Enhancing Asset Tracking for Delete the Divide

Enhancing Asset Tracking for Delete the Divide

At a glance
  • Leadership: Co-led a team of 8 designers to build an inventory tracking system with barcode scanning automation.

  • Workflow Optimization: Simplified processes and added visual indicators to highlight high-priority laptops for faster audits and compliance.

  • Accountability: Implemented detailed tracking to minimize funding risks by meeting grant requirements.

  • Scalable Solution: Positioned for adoption across departments, expanding its use for broader asset management.

At a glance

  • Leadership: Co-led a team of 8 designers to build an inventory tracking system with barcode scanning automation.

  • Workflow Optimization: Simplified processes and added visual indicators to highlight high-priority laptops for faster audits and compliance.

  • Accountability: Implemented detailed tracking to minimize funding risks by meeting grant requirements.

  • Scalable Solution: Positioned for adoption across departments, expanding its use for broader asset management.

Role

Role

UI/UX Designer Co-lead

Industry

Industry

Public Sector Technology

Tools

Tools

Figma, Miro, MS Office Suite

Design Team size

Design Team size

10

Project Overview

Project Overview

Project Overview

Without a unified tracking system, laptops were frequently misplaced, making it difficult for Delete the Divide (DTD) staff to monitor inventory and comply with grant regulations. The existing process relied heavily on the manual entry of asset tag numbers and logging device handoffs, which was not only time-consuming but also prone to errors. This lack of automation made it challenging for the team to ensure accurate tracking and accountability, thereby putting the entire program at risk of funding loss and compliance issues.

Without a unified tracking system, laptops were frequently misplaced, making it difficult for Delete the Divide (DTD) staff to monitor inventory and comply with grant regulations. The existing process relied heavily on the manual entry of asset tag numbers and logging device handoffs, which was not only time-consuming but also prone to errors. This lack of automation made it challenging for the team to ensure accurate tracking and accountability, thereby putting the entire program at risk of funding loss and compliance issues.

Stakeholder Concerns

Stakeholder Concerns

Stakeholder Concerns

Stakeholders (DTD administrators, the Director of the Internal Service Department (ISD), and several ISD employees) needed a solution that not only tracked the movement of laptops but also provided transparency for audits, reduced the risk of fraud, and ensured accountability for every person involved. Failure to track these assets accurately could jeopardize future funding, result in audits or investigations, and compromise the overall success of the program.

Stakeholders (DTD administrators, the Director of the Internal Service Department (ISD), and several ISD employees) needed a solution that not only tracked the movement of laptops but also provided transparency for audits, reduced the risk of fraud, and ensured accountability for every person involved. Failure to track these assets accurately could jeopardize future funding, result in audits or investigations, and compromise the overall success of the program.

“If we can’t account for these laptops, it could put our entire program at risk. We need a system that not only tracks every movement but also ensures compliance and accountability,” said one of the stakeholders during initial discussions.

“If we can’t account for these laptops, it could put our entire program at risk. We need a system that not only tracks every movement but also ensures compliance and accountability,” said one of the stakeholders during initial discussions.

Laying the Groundwork: Design Leadership and Collaboration

Laying the Groundwork: Design Leadership and Collaboration

Laying the Groundwork: Design Leadership and Collaboration

With a diverse user base and complex logistical requirements, our design approach needed to be meticulous and user-focused. As a Design Team Co-lead, I guided a team of eight designers in establishing a strategic design foundation and building strong cross-functional collaboration to ensure every solution was feasible and aligned with user needs. This was my first experience leading a team, and it presented a unique challenge: many of the designers were new to Figma and needed support to become proficient with the tool.

Given that this was the first project where some team members used Figma, I initiated Friday Figma workshops to boost their proficiency and provide a comfortable learning environment. I also encouraged open communication and made sure everyone felt valued and included, which was essential for maintaining a cohesive and collaborative team culture. This approach not only helped the designers develop their skills but also fostered an environment where everyone felt empowered to contribute and share their ideas confidently.

With a diverse user base and complex logistical requirements, our design approach needed to be meticulous and user-focused. As a Design Team Co-lead, I guided a team of eight designers in establishing a strategic design foundation and building strong cross-functional collaboration to ensure every solution was feasible and aligned with user needs. This was my first experience leading a team, and it presented a unique challenge: many of the designers were new to Figma and needed support to become proficient with the tool.

Given that this was the first project where some team members used Figma, I initiated Friday Figma workshops to boost their proficiency and provide a comfortable learning environment. I also encouraged open communication and made sure everyone felt valued and included, which was essential for maintaining a cohesive and collaborative team culture. This approach not only helped the designers develop their skills but also fostered an environment where everyone felt empowered to contribute and share their ideas confidently.

User Research and Personas

User Research and Personas

User Research and Personas

I collaborated with my team to conduct in-depth user research and develop detailed personas representing DTD staff, administrators, and warehouse personnel, ensuring our designs addressed their unique needs and challenges.

  • Scenarios and User Stories: I worked with my team to create scenarios and user stories that outlined the specific workflows and goals of each user group, helping us identify potential pain points early in the design phase.

  • Wireframing and Prototyping: I designed low- and medium-fidelity wireframes to visualize user journeys, test core interactions, and quickly iterate based on feedback during early-stage testing.

  • Cross-Functional Collaboration: I collaborated with the engineering team to evaluate feature feasibility and prioritize core functionalities, ensuring development could begin on foundational features while refining the UI components.

I collaborated with my team to conduct in-depth user research and develop detailed personas representing DTD staff, administrators, and warehouse personnel, ensuring our designs addressed their unique needs and challenges.

  • Scenarios and User Stories: I worked with my team to create scenarios and user stories that outlined the specific workflows and goals of each user group, helping us identify potential pain points early in the design phase.

  • Wireframing and Prototyping: I designed low- and medium-fidelity wireframes to visualize user journeys, test core interactions, and quickly iterate based on feedback during early-stage testing.

  • Cross-Functional Collaboration: I collaborated with the engineering team to evaluate feature feasibility and prioritize core functionalities, ensuring development could begin on foundational features while refining the UI components.

Key Challenges and Solutions

Key Challenges and Solutions

Key Challenges and Solutions

Challenge #1: Complicated User Flow for Barcode Scanning

Issue: Users struggled to navigate multiple screens to complete a scan, leading to confusion and slowing down tasks.

Iterations Explored:

  • Step-by-Step Flow: Too slow and fragmented, disrupting the user’s workflow.

  • Tab-Based Interface: Confusing and inconvenient for non-technical users.

Final Solution: A single-page interface with a bottom pop-up menu that allowed users to seamlessly switch between single-laptop and multi-laptop scanning. This reduced friction, saved time, and simplified the process.

Issue: Users struggled to navigate multiple screens to complete a scan, leading to confusion and slowing down tasks.

Iterations Explored:

  • Step-by-Step Flow: Too slow and fragmented, disrupting the user’s workflow.

  • Tab-Based Interface: Confusing and inconvenient for non-technical users.

Final Solution: A single-page interface with a bottom pop-up menu that allowed users to seamlessly switch between single-laptop and multi-laptop scanning. This reduced friction, saved time, and simplified the process.

Challenge #2: Limited Visibility for High-Priority Laptops

Issue: Users found it difficult to identify flagged or high-priority laptops within large inventories, delaying audits and critical tasks.

Iterations Explored:

  • Color-Coded Labels: Too subtle to stand out in large datasets.

  • Separate Priority Tab: Required too many steps to switch between views during audits.

Final Solution: Visual indicators directly within the main inventory view, combined with filtering options to locate flagged laptops instantly. This made audits smoother and improved transparency.

Issue: Users found it difficult to identify flagged or high-priority laptops within large inventories, delaying audits and critical tasks.

Iterations Explored:

  • Color-Coded Labels: Too subtle to stand out in large datasets.

  • Separate Priority Tab: Required too many steps to switch between views during audits.

Final Solution: Visual indicators directly within the main inventory view, combined with filtering options to locate flagged laptops instantly. This made audits smoother and improved transparency.

Challenge #3: Manual Logging of Asset Tag Numbers

Issue: Staff manually entered asset tag numbers, leading to inefficiencies and frequent errors.

Iterations Explored:

  • Dropdown Menus: Impractical for managing large inventories efficiently.

  • QR Code Scanning: Required additional hardware, creating logistical challenges.

Final Solution: A barcode scanning feature that automated asset tag entry, reducing errors and speeding up the process, allowing staff to focus on higher-priority tasks.

Issue: Staff manually entered asset tag numbers, leading to inefficiencies and frequent errors.

Iterations Explored:

  • Dropdown Menus: Impractical for managing large inventories efficiently.

  • QR Code Scanning: Required additional hardware, creating logistical challenges.

Final Solution: A barcode scanning feature that automated asset tag entry, reducing errors and speeding up the process, allowing staff to focus on higher-priority tasks.

Results and Impact

Results and Impact

Results and Impact

Accelerated Design Process

Completed Design in 1 Month Instead of 3

Increased efficiency through weekly Figma workshops and dividing work into smaller sections allowed us to streamline collaboration and speed up delivery.

Improved Accountability

Accurate Tracking of Laptops

Automated asset tracking and movement history ensured compliance and reduced the risk of funding loss due to missing devices.

Enhanced Efficiency

50-70% Reduction in Manual Data Entry

Previously, logging 50 laptops took 6-8 hours. With the new app, it now takes only 2-4 hours depending on load size, thanks to automated asset tagging and scanning.

Scalable Solution

Interest from Other Departments

The app’s success led to interest from other county departments, showcasing its potential for broader asset management applications.

Positive Stakeholder Feedback

Praise for Intuitive Design

Stakeholders highlighted the app’s ease of use and comprehensive tracking, positioning it as a standard tool for Los Angeles County asset management.

Accelerated Design Process

Completed Design in 1 Month Instead of 3

Increased efficiency through weekly Figma workshops and dividing work into smaller sections allowed us to streamline collaboration and speed up delivery.

Scalable Solution

Interest from Other Departments

The app’s success led to interest from other county departments, showcasing its potential for broader asset management applications.

Improved Accountability

Accurate Tracking of Laptops

Automated asset tracking and movement history ensured compliance and reduced the risk of funding loss due to missing devices.

Positive Stakeholder Feedback

Praise for Intuitive Design

Stakeholders highlighted the app’s ease of use and comprehensive tracking, positioning it as a standard tool for Los Angeles County asset management.

Enhanced Efficiency

50-70% Reduction in Manual Data Entry

Previously, logging 50 laptops took 6-8 hours. With the new app, it now takes only 2-4 hours depending on load size, thanks to automated asset tagging and scanning.

Personal Growth and Learnings

Personal Growth and Learnings

Working on this project allowed me to enhance and sharpen my skill set in various areas:

Team Leadership

Leading a team of eight designers for the first time taught me the value of creating an inclusive environment and encouraging open communication. This experience strengthened my ability to foster a collaborative and supportive team culture.

Adapting to Change

I learned how to effectively manage task redistribution and maintain project momentum, even when facing fluctuating team sizes and shifting requirements.

Expanding Skillset

The project allowed me to refine my problem-solving abilities by balancing technical considerations and user experience in every design decision.

Importance of Setting Boundaries

Establishing clear boundaries and managing client expectations helped me prevent scope creep and maintain focus, a lesson I’ve carried forward to subsequent projects.

Mentorship and Personal Fulfillment

Supporting designers who were new to Figma through workshops and hands-on guidance was one of the most rewarding aspects of the project. Observing the team’s growth and development reaffirmed my belief that mentorship is about nurturing confidence, building skills, and creating a safe environment where everyone can learn and contribute meaningfully.

Personal Growth and Learnings

Working on this project presented several growth opportunities for me:

Team Leadership

Leading a team of eight designers for the first time taught me the value of creating an inclusive environment and encouraging open communication. This experience strengthened my ability to foster a collaborative and supportive team culture.

Adapting to Change

I learned how to effectively manage task redistribution and maintain project momentum, even when facing fluctuating team sizes and shifting requirements.

Expanding Skillset

The project allowed me to refine my problem-solving abilities by balancing technical considerations and user experience in every design decision.

Importance of Setting Boundaries

Establishing clear boundaries and managing client expectations helped me prevent scope creep and maintain focus, a lesson I’ve carried forward to subsequent projects.

Mentorship and Personal Fulfillment

Supporting designers who were new to Figma through workshops and hands-on guidance was one of the most rewarding aspects of the project. Observing the team’s growth and development reaffirmed my belief that mentorship is about nurturing confidence, building skills, and creating a safe environment where everyone can learn and contribute meaningfully.

Reflection and Future Opportunities

Reflection and Future Opportunities

Reflection and Future Opportunities

The success of M.I.T. opens up opportunities for scaling it across other departments, supporting over 2,000 employees in managing county assets. Future iterations could include predictive analytics for inventory forecasting and expanded asset management capabilities, making M.I.T. a powerful tool for other public-sector initiatives.

The success of M.I.T. opens up opportunities for scaling it across other departments, supporting over 2,000 employees in managing county assets. Future iterations could include predictive analytics for inventory forecasting and expanded asset management capabilities, making M.I.T. a powerful tool for other public-sector initiatives.

Annahi Paez © 2023.

Annahi Paez © 2023.

Annahi Paez © 2023.