Sicepat - Digitalizing Branch Expansion Proposal Platform

Work Project • 2021

This expansion proposal platform is one of the main features of Monitoring Ekspansi product. Monitoring Ekspansi is a web platform to monitor the branch expansion process, from proposing new branch expansion to new branch inauguration. The branch expansion process was monitored manually by related departments. The problem was that they couldn't monitor which SLA time was late and punctual in the expansion process, which led to ineffective expansion time. In addition, miscommunication between the related department also often happened due to the lack of a dedicated branch expansion platform.
About SiCepat Ekspres Indonesia
SiCepat Ekspres Indonesia is a company engaged in the express delivery and logistics courier sector that was established in 2014. With more than 1,500 branches, SiCepat is one of the fastest growing logistic startup.
Timeline
Q4 2021
My Roles and Responsibilities
  • Designed UI and prototype for branch expansion website
  • Helped my lead in gathering stakeholders needs
  • Created change request document
Challenges
  • Creating expansion request that also connect to property survey result, which done cross department.
  • Showing a comparison of potential properties that fit the specifications of the new branch for submitting the proposal.
User
Branch Expansion and Property teams

Research & Findings

Understanding the Problem through Existing MVP Design
‍This enhancement idea existed before I joined SiCepat. Back then, there was MVP that branch expansion team crafted, and my manager decided to hand over the design task to me and assigned me to redesign the structures and components based on new requirements. Moreover, I used the MVP to learn the expansion flow process.
Gathering the Stakeholder's Needs and Goals
This step is where I talked to several stakeholders from different departments to learn their processes in expanding SiCepat branches and also to know the problems of the existing expansion process and its goals that design will add to later Hi-Fi design. 
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A product representative and I met with the industrial team to understand their expansion process and gather feedback by presenting the current MVP. Interestingly, they gave insights and also sketches of new input forms suggestions. In addition, we also met with the property team to know the process and needs in exploring new properties.
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Here are the findings that I got:
#1 Manual expansion request and proposal
The request and proposal input process was created manually, sometimes time-consuming.
#2 Miscommunication in surveying new property
Sometimes, this problem could prolong the expansion process because the property specification didn't suit the request.
#3 No existing branches database platform
In addition, users from related departments would see the existing and new SiCepat branches list.
Defining the Challenges and Needs
Based on the PRD results from the product representative, we discussed the business goals and then I used How Might We to define the problems statements for this project goal.

Exploring Ideas

Discusing the New Features for Stakeholder's Needs
This step is where I analyzed the user problems and explored solutions for the interface and the product's functionality. I also discussed the proper solution to answer stakeholder needs with my workmates and project leaders to get the ideal flow for the product's usability. To design this, I followed the expansion process SOP as a reference for the end-to-end process.
The platform to input request, survey, and proposal
I created the form to input the expansion request and new building survey based on existing data. I discovered that some fields should be made autofill and dropdown to save time in completing the form.
Submitting new property based on expansion request
PIC would check the request, survey, and expansion process to help them determine their actions. Another good aspect would provide information on which related PIC submitted the process late or punctually.
Select multiple property options
Another feature was that users could choose multiple properties that suit the request, which would be useful to propose the expansion.
Visualizing the User Flow
After I discussed the expansion system flow with internal and product representatives, I decided to use this user flow on the system based on the expansion SOP and stakeholders' agreement.
Creating the Sitemap Structure
I used the information on this sitemap based on expansion and the property team's terms, so they can spend less time familiarizing themselves with new terms.

Design Exploration

Due to the company's confidentiality, some of the following designs have been blurred
Redesigning MVP to Match New Requirements
In this part, I had to change the current MVP's design to match stakeholders' goals and needs. In addition, I also revamped the old layout, color, and typography since it feels like a 90's web design.

Below is my exploration that I had to create to explore possibilities based on new stakeholder needs and product team feedback.
Adding New Expansion Request
I had to create several new page designs, which I will use for adding new expansion requests. To reduce the memory load on the field name, I created it by following the terms that the expansion team used on what they used when writing a new proposal.
Expansion Request & New Properties Page Design
I had to create several new table designs, which I will use for showing expansion requests and new property data. To reduce the memory load on the field name, I created it by following the terms stakeholders used in the expansion.
CTA to Add a Property that Matches a Request
I had to create several new page designs, which I will use for adding new requests and adding new property features. To reduce the memory load on the field name, I created it by following the terms that stakeholders used on their Google Forms and Excel.
Comparing New Properties with Requested Info
This feature is newly requested by the expansion team, where they can pick the right property for proposing a new branch. I created a comparison between the requested building and new properties where they can analyze both information to be chosen before deciding on the proposal.

Prototype

Due to the company's confidentiality, some of the following designs have been blurred

Adding New Expansion Request

On this page, the user can add a new request by clicking the provided button to move to the request form page. After the user finishes the filling, a successful pop-up will appear and can redirect the user to the Expansion Request page.

Submitting New Property Based on Request

Users can add new property data linked to expansion requests by choosing the expansion request ID number. After that, the user will fill in the property specification. The form page also shows the requested building info on the top to reduce the user's memory load.

Deciding Properties before Submitting Proposal

To allow the expansion team to decide on properties that suit their needs, they can compare and choose the list of property specifications on the proposal page. In addition, the user can print the proposal directly through the CTA on the modal, which appears after they save the proposal.

results & takeaways

Results
  • The average time users completed the expansion request form is 25 seconds, while completing on the property survey form took 22 seconds
  • Successfully created more than 20 proposals in a month (after launching)
Lessons Learned
  • The main challenge in designing this is understanding the point of view of expanding new branches. I learned a new point of view through communicating with the branch expansion and property teams. I also discussed with the product representative and internal team to ensure the design matched the expansion proposal goals and POV.
  • I learned much on communication with the IT product team to ensure the product's usability and functionality are the same as stakeholder needs.

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