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RESEARCH
AUDIT
INTERACTION
DOCUMENTATION
DESIGN RATIONALE
EFFECTIVE COMMUNICATION
LISTENING
NO-CODE
VISUAL DESIGN
CONCEPT DEVELOPMENT
INTERVIEWS & SURVEY
USABILITY
CRITICAL THINKING
HI-FI PROTOTYPING
Contact me for an interesting idea, collaboration, talks or coffee...
Say Hello
RESEARCH
AUDIT
INTERACTION
DOCUMENTATION
DESIGN RATIONALE
EFFECTIVE COMMUNICATION
LISTENING
NO-CODE
VISUAL DESIGN
CONCEPT DEVELOPMENT
INTERVIEWS & SURVEY
USABILITY
CRITICAL THINKING
HI-FI PROTOTYPING
Contact me for an interesting idea, collaboration, talks or coffee...
Say Hello
RESEARCH
AUDIT
INTERACTION
DOCUMENTATION
DESIGN RATIONALE
EFFECTIVE COMMUNICATION
LISTENING
NO-CODE
VISUAL DESIGN
CONCEPT DEVELOPMENT
INTERVIEWS & SURVEY
USABILITY
CRITICAL THINKING
HI-FI PROTOTYPING
Web
Live
Banking
Joel Asemota
AfreximBank
2022
Vendor Management System
Vendor Management System
Vendor Management System
Automating the vendor onboarding process of her external partner (vendors) with some core business units or internal teams of the bank.
Automating the vendor onboarding process of her external partner (vendors) with some core business units or internal teams of the bank.
01 of 09
Overview
Project Summary
Project Summary
This is a software product of AfreximBank built with the aim of automating the vendor onboarding process of her external partner (vendors) with some of its core business units/internal teams of the bank. After a successful onboarding, vendors are able to receive jobs (called work requests), submit contracts, raise invoices and process receipts for a job done and keep record of all communications for audit purposes.
This is a software product of AfreximBank built with the aim of automating the vendor onboarding process of her external partner (vendors) with some of its core business units/internal teams of the bank. After a successful onboarding, vendors are able to receive jobs (called work requests), submit contracts, raise invoices and process receipts for a job done and keep record of all communications for audit purposes.
Visit website
Business Goals
Business Goals
Enhance the vendor onboarding experience from the manual approach it used to be carried out thereby reducing the onboarding time.
Enhance the vendor onboarding experience from the manual approach it used to be carried out thereby reducing the onboarding time.
Increase the efficiency of the bank's business units from back and forths, as well as keeping correspondence of outsourced jobs to vendors.
Increase the efficiency of the bank's business units from back and forths, as well as keeping correspondence of outsourced jobs to vendors.
Storage of vendors' record and work requests, provide insights into the top vendors and better vendor selection in the upcoming jobs (work requests).
Storage of vendors' record and work requests, provide insights into the top vendors and better vendor selection in the upcoming jobs (work requests).
Team Members
1
Product Designer
2
Product Managers
4
Frontend Developers
3
11
Backend Developers
+more
3
Subject Matter Experts
2
Solution Architects
2
QA
1
Devops Engineer
My Role
Product designer: Research, Web design, Interaction design.
Industry
Finance
Tools
02 of 09
Background
Story
Afrexim, The African Export-Import Bank (Afrexim bank) is a pan-African multilateral financial institution headquartered in Cairo, Egypt. It was established in 1993 under the auspices of the African Development Bank (AfDB) to promote and finance trade within Africa and between Africa and other continents.
Prior to this digital solution that caters for her vendors, jobs were outsourced to vendors (a job could be to supply computer devices to the company) manually through paper contracts and traditional methods for negotiations and overall communications over the years. With a huge amount of businesses done over the years and an increasing amount of vendors to do businesses with, it became important to approach this in a better and more effective way and optimize for time and cost.
This was outsourced to a software agency (Revent Technologies) where I contributed as the sole product designer to bring this solution to life. On team also, there were 2 Product Managers, 4 Frontend Developers, 3 Backend Developers, 2 Solution Architects, 3 Subject Matter Experts (from Afrexim bank) who had hands-on knowledge of how it worked, 2 QA Engineers and a Devops Engineer.
Afrexim, The African Export-Import Bank (Afrexim bank) is a pan-African multilateral financial institution headquartered in Cairo, Egypt. It was established in 1993 under the auspices of the African Development Bank (AfDB) to promote and finance trade within Africa and between Africa and other continents.
Prior to this digital solution that caters for her vendors, jobs were outsourced to vendors (a job could be to supply computer devices to the company) manually through paper contracts and traditional methods for negotiations and overall communications over the years. With a huge amount of businesses done over the years and an increasing amount of vendors to do businesses with, it became important to approach this in a better and more effective way and optimize for time and cost.
This was outsourced to a software agency (Revent Technologies) where I contributed as the sole product designer to bring this solution to life. On team also, there were 2 Product Managers, 4 Frontend Developers, 3 Backend Developers, 2 Solution Architects, 3 Subject Matter Experts (from Afrexim bank) who had hands-on knowledge of how it worked, 2 QA Engineers and a Devops Engineer.
03 of 09
Problem Statements
Some of the problems highlighted by the clients were:
Using a PRD (Product Requirement Document) as a precedent, along with round-table discussions with the client and the product team, we defined the core problems as follows:
Using a PRD (Product Requirement Document) as a precedent, along with round-table discussions with the client and the product team, we defined the core problems as follows:
Inability to accurately track financials such as invoices and cost limit and keep an efficient inventory.
Inability to accurately track financials such as invoices and cost limit and keep an efficient inventory.
Difficulty with sorting of documents and contracts that binds vendors activities with the bank.
Difficulty with sorting of documents and contracts that binds vendors activities with the bank.
Difficulty with following the life span of a job (work request) from assignment to completing.
Difficulty with following the life span of a job (work request) from assignment to completing.
Communication barrier between internal units and her vendors that many result from negotiations and deliberations.
Communication barrier between internal units and her vendors that many result from negotiations and deliberations.
Inefficiency of the overall traditional approach.
Inefficiency of the overall traditional approach.
04 of 09
Approach
Solution
These problem statements guided the questions we asked during a series of interview sessions with subject matter experts who were most familiar with the vendor processes in the organization. We also interviewed about three of their vendors and a member from each business unit. This approach aimed to address the identified problems and explore potential areas of innovation to create a more efficient process. By understanding their pain points through these questions, additional research, and subsequent meetings, we devised optimal solutions.
These problem statements guided the questions we asked during a series of interview sessions with subject matter experts who were most familiar with the vendor processes in the organization. We also interviewed about three of their vendors and a member from each business unit. This approach aimed to address the identified problems and explore potential areas of innovation to create a more efficient process. By understanding their pain points through these questions, additional research, and subsequent meetings, we devised optimal solutions.
Core Modules
Core Modules
This solution is being compartalized in two parts (user personas) for a seamless interplay of processes. The first part pertains to the bank's side (which includes the business units—Compliance, BOSE, Business Departments Users, and System Support/Admin) The second part pertains to the vendors.
This solution is being compartalized in two parts (user personas) for a seamless interplay of processes. The first part pertains to the bank's side (which includes the business units—Compliance, BOSE, Business Departments Users, and System Support/Admin) The second part pertains to the vendors.
Sign up, Onboarding and Sign in
Admins sign in through a third party OKTA portal; Vendors sign up and onboard through another (the vendor's portal) either as an Individual or Corporate.
Admins sign in through a third party OKTA portal; Vendors sign up and onboard through another (the vendor's portal) either as an Individual or Corporate.
Work requests
Afrexim's users with the permission creates work requests and assigns it to a vendor; Vendors preview details, does the needful and provide invoices for job done.
Afrexim's users with the permission creates work requests and assigns it to a vendor; Vendors preview details, does the needful and provide invoices for job done.
Contracts
Admin may request, store and update binding contracts with these vendors.
Admin may request, store and update binding contracts with these vendors.
Dashboard
An overview of activities going on in the system such as total invoices, work requests. Admin dashboard has a more detailed one than the vendors.
An overview of activities going on in the system such as total invoices, work requests. Admin dashboard has a more detailed one than the vendors.
Organizational settings
To manage roles and permissions, configure currency and department and provide system support.
To manage roles and permissions, configure currency and department and provide system support.
Users
Vendor admin especially corporate vendors can invite other users giving them a set of permissions.
Vendor admin especially corporate vendors can invite other users giving them a set of permissions.
05 of 09
Process
My Process: From Discovery to Delivery
My Process: From Discovery to Delivery
We kicked off by receiving a business document outlining the core proceses involved few weeks before the first debrief session so as to get a sense of the goal to be achieved and better inform the questions to be asked. After the debreifing session, these questions were asked that resulted in further insights.
Afterward, we held additional internal sessions with the solution architect and product teams to delve deeper into the details. I created moodboards and low-fidelity prototypes of key flows, which were reviewed and refined by the team. The brand team then added more flair to the website. These efforts collectively influenced the direction of the remaining flows and the project as a whole.
We kicked off by receiving a business document outlining the core proceses involved few weeks before the first debrief session so as to get a sense of the goal to be achieved and better inform the questions to be asked. After the debreifing session, these questions were asked that resulted in further insights.
Afterward, we held additional internal sessions with the solution architect and product teams to delve deeper into the details. I created moodboards and low-fidelity prototypes of key flows, which were reviewed and refined by the team. The brand team then added more flair to the website. These efforts collectively influenced the direction of the remaining flows and the project as a whole.
06 of 09
User Research
Some Interview Questions
Some Interview Questions
🧐 Question 1
🧐 Question 1
Can you describe the current process for vendor onboarding and the challenges associated with it?
Can you describe the current process for vendor onboarding and the challenges associated with it?
💡 Key Insights
💡 Key Insights
Understand the specific pain points, inefficiencies, and manual steps that cause delays or errors. This information helps in designing features that streamline and automate these steps.
Understand the specific pain points, inefficiencies, and manual steps that cause delays or errors. This information helps in designing features that streamline and automate these steps.
🧐 Question 2
🧐 Question 2
What are the most common issues vendors face during the onboarding process?
What are the most common issues vendors face during the onboarding process?
💡 Key Insights
💡 Key Insights
Identify recurring problems vendors encounter, such as unclear instructions or lengthy approval times. Addressing these issues can improve user satisfaction and reduce support queries.
Identify recurring problems vendors encounter, such as unclear instructions or lengthy approval times. Addressing these issues can improve user satisfaction and reduce support queries.
🧐 Question 3
🧐 Question 3
How do internal teams currently communicate and collaborate with vendors?
How do internal teams currently communicate and collaborate with vendors?
💡 Key Insights
💡 Key Insights
Learn about the communication tools and methods used, as well as any gaps in communication. This can guide the integration of effective communication features within the platform.
Learn about the communication tools and methods used, as well as any gaps in communication. This can guide the integration of effective communication features within the platform.
🧐 Question 4
🧐 Question 4
What are the key compliance and regulatory requirements that need to be considered in the onboarding process?
What are the key compliance and regulatory requirements that need to be considered in the onboarding process?
💡 Key Insights
💡 Key Insights
Ensure the design adheres to necessary legal and regulatory standards, which is crucial for a financial institution. This helps in building features that facilitate compliance tracking and documentation.
Ensure the design adheres to necessary legal and regulatory standards, which is crucial for a financial institution. This helps in building features that facilitate compliance tracking and documentation.
🧐 Question 5
🧐 Question 5
What metrics or KPIs are used to measure the success of the vendor onboarding process?
What metrics or KPIs are used to measure the success of the vendor onboarding process?
💡 Key Insights
💡 Key Insights
Identify important performance indicators, such as onboarding time, vendor satisfaction, and error rates. This allows for the inclusion of analytical tools and dashboards to track these metrics.
Identify important performance indicators, such as onboarding time, vendor satisfaction, and error rates. This allows for the inclusion of analytical tools and dashboards to track these metrics.
🧐 Question 6
🧐 Question 6
What feedback have you received from vendors about their experience with the current system?
What feedback have you received from vendors about their experience with the current system?
💡 Key Insights
💡 Key Insights
Direct feedback from vendors can provide valuable insights into their needs and preferences. This helps in prioritizing features that enhance user experience and address common complaints.
Direct feedback from vendors can provide valuable insights into their needs and preferences. This helps in prioritizing features that enhance user experience and address common complaints.
07 of 09
User Persona
User persona
User persona
08 of 09
UI Solutions
Final designs
Final designs
Dashboard
Dashboard
The Dashboard provides a comprehensive overview for both admins and vendors. Admins can efficiently monitor vendor onboarding statuses, manage contract approvals, and track payment processing with real-time insights and notifications. Vendors benefit from an intuitive interface to manage work requests, submit contracts, and track payments, ensuring seamless and transparent communication with Afrexim Bank.
The Dashboard provides a comprehensive overview for both admins and vendors. Admins can efficiently monitor vendor onboarding statuses, manage contract approvals, and track payment processing with real-time insights and notifications. Vendors benefit from an intuitive interface to manage work requests, submit contracts, and track payments, ensuring seamless and transparent communication with Afrexim Bank.
Bank Users
Bank Users
Vendors
Vendors
Work Requests
Work Requests
Work requests enable Afrexim Bank users to initiate a job for a vendor, request contracts if necessary, and set a duration for the task. Vendors can then raise invoices, confirm receipts, and track the status of the work request. Additionally, both bank users and vendors can view the activity history, communicate through an integrated chat feature, and collaborate seamlessly throughout the process. This functionality ensures efficient coordination and transparency between the bank and its vendors.
Work requests enable Afrexim Bank users to initiate a job for a vendor, request contracts if necessary, and set a duration for the task. Vendors can then raise invoices, confirm receipts, and track the status of the work request. Additionally, both bank users and vendors can view the activity history, communicate through an integrated chat feature, and collaborate seamlessly throughout the process. This functionality ensures efficient coordination and transparency between the bank and its vendors.
Bank Users
Bank Users
Vendor
Vendor
Sign-up and Onboarding
Sign-up and Onboarding
Vendors can easily create an account by providing essential details and completing verification steps. Once signed up, the onboarding process guides them through submitting necessary documentation, setting up payment information, and understanding platform features. This streamlined process ensures that vendors are ready to receive work requests, manage contracts, and engage with bank users efficiently, while meeting all compliance and regulatory requirements.
Vendors can easily create an account by providing essential details and completing verification steps. Once signed up, the onboarding process guides them through submitting necessary documentation, setting up payment information, and understanding platform features. This streamlined process ensures that vendors are ready to receive work requests, manage contracts, and engage with bank users efficiently, while meeting all compliance and regulatory requirements.
Some more screens
09 of 09
Conclusion
Key Takeaways
Key Takeaways
Afrexim’s vendor management solution underscores the critical impact of automation in streamlining complex workflows within the financial sector. Developed to meet the growing needs of Afrexim Bank and its external partners, the platform simplifies vendor onboarding, work request management, contract submissions, and payment processing. Through real-time tracking, clear communication channels, and robust compliance features, it delivers a more efficient and transparent process for both vendors and internal teams.
Having successfully launched and undergone post-launch support, the system is now fully operational, with users experiencing smooth and hassle-free interactions. The absence of any significant complaints highlights the robustness of the design and its ability to meet the needs of both vendors and internal teams.
Ultimately, the Afrexim solution is more than just a tool for vendor management—it’s a catalyst for efficiency and innovation in banking operations. By reducing manual processes and creating a user-friendly interface for all stakeholders, the platform is driving improved business outcomes. As the system continues to be used, its long-term impact on both internal teams and external partners reflects a successful balance between user-centric design and operational needs.
Afrexim’s vendor management solution underscores the critical impact of automation in streamlining complex workflows within the financial sector. Developed to meet the growing needs of Afrexim Bank and its external partners, the platform simplifies vendor onboarding, work request management, contract submissions, and payment processing. Through real-time tracking, clear communication channels, and robust compliance features, it delivers a more efficient and transparent process for both vendors and internal teams.
Having successfully launched and undergone post-launch support, the system is now fully operational, with users experiencing smooth and hassle-free interactions. The absence of any significant complaints highlights the robustness of the design and its ability to meet the needs of both vendors and internal teams.
Ultimately, the Afrexim solution is more than just a tool for vendor management—it’s a catalyst for efficiency and innovation in banking operations. By reducing manual processes and creating a user-friendly interface for all stakeholders, the platform is driving improved business outcomes. As the system continues to be used, its long-term impact on both internal teams and external partners reflects a successful balance between user-centric design and operational needs.
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