Logistics app

Ming Deng calibration

Developed a logistics app for Ming Deng Metrology, streamlining client management, product tracking, and invoicing for their calibration services.

quick overview

Scenario Background

Ming Deng Metrology Services is a leader in the metrology industry, providing accurate calibration and validation services for measurement equipment across industries like manufacturing, engineering, and healthcare. As part of their digital transformation, they needed an integrated logistics app to manage client relationships, product tracking, and digitized invoicing. The aim was to modernize their operations and boost efficiency while ensuring precise service delivery.

Key Personas

Technician: Responsible for calibrating and validating measurement equipment, ensuring it meets industry standards. They need access to accurate service schedules and customer data.
Client Manager: Manages client interactions, ensuring smooth onboarding, service updates, and follow-ups. Requires tools to track service orders and manage invoices.
Business Operations: Oversees the overall business workflow, including operational efficiency, product tracking, and financial data. Needs visibility into daily operations and long-term business insights.

Unique Challenges

Scope Definition: The app needed to handle the complexities of both customer service management and technical calibration workflows without overwhelming the user. It required balancing client management tools with technical calibration records in a single streamlined platform.
Industry Standards Compliance: Ensuring that the calibration services managed through the app met strict regulatory requirements and industry standards. The app needed to support detailed record-keeping for compliance and audits.

About the client

MING DENG METROLOGY reached out to me to help them create a digital solution. They didn't want to go to a vendor without a plan. The goal was to develop an app that could jazz up their business operations, making tasks like managing invoices and customer service a breeze.

stage 1 : Quick Discovery

Getting up to speed with their business logic - Current state information architecture

getting up to speed with the business logic

I dove into exploring the current state of affairs. I rolled up my sleeves and got down to brass tacks, chatting with stakeholders to grasp the ins and outs of their daily operations. This laid the groundwork for our solutions. Here's a peek at the key areas I outlined for the app.

Discovery workshop - A Future state Scenario mapping

With the information architecture in place, I moved on to sketching out the user journey flow, capturing the big picture of how the business operates. I didn't dive into the nitty-gritty details just yet; instead, I focused on getting a sense of the initial ideas and how different parts of the business fit together.

Business needs

Digitizing Complex Worksheets:

The platform needed to digitize manual worksheets used by technicians for calibrations. These worksheets are highly technical and varied, making conversion essential but challenging due to their sheer volume and complexity.

Improving Pipeline Visibility:

The company faced delays due to a lack of visibility in their pipeline process, often resulting in slow identification and resolution of roadblocks. Implementing a dynamic interface providing real-time status updates became crucial to address this issue promptly.

Digitizing Invoices and Receipts:

The company aimed to digitize all physical copies of invoices and receipts. This task posed unique challenges, particularly in ensuring the accurate and compliant generation of electronic PDF documents.

Managing Diverse User Roles:

With users ranging from drivers and technicians to sales and management, accommodating various levels of access and catering to different user needs became a significant challenge. Designing user flows to cover the diverse requirements of each user group added complexity to the project.

Stage 2 : Exploring Solutions - IDEATION PROCESS

I analyzed the current as-is scenarios and ideated on future-state improvements, generating ideas to enhance efficiency, user experience, and overall impact.

Custom worksheet builder:

using a lego block concept vs trying to create a library of categories.
In metrology, technicians face a challenge: using different worksheets for various tests. Initially, we considered categorizing measurements into templates, but this posed a problem due to the infinite list of measurements and categories. Our solution? We developed a block system, allowing clients to create custom worksheets. This solves the issue of infinite scenarios, as closely related worksheets can be saved or edited as templates

Once a worksheet is configured to the user's satisfaction, it can be saved as a new template. This is a game-changer in terms of efficiency and adaptability. It effectively future-proofs the process against the evolving needs of metrology. Should a similar task arise in the future, technicians can now quickly pull up a saved template that closely matches their requirements and with just a few tweaks, create a new custom worksheet.
The saved templates act as building blocks for the business, continuously contributing to a growing library of customizable options that can be refined and repurposed over time. It's a solution designed for both immediate needs and long-term scalability.

Time Tracker:

In response to the need for improved operational oversight, a sophisticated time tracker section has been meticulously designed within the software system to offer a comprehensive bird's-eye view of the entire operational workflow. This innovative feature enhances visibility significantly, enabling the business owner or manager to quickly assess the status of various tasks and processes at a glance.
The intuitive color-coded system aids in identifying stages of operation — with red indicating critical roadblocks and grey representing completed items. This visual distinction allows for the immediate recognition and prioritization of areas that require urgent attention, streamlining the management process.

Additionally, the design facilitates interactivity; by clicking on a particular block, users are presented with detailed information about the current stage of each item. This could include specific metrics, assigned personnel, estimated completion times, or any delays encountered. Such granularity not only aids in tracking progress but also in identifying trends and patterns, leading to more informed decision-making.

Quotation Creation:

The journey begins in the sales department, where a new quotation is crafted. If a relevant document already exists, it can be swiftly located using our search feature. Otherwise, a fresh document is generated with ease. This flexibility ensures that each client's needs are met with precision from the outset.

Service Execution:

After the quotation is finalized, it’s seamlessly sent over to the technicians. They undertake the meticulous task of calibration, ensuring every detail is accounted for. The transition is smooth and automatic, ensuring no critical information slips through the cracks.

Finalization and Delivery:

Upon completion of the calibration, the system generates a comprehensive report. This report is meticulously formatted into a PDF document, providing a polished and professional summary of the services rendered.

Stage 3 : Heavy Documentation

From sitemaps to design systems and reusable components, comprehensive documentation played a pivotal role in facilitating the handover process from design to development.

Sitemaps provided a structured overview of the application's architecture, outlining the navigation flow and key functionalities. This served as a reference point for developers, guiding them in building the app's infrastructure and ensuring alignment with user needs.

Furthermore, we utilized atom methodology to create reusable atom elements, which could nest together to form organisms or components. These modular building blocks, spanning from UI elements to functional modules, seamlessly integrated into different sections of the application. Leveraging these reusable components allowed developers to accelerate development tasks, ensure consistency, and mitigate the potential for errors or discrepancies.

Stage 4 : Final Handover

The final handover is a detailed document with all the blueprints that an external vendor needs to give a accurate quote estimation for the project development. By ironing out potential pitfalls and adjusting scopes early on, our client saved significantly in the long run.

TIMETRACKING FLOW

Calibration Flow

Data Pricing Flow

Worksheets Flow

Lab Technician Flow

Final Thoughts

Reflecting on this journey, it's reassuring to see that design thinking, despite my limited subject knowledge in the collaboration industry, is universally applicable. Regardless of the industry, it's about orchestrating interactions on a screen to fulfill business objectives and user needs. This underscores the versatility and power of design methodologies to tackle challenges effectively and drive innovation forward.