Buildfolio - Facility Management system
Redesigning a centralised platform that automates work order creation and makes data-driven decisions with detailed reports.
Overview
Buildfolio is a Facility Management system that manages multiple work orders with an at-a-glance Live Data Dashboard. For the new SaaS model, clients will not be interacting with technical consultants to do dataloading. Instead, all the data will be imported into the database as per the onboarding input. The aim was to:
- Communicate the exact information required
- Collect user input in an intuitive manner
- Minimize user attrition during the onboarding phase
- Communicate the exact information required
- Collect user input in an intuitive manner
- Minimize user attrition during the onboarding phase
Project Type & Involvement
SQL View - Product Design
Tools
Figma
Adobe After Effects
12 weeks
Problem: The need for guidance
- Currently, enterprise clients are guided by our technical consultants during onboarding.
- The onboarding process can be tedious and time-consuming (up to 3 weeks) for technical consultants to help with the onboarding process with many new clients, guiding them to fill up 2-3 Excel templates.
- For the SaaS model, new users will have to perform onboarding without the technical consultants' guidance.
Role
As the sole UX designer, I was tasked to redesign the current interface and add an onboarding flow for new SaaS users to enhance their experience. I was responsible for designing the UI, UX, and rendering layouts. I worked closely with my project manager on the copywriting and my developer on the feasibility of the designs. I created frameworks and prototypes to share the vision, design principles, and content strategy.
Vision and strategy
The vision was to build minimum viable features in the onboarding section for new clients. Identifying the features that clients wanted, and designing the product with the agile methodology was the strategy that was devised to bring out an efficient product and pleasant experience.
Timeline
I was given 12 weeks to provide an MVP for Buildfolio. I divided the design process into 4 phases. Each step of the process was given a reasonable time and at its best pace contributing to the development of the product.
Research
Firstly, I had to understand the Buildfolio's goal, which was to help organisations efficiently manage and oversee their physical assets, spaces, and infrastructure. Understanding how the functional flow encapsulates all the data required for the client's onboarding process was crucial.
Functional flow guide
Using the functional flow diagram above, I created a simplified version for developers to visualise. The core modules for the compulsory onboarding flow include 8 steps, which are broken down into mass import and default lists selection. Both are different ways that allow users to import data and collect user input intuitively. All the steps lead to a manual adjustment page, in which users can customise to the exact information required.
User-Flow Diagram
Using the simplified version done by my product manager, I created a detailed user-flow sketching out a typical user journey based on the accomplishment of specific tasks within the onboarding flow. After mapping the user-flow, we detailed the design flow for various use cases.
User-Flow Diagram (simplified)
User-Flow Diagram (detailed + key screens)
Developing a progress tracker
The onboarding process for Buildfolio is a long and tedious process that involves many steps. Creating a progress tracker allows users to be able to see how much they have done, and how many more steps they need to complete the onboarding flow.
Final Design
Default Lists screen
The primary function of the default lists screen is to allow users to have an idea and which template suits their organisation best.
Selecting a template is required, or the user can simply select the Custom oif the organisation does not fit the other two options.
Mass Import screen
By uploading a mass import Excel template, users will be able to accurately upload the exact information required. The template should also validate the file for invalid input. (e.g. wrong number of columns, wrong column names etc)
There are also options to skip to the manual adjustment screen if the organisation is small and does not require uploading the Excel template.
Reflection and Key Takeaways
- Take up challenges
Understanding the daily operations of a facility management system involves a huge volume of data and information. Despite the complex system, I researched, studied, and collaborated. This helped to elevate me throughout and allowed me to overcome and solve scalable problems.
Understanding the daily operations of a facility management system involves a huge volume of data and information. Despite the complex system, I researched, studied, and collaborated. This helped to elevate me throughout and allowed me to overcome and solve scalable problems.
- Collaborating with a cross-functional team
The ability to collaborate across cross-functional teams is an essential quality of a UX/UI designer. I had the rewarding experience of collaborating with product managers and developers across diverse platforms to deliver the product to customers.
The ability to collaborate across cross-functional teams is an essential quality of a UX/UI designer. I had the rewarding experience of collaborating with product managers and developers across diverse platforms to deliver the product to customers.
Additional Discussion
Points that are not covered in this case study but could be worth discussing in person:
- Staffing Support
- Third-Party Integrations
- Preventive & Scheduled Maintenance
View Little Guardians project
View Curbside Website project