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Harikesh
LIBSYS
Role
UI/UX Design
Duration
12 Weeks
Tool
Figma
Team
Product Manager
Copy Writer
About LIBSYS
LIBSYS Ltd is a Delhi NCR-based software company, that is engaged in providing software solutions since 1984.
LIBSYS offers a wide range of solutions that include a Library Management System, ERP solution, Common Admission Platform(CAP), CRM and many more
In early 2021 LIBSYS developed a Common Admission Platform(CAP) that allows academic institutes to set up their admission processes for various programs of study and invite applications from prospective students.
To provide support to their client they developed a CRM that acquires, manages, and nurtures admission leads and converts them to enrollment.
How LIBSYS
Empowers its Clients
Library Management
Provide enriching experience to library staff and users by managing its entire function
Classroom Management
An end-to-end software suite for managing academic courses throughout the semester
Business Applications
Provide tools to maintain information flow between various functions
Context
Overview
This CRM is an education CRM that is designed and built for the education industry. It has a centralized lead-capturing platform to capture leads from various sources. The leads are assigned to different counselors and the job of the counselor is to convert that lead in opportunity by successfully enrolling them into the institute.
The CRM unifies all the scattered approaches of the admission team and empowers them to engage and enroll their candidates efficiently.
My Role and Responsibilities
I, as a Product Designer was responsible, for designing the MVP version of the CRM. For this, I followed an iterative approach to gather feedback from stakeholders and eventually deliver the final designs and detailed prototypes. Responsibilities included:
Requirement
Gathering
Research and Ideation
Gathering
Feedback
Visual Design
Prototyping and Documentation
Timeline
Over the six-week timeline, I had four creative reviews where the design team gave feedback and critiques, and two stakeholder reviews where multiple stakeholders gave higher-level business direction.
Project Brief
Early Thought
In early 2021 LIBSYS developed a Common Admission Platform(CAP) that allows academic institutes to set up their admission processes for various programs of study and invite applications from prospective students.
To provide support to their Sales, Marketing, and Operation team LIBSYS thought to develop a CRM that acquires, manages, and nurtures admission leads and converts them to enrollment.
Traditionally, educational institutions gather leads and queries for admissions from various sources and keep track of them in numerous spreadsheets or tools. This leads to lead leakage and duplication, which leads to increased marketing spending and missed chances.
The Challenge: We needed to find a way to accumulate lead in a common place to eliminate lead leakage and lead duplicacy.
Design Process
Understanding the
Problem
Understanding the
Users
Iterating Solution
and Structure
Wireframing and
Final UI
Prototyping and
Testing
Initial desk research
I learned a little bit about admission counselors' duties by doing some preliminary desk research. Make an effort to figure out the problems with the current setup and the challenges they face daily to do this.
Managing a large number of applications is a time-consuming operation. It requires manual processing, the possibility of data entry errors, and challenges with document management. Communication with candidates becomes more difficult.
Understanding the problem
The problem space
Understanding the users
Probing deeper and validating the problem
It was important to speak to a diverse group of individuals so I could get a more holistic understanding of the work experience. I focused especially on how much of their work was done manually. Their primary work includes:
- Collecting leads from various sources either online or offline
- Responding to inquiries from prospective students and their parents.
- Providing information about the institute's programs, admission requirements, tuition fees, and other relevant details.
​- Evaluating applications and supporting documents submitted by prospective students.
- Managing the processing of applications through the admission system.
- Planning and participating in recruitment events, such as college fairs.
- Maintaining accurate and up-to-date records of applicants and their admission status.
- Generating reports and statistics related to admissions leads.
- Corresponding with applicants via email, phone, or in-person meetings.
- Keeping applicants informed about their application status and any additional requirements.
- Following up with students to ensure they complete the necessary enrollment steps.
Synthesizing my findings
Insights
Handling a large volume of applications manually results in lead leakage and duplication.
There was no streamlined lead capturing process for the admission team to attract and enroll students efficiently
It was difficult to engage and follow every potential student from inquiry to enrolling while managing a huge amount of disorganized data.
There were no customer data insights or reports available to assist the admission team in optimizing their strategy and making well-informed decisions.
Iterating Solution
My design challenges were then, how might we...
Feature List
Automated Tool
Leads will capture automatically at a common place
Admission Workflow
Admission workflow for a lead will go through 7 stages
Communication Tool
Automated template based communication tool for follow up
Marketing Tool
Automated tool for sales team to do marketing
Report & Analytics
Customizable reporting tool to analyze data and performance
Initial Idea Explored . . .
Several design sprints and rapid sketching sessions helped me come up with 7 initial ideas, 3 of which I developed into divergent concepts to prototype and get reactions from test users.
User Flow
The project is under NDA: Since the work is under NDA, all insights and materials that could harm the company are hidden.
Dashboard Iterations
Iteration- 1
Iteration- 2
Iteration- 3
Style Guide
The choice of Purple as the primary color conveys a sense of uniqueness, sophistication, or modernity because of its associations with royalty, luxury, and creativity, It conveys a sense of elegance and innovation. The color's calming effect, gender neutrality, and ability to provide contrast also make it a practical choice.
Primary Color
Base Color
Extended Palatte
Neutral Color
Accent Color
Poppins was chosen as a font because of its clean and legible design, which makes it easy to read on various screen sizes and resolutions. The font's contemporary and clean design, makes it well-suited for modern UI trends. Its rounded letterforms and open counters contribute to a friendly and approachable feel.
Aa
Poppins Bold
Aa
Poppins Semibold
Aa
Poppins Regular
The project is under NDA: Only parts of the project are highlighted here, please contact me for the entire design.
Final Dashboard Design
Learnings
Product Design from scratch
I was forced outside of my comfort zone when asked to build a complete design from scratch considering details for each aspect. I had never built a product from scratch with that degree of detail. As a result, I improved my product thinking, and product strategy for making a product from scratch.
Project management - Setting the right expectations and managing multiple projects at the same time
At first, I struggled to estimate design delivery time. With time and proper feedback from my manager, I improved by:
- Communicating delays upfront
- Sharing early to reduce waste and ensure alignment
- Under-committing and over-delivering
- Adapting to scope changes and feedback loops
Increased efficiency as a UI Designer - consistency and speed
Amidst changing requirements and stakeholder input, tight deadlines caused design revisions. I embraced it as a challenge, seeking efficient UI design methods. Figma's component and auto-layout features proved essential, enabling swift feedback incorporation and design consistency
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