'Jenzabar One' has streamlined operations in student success, HR, finance, and more. Jenzabar continues to set the standard for excellence in higher education software worldwide.
Over my three-year journey at Jenzabar, I advanced from junior to senior designer by leading key projects and initiatives. I spearheaded the transition of our component library from Sketch to Figma and became the team's Figma expert. Focusing on procurement/receivables area within the Finance hub, I now led the migration from desktop to web-based platforms while driving new UI/UX designs and introducing innovative features. I also played a pivotal role in creating our design system to streamline workflows and ensure consistency. My efforts in research, design pattern refinement, and product enhancement are optimizing the success of our flagship offering, driving impactful change, and shaping our product ecosystem's future.
The example bellow is but one of many design challenges I tackle while working for Jenzabar.
Problem
Jenzabar’s JICS product, another product designed for smaller educational institutions, required simplicity for non-financial users managing daily financial processes. As we encouraged users to switch to Jenzabar One, we faced the challenge of retaining essential functionality for a different user base with less need for advanced features.
My goal was to integrate JICS functionality into Jenzabar One, preserving existing features and enhancing the requisition process. This had to be achieved within a tight timeframe of three sprints to meet our release schedule.
Objectives
Conduct a thorough analysis of the current JICS portlet to identify all features slated for transfer
Engage in user-centric research to craft user flows and journeys, informed by insights gleaned from current users
Leverage our team's pattern library for consistent and efficient design
Introduce additional functionality where appropriate to enhance user experience
Facilitate a seamless handoff to developers with detailed acceptance criteria
Collaborate closely with the development team to validate the implementation and ensure faithful translation of design intent
Understanding Through Research
My first step in this process was to understand the current design of the JICS product and gain insight into user navigation patterns. Collaborating closely with my project manager, I conducted brief interviews with three active JICS users, which provided valuable validation and deeper context to my initial exploratory findings. I identified two primary financial processes that JICS users engage with:
This process involves users searching for or creating requisitions, editing items within them, and subsequently submitting them for approval. The workflow comprises multiple steps including searching for a requisition, making edits to the requested items, and ends with a structured approval process.
Key Takeaways
While resembling the workflow in our Jenzabar One product, JICS did not consolidate the requisition submission process into one page, and there were distinct differences in the criteria for searching for requisitions. Simplifying the requisition creation and submission process emerged as a key area for improvement.
This feature allows users to view requisitions and orders specific to them, including those pending approval or awaiting their action. Displayed in a table format, it also provides links to corresponding transactions.
Key Takeaways
While similar functionality exists in Jenzabar One, we typically segregate requisitions from purchase orders, each with its distinct approval track. The convenience of consolidating all transactions relevant to the user into one location enhances user efficiency and satisfaction.
These insights not only informed my understanding of user needs and behaviors but also laid the groundwork for refining our product experience and better aligning with user expectations both novice and expert.
Design Process
My initial focus was on setting up navigation for the two new features and configuring permissions. A key challenge was maintaining the current requisition process layout while simplifying details for new users. I created a solution that kept the original requisition entity page for power users and introduced a 'basic layout' for non-finance users. This approach avoided duplicative functionalities and streamlined the user experience. Transitioning from a datasheet to a flexible table layout, I enhanced the display of information for JICS users, ensuring consistency and usability while presenting information more effectively.
I introduced new functionality to set budget requests directly from the requisition page, simplifying the process previously handled in accounts receivable. This less detailed version kept users on the requisition page and was so effective that it was integrated into the original requisition page as well.
Another significant design enhancement involved segmenting orders and requests into separate tabs, unlike the single list with filters in JICS. This tab structure provides a clear overview of orders at each approval stage. Additionally, summary blocks on user dashboards allow for quick updates and status changes without navigating to individual requests.
Design System
Our design team leverages a comprehensive component and pattern library documented in our design system for consistency and efficiency. As a leadership team member, I ensure our design practices align with industry standards and internal goals, overseeing the library's maintenance and cataloging.
Using our established patterns and components, I expedited the creation of final design mockups. Notably, I spearheaded two significant component enhancements. They included augmenting the 'approval drawer' with multiple tables and refining our 'block' pattern, which enhanced the usability of every summary page in our system. These enhancements facilitated a swift design phase and a seamless handoff to the development team.
Features / Highlights*
*Due to proprietary restrictions imposed by Jenzabar, the full project is ongoing and cannot be disclosed publicly.
Developer Handoff and Usability Testing
Working closely with my project manager and design developer, I crafted the acceptance criteria for each user story. I referenced a range of resources including design materials, component libraries, and documentation to ensure seamless accessibility for developers. This project spanned 130 story points across three sprints, generating over 100 design screens. I ensured seamless alignment between design and development, facilitating timely project execution and success.
After the development team completed the feature, I revisited the design with the three JICS users from my initial research stage to gather feedback within the Jenzabar One ecosystem. I employed a combination of open-ended observational research and guided testing to evaluate the new finance process. The tasks assigned to them included:
Can you find a specific requisition and add an additional item to the request list?
Can you find the approval track for that requisition?
Can you submit that requisition for approval?
Can you find the requisitions and purchase orders that are assigned for your approval?
Can you make approval changes to a specific purchase order?
Successes:
Users found the search and editing of requisitions intuitive, improving overall usability.
They appreciated the persistent data on the page, eliminating the need for repeated data entry.
The inclusion of the approval track on the same page as the requisition summary was well-received.
The submission process was streamlined and easily accessible.
Users found the Requisitions and Orders page to be as user-friendly as their JICS counterpart.
Navigation from the item page to the entity page was enhanced compared to the JICS version.
The summary block significantly boosted productivity and convenience for the users.
Common Issues:
Users initially found the navigation in Jenzabar One overwhelming and struggled to locate the correct starting page.
The process of submitting a requisition for approval in Jenzabar One felt unfamiliar to JICS users and lacked important details.
The absence of a "quick create and submit" option on the new requisition page was noted, a feature present in JICS.
The page did not display an "Approves if over" column which was available in JICS.
Outcomes
The transition from JICS design to the Jenzabar One ecosystem was highly successful. All of the features were seamlessly translated thanks to research, design, and iterative refinement. By utilizing the component library and design system effectively, I managed to have a final design complete an entire week before the deadline. While I'm extremely pleased with the outcome, there are still opportunities for further improvement:
Further refinement of navigation is needed, particularly with our extensive information architecture. Exploring innovative strategies to streamline and enhance intuitiveness is essential but will require the entire design team's input.
While persistence was integrated into this feature, there's potential for broader utilization across the product.
With our new web platform, we've already observed a remarkable retention rate increase to 90% with older desktop users. I anticipate that this feature will significantly bolster the adoption of the Jenzabar One product.
Reflections
This feature represents just a fraction of the ongoing initiatives I've undertaken at Jenzabar. As a dedicated UX Designer, I have an unwavering commitment to elevating the user experience within our flagship product. Continuously pushing the boundaries of innovation in the industry, I consistently seek out opportunities to drive meaningful enhancements and deliver cutting-edge solutions.
