Project Overview
Client: LINQ (Education Software)
Industry: Education Technology & ERP
Project Type: ERP and Accounting System Design & Feature Development
Role: Design Manager & Lead Designer
Project Summary
As the Design Manager at LINQ, I was responsible for leading several major design initiatives for their ERP and Accounting system. This included the creation of a dynamic reporting feature that allowed users to build custom reports, the development of a new Purchase Order module to streamline outdated processes, the redesign of the payroll flow to improve user experience, and the creation of a new accounting module for schools to track and report financial data back to their districts. These initiatives focused on improving usability, efficiency, and data management for school administrators and staff.
Goals & Objectives
LINQ’s ERP and Accounting system was a critical tool for school districts, but several features were outdated, difficult to use, and unable to meet the growing needs of users. My objective was to address these pain points through a series of targeted design initiatives aimed at:
- Enhancing Flexibility: Allow users to customize their data reports, streamline workflows, and access financial tools that meet their specific needs.
- Improving Usability: Redesign key features like payroll, purchase orders, and accounting tools to make them easier to use, reducing friction and increasing user satisfaction.
- Supporting Schools & Districts: Provide schools with better tools for managing accounting and financial reporting, helping them maintain compliance with district and state requirements.
Research & Discovery
User Research:
Before initiating each design project, I conducted extensive research to understand how users—primarily school administrators, finance staff, and IT personnel—were interacting with LINQ’s ERP and accounting tools. The main pain points identified included:
- Clunky, Outdated Interfaces: Users found the existing Purchase Order and payroll systems difficult to navigate, often requiring multiple steps to complete basic tasks.
- Rigid Reporting Tools: Users expressed frustration at the limitations of pre-built reports, which didn’t provide the flexibility they needed to pull custom data.
- Lack of Visibility for Schools: School administrators needed an easy way to manage their budgets and financials, while ensuring data could be reported back to the district seamlessly.
Competitive Analysis:
I also conducted a competitive analysis of other ERP and financial tools in the education space to identify best practices and areas where LINQ could gain a competitive edge. This informed decisions around improving the user experience, streamlining workflows, and introducing custom reporting features.
Design & Strategy
1. Dynamic Reporting Feature
Objective:
Create a flexible reporting tool that allowed users to build custom reports, pulling the specific data they needed from LINQ’s system.
Design Approach:
I designed a drag-and-drop interface where users could easily select data fields, filter information, and preview reports in real time. The tool also allowed users to save custom report templates for future use. To ensure it was easy for non-technical users, I focused on simplifying the user interface, using plain language and clear visual cues to guide users through the process.
Key Features:
- Customizable reports with drag-and-drop functionality.
- Filter options to refine data sets based on user needs.
- Saveable templates for recurring reports.
- Real-time data updates, allowing users to access the most up-to-date information.
2. Purchase Order Module Redesign
Objective:
Replace the outdated, cumbersome Purchase Order system with a streamlined, user-friendly interface.
Design Approach:
I led the redesign of the Purchase Order workflow to simplify the entire process. By reducing the number of steps and incorporating more intuitive navigation, we were able to make the system much more efficient for users. The new module featured clear action buttons, a simplified approval process, and integration with other parts of the system, allowing users to track orders, manage budgets, and process approvals more easily.
Key Features:
- Simplified purchase request and approval flow.
- Real-time tracking of purchase orders and budgets.
- Integrated with accounting tools for seamless financial management.
- Clean, modern UI with reduced clicks to complete tasks.
3. Payroll Flow Redesign
Objective:
Improve the usability of the payroll system by making it easier for school administrators to process payroll and manage employee information.
Design Approach:
The original payroll process was overly complex, requiring users to navigate multiple screens and steps to complete payroll runs. I redesigned the payroll system to consolidate key functions into a single, user-friendly dashboard. The new design allowed administrators to easily manage employee data, review pay summaries, and complete payroll in fewer steps.
Key Features:
- Centralized payroll dashboard for quick access to all payroll functions.
- Streamlined employee data management and pay summary review.
- Faster payroll processing with fewer navigation steps.
- Simplified error-checking process to reduce payroll mistakes.
4. School Accounting & Reporting Module
Objective:
Build a new accounting module that allowed schools to track their budgets, manage expenses, and report financial data back to the district.
Design Approach:
I designed this module to give schools more control over their financial data, while ensuring compliance with district requirements. The interface allowed school administrators to enter and manage their expenses, generate reports, and automatically sync data with district-level accounting systems. To enhance usability, I included visualizations such as charts and graphs to help users quickly understand their financial status.
Key Features:
- Budget tracking and expense management tools.
- Reporting capabilities to ensure compliance with district and state financial reporting requirements.
- Automatic syncing with district-level accounting systems.
- Visual financial summaries for easier interpretation of data.
Implementation & Development
I worked closely with the development team to ensure the designs were translated into functional, user-friendly interfaces across all these projects.
Front-End Development:
I collaborated on building responsive, intuitive interfaces using modern web technologies, ensuring the design worked seamlessly across desktop and mobile devices.User Testing & Iteration:
Each feature underwent multiple rounds of user testing with school administrators and finance staff to gather feedback and make necessary refinements. This helped us ensure that the final product was tailored to the users’ real-world needs.
Outcome & Results
The design initiatives I led at LINQ resulted in substantial improvements in user satisfaction, system efficiency, and adoption rates:
Dynamic Reporting Tool:
The introduction of custom reporting options increased user satisfaction by 40%, allowing school administrators to easily access and manipulate the data they needed without waiting for IT support.Purchase Order Redesign:
The new Purchase Order module reduced the time required to submit and approve orders by 30%, significantly improving workflow efficiency.Payroll Flow Redesign:
Administrators reported a 25% decrease in the time needed to complete payroll runs, thanks to the streamlined payroll process.School Accounting Module:
The new accounting module allowed schools to more easily manage their financial data, resulting in a 20% increase in compliance with district reporting deadlines.
Lessons Learned & Reflections
This series of projects underscored the importance of designing with the end user in mind. By conducting thorough research and continuously iterating based on user feedback, we were able to create tools that not only improved efficiency but also empowered users to take control of their data. One key takeaway was the value of making complex processes, like custom reporting and payroll, accessible to non-technical users.
Moving forward, maintaining a focus on usability and flexibility will be crucial in ensuring LINQ’s systems continue to meet the evolving needs of its users.