ION - Procurement

 

Project
Overview

ION's procurement module bridges a critical gap in part lifecycle tracking by centralizing purchase requests and supplier data, transforming fragmented, manual processes into a streamlined, data-driven procurement workflow.

 
 

Challenges

The purchasing flow is slow due to a lengthy approval process, complex request handling, and balancing budget, quality, and timeline requirements, leading to inefficiencies and compliance risks.

  • Fragmented Request Management
    Procurement requests arrive through multiple channels (email, Slack, paper, verbal), with specialists tracking them in disparate offline systems, creating inefficient data management and poor visibility.

  • Disconnected Supplier Intelligence
    Critical supplier performance data and purchase history are stored in individual offline systems, preventing stakeholders from accessing vital information for strategic decision-making.

  • Manual Status Tracking
    Reliance on manual status updates from procurement specialists creates communication delays and reduces operational efficiency across the procurement lifecycle.

 
 
 

My Role

My responsibilities in this project:

  • User research

  • UX and UI design

  • Prototyping & Usability testing

  • Quality assurance testing.

  • Design System Update

 
 

Research

The research was conducted with six alpha clients of ION throughout different industries. Three roles are identified as the primary users in the procurement process, and they are…

  • Procurement Specialist /Purchaser (Most Frequent User)

  • Manufacture Engineer (Setup)

  • Inventory Logistic Specialist (Maintenance)

 

Takeaways

Six key themes identified from thematic analysis

  • Cost Optimization

  • Supplier Reliability

  • Technical and Performance Data Tracking

  • Speed & Efficiency

  • Real-time Management

  • Budge Tracking & Forecasting

Opportunities

  • How might we provide a clear, intuitive, and centralized overview of all the purchase requests received?

  • How might we optimize supplier sourcing for more informed and effective sourcing decisions?

  • How might we align procurement with development planning to meet plan schedules and design requirements?

  • How might we improve team collaboration to ensure better alignment with project status?

 
 

Design Ideation

Key Approaches

  • Create a landing page as a centralized location that displays all purchase request records so purchasers have a clear overview of the requests.

  • Solution of intuitive and quick access to show all related reference criteria of a supplier based on the requested part.

  • Provide supplier history and performance comparison to streamline the purchase sourcing process.

 

User Feedbacks

Prototypes of the design concept were presented to users from our six alpha clients, and the following feedback was received:

Positive Feedbacks

  • Centralized Request Management
    Procurement specialists can view and manage all purchase requests in one dashboard, eliminating the need to check multiple communication channels. They also agree to have all manual purchase requests created from the dashboard under each user’s environment as the future standard.

  • Historical Performance Tracking
    Comprehensive supplier performance data provides valuable insights that improve the process of decision-making.

  • Streamlined Supplier Comparison
    Quick reference selection tools enable efficient comparison of suppliers based on selected parts.

  • Clear Information Hierarchy
    Clear organization of crucial metrics (quality, cost, time) with sticky placement enables quick evaluation.

  • Flexible Workspace Management
    The expandable supplier analysis section allows users to optimize their viewing space based on current needs.

Area of improvement

  • Limited Part Analytics
    Missing trend history for parts, including Historical purchase prices, Quantity trends, Inventory forecasts, Storage requirements, Special handling instructions, etc.

  • Communication Limitations
    Lacks integrated supplier communication features for bulk quote requests, response collection, and quote comparison tools after receiving replies.

  • Incomplete Shipping Information
    Missing shipping-related features, shipping cost comparisons, eta comparisons, special logistics requirements, and manual input options for new quotes will be helpful.

  • Complex Interface Navigation
    Multiple expandable sections and horizontal scrolling may create a learning curve for new users.

  • Limited Mobile Optimization
    Horizontal layout and detailed comparison views may not translate well to smaller screens.

  • Data Visualization Gaps
    Lacks graphical representations of trends and comparative analyses that could enhance decision-making.

 

Design Revision Focus

Design Revision Focus after the stakeholder review:

  • Part Analytics Integration

  • Supplier Communication Hub

  • Shipping and Logistics Enhancement

  • Advanced Comparison Features

  • User Experience Optimization

Purchase Requests Dashboard

  • Status Overview
    Intuitive status counters provide instant visibility of all purchase requests, enabling quick assessment of the procurement pipeline at a glance.

Part Analytic Integration

  • Part Analytics Integration
    Each request line features integrated price trend visualization, displaying historical purchases, current allocations, and demand forecasts for informed decision-making.

Suppliers Comparison Tab

  • Intelligent Quote Management
    Streamlined quote request workflow with quick-select filters and integrated messaging - enabling one-click inquiries to all selected suppliers while maintaining a centralized communication thread for efficient response tracking and decision-making.

Shipping options comparison

Auto Planning

  • AI-Assisted Autoplan
    Auto Plan optimizes supplier assignment through intelligent analysis of historical purchase data, performance metrics, and special requirements. The system evaluates crucial factors, including:

    • Suppliers rating

    • Past Purchase Patterns

    • Quality Ratings

    • Delivery Performance

    • Cost-effectiveness

    • Compliance Requirements

Generated Purchase Order.

Takeaways

Another round of Prototype Demo and Usability Testing sessions were conducted with the previous participants from the six alpha clients.

The overall reception of the design revision was excellent, as it can immediately impact the users in the procurement and purchase process.

The development plan divided the design into three phases to execute after the impact & effort evaluation by the stakeholders. These phases are:

  • Status Driven Dashboard

  • Part Purchase History Analytics

  • Supplier Comparison & Communication Hub

Additional Feedback & insight for future development improvement.

  1. Advanced Analytics Integration
    - Implement Predictive analytics for demand forecasting and price trends.
    - Add trend analysis visualization.
    - Include cost optimization suggestions

  2. Communication Enhancement
    - Integration to the outside messaging system (Slack, Team, etc.) and task management system (Linear, Asana, Jira) with the purchase requests module.
    - Add collaborative annotation features.

  3. Mobile Optimization
    - Create a simplified view for basic tasks.
    - Ensure touch-friendly interactions.

  4. Automation Expansion
    - Automate routine purchase request/purchase order creation. i.e., Purchase Request automatically sent or even processed to Purchase Order when the part’s inventory minimum quantity threshold has been crossed.
    - Add intelligent alerts for price changes from suppliers, shipping, certification, and/or other related matters.
    - Implement automated compliance checking of parts, suppliers, and regulations.

  5. Customization Features
    - Allow user-defined comparison metrics
    - Enable custom dashboard layouts
    - Add customizable quick reference filters.