SHIPPED
Platform McKinsey
Streamlining FinalDocs submission
I was the design lead for Platform McKinsey – an internal one stop shop and workspace for technologists to access cloud-based tooling.
Product
Platform McKinsey
Skills
Product design
Heuristic UX audit
Interactive prototyping
User research & testing
My role
Design lead
Timeline
Q1 2022
What's Platform McKinsey?
A one-stop shop for digital tooling
An internal tool that serves as a one stop shop and workspace for technologists to access cloud-based tooling in a secured environment to host their interactive client deliverables.
Some numbers for context
700
teams
30K
Internal and external users
600+
Cloud services & tools
Context
"Can you guys just upload this 10-page doc to your product?"
Although project archival do not sounds like the most exciting feature on the planet, the firm is required to keep a record of any all code, data analyses used in a client project.
We were approached by the Client data and management team, asking us to simply upload a 10-page doc with FinalDocs submission instructions on our product. Immediately, red flags were raised in my head. I set up a meeting with their team, to understand their goals better and explained why we can't simply add new UX into the product with no consideration of the holistic picture.
They agreed. So we set out to implement a MVP flow that will both help teams be compliant without breaking the existing experience.
Project goal
Design and build a MVP FinalDocs workflow that will enable users to complete the FinalDocs submission process easily while adhering to firm policy.
Key metrics
Significantly increase submission rate to help the firm be on track to meet the OKR of 100% by Q2 2023.
Out of the FinalDocs submissions received, majority of them are not up to standard (e.g. missing parts, upload wrong documents)
The main aim of this exercise was to optimize the end to end experience of FinalDocs submission and educate users on the importance and purpose of the policy
What we learned
The current FinalDocs submission is convoluted and rudimentary
We interviewed 20+ colleagues to better understand bottlenecks in the current process. We realised that current FinalDocs submission process adds a lot of overhead for data engineers, and at the same time gives very little visibility for leadership.
Major issues
Low awareness & convoluted instructions
Before a digital service can be terminated, users will need to read through convoluted guidelines and determine whether they need to submit to FinalDocs. Most users aren't aware of this policy and have a hard time figuring out what needs to be done.
Identifying materials is like searching for a needle in a haystack
If submission is required, they’ll need to tediously comb through all relevant materials and upload them to a dedicated BOX link for their project
Limited leadership visibility
Leadership have very limited visibility throughout the entire process. And will need to log on to a separate portal and verify each submission.
Process
Final Design
As a data engineer/ data scientist, I want to terminate my service while adhering to firm policies.
FinalDocs submission wizard
When a user is ready to terminate a service, they have the option to answer a few questions right in the flow, to determine whether a FinalDocs submission is required, saving time.
FinalDocs submission flow
The submission of FinalDocs, previously a manual and time-consuming task, has been streamlined. Users can now effortlessly complete the process with a simple step-by-step guide.
As a manager, I want a bird’s eye view of my projects’ FinalDocs submission status
FinalDocs submission dasboard
Team leaders can view the FinalDocs status of all his report's projects in one place
As a partner, I want to be notified my action items, and make sure my project is compliant
Approval flow
Firm partners will also be notified by email to certify and approval FinalDocs submissions.
Impact
Within 3 months of rolling out these updates:
30%
arrow_drop_up
Increase in submission rate
We have seen a massive lift in the numbers of FinalDocs submission made within the 3 months of launch
55%
arrow_drop_up
More compliant
Number of non-compliant submission have fell drastically, reducing the need for mannual audits
90%
arrow_drop_down
Time on task
Automating previously manual tasks such as, getting access permissions and locating relevant materials dramatically reduced time needed to complete a submission
