Project Overview

The project focused on enhancing the bid management processes by introducing the capability of managing “Potential Vendors” within WR1, a platform utilised by our company for procurement and vendor management. This functionality allows the creation of “Potential Vendors” who are not yet engaged in active business with our company, enabling them to participate in the bid process without undergoing the full vendor application workflow. Axure RP was my primary design tool.

Problem Statement

Previously, vendors could only be added to the system once they were actively doing business with the company. This limitation created a gap in managing prospective vendors during the bidding process. Without a way to track and evaluate these vendors within the system, there was no streamlined approach to include them in bids, nor was there a mechanism to convert them into active vendors if they won a contract.

Solution Statement

A new “Potential Vendors” workflow designed and accessible through a dedicated tile in WR1. This will provide users the ability to search for, create, and manage potential vendors. Key features include:

  • A tailored workflow for potential vendors, ensuring their data remains within WR1 and is not interfaced to SAP unless converted to active vendors.

  • Security role-based access to segregate visibility and ensure data integrity.

  • Integration with bid management tools, including filters for potential vendors and quick conversion options for award-winning bids.

  • A manual conversion process that transitions potential vendors into active vendors, triggering the necessary SAP integration and additional data collection.

Low Fidelity Wireframes

Process:

  • Conducted iterative design sessions to ensure alignment with business requirements and user expectations.

  • Used stakeholder feedback to refine core functionalities, such as search, data entry, and workflow visibility.

Feedback:
Stakeholders requested improved differentiation between potential and active vendors within the bid management section.

High Fidelity Wireframes

Refinements:

  • Enhanced the visual hierarchy to prioritise critical actions, such as “Convert into Vendor” and bid tracking filters.

  • Implemented step-by-step guidance within the vendor creation process to reduce user confusion.

    Impact:
    Reduced onboarding time for new vendors, improving the efficiency of the bid management process.

Design Iterations

Major Changes:

  • Explored multiple workflows for potential vendor creation, focusing on user accessibility and data integrity.

  • Evaluated tile placement and role-based security configurations for optimal usability and access control.

  • Conducted stakeholder reviews to refine functionality and ensure alignment with our company’s needs.

Final Designs

The final product was a new workflow with the ability for users to search for, create, and manage potential vendors. Key highlights included:

  • Developed a dedicated workflow for potential vendor creation, including search and input functionality.

  • Designed a clear and efficient manual conversion process, ensuring minimal disruption to existing systems.

  • Integrated bid management tools with new filters and quick links for smooth vendor tracking and conversion.

Product Success

  • Enhanced bid management efficiency by integrating potential vendors directly into the workflow.

  • Improved compliance and data security through role-based access and isolated data storage in WR1.

  • Received positive feedback from stakeholders on the usability and flexibility of the new functionality.

What I Learned

  • The importance of aligning user workflows with technical constraints to ensure seamless integration.

  • How iterative stakeholder collaboration leads to refined and more effective design solutions.