Automation project: Lease management system

In this project we were tasked with creating an automated digital lease management system for a government entity that assists in social development housing for low income households. This system allows applicants to apply online - either through the web or app - and track their application status, once they have successfully digitally signed the lease they will have the ability to view their lease agreement and opt for termination at any given point through the system. The government entity employees will use this system to view, process, accept or decline application as well as generate and terminate lease agreements. Certain users will have the ability to create projects - apartment buildings with vacant units - which applicants will be able to apply for. Management users will have an overview of dashboards that track users, applications, leases, projects and vacancies.

Phase 1. Understand

We initiated this project with a comprehensive exploration session with the people on the ground to analyze, assess and understand the process that was in place at the time and the crucial role each person played throughout each step of the process. By gathering this insight and what we learnt about their current process, as a team, we were able to process map and create a fully automated solution that would assist in completely digitizing their entire paper dependent process. The digitalization and automation of their process allowed us to ensure:

• All documentation could be stored and easily accessed when needed.

• All work completed by staff members could be tracked through audit logs.

• A high-level overview in the form of management dashboards to track users, applications, leases, projects, and vacancies.

• Full transparency throughout the application and leasing process by keeping the applicants up to date about the status of their application.

• Accessibility to information and fairness in the application processes for all end-users.

Phase 2. Curate

Throughout this phase I focused on turning the process maps I assisted with into wireframes which then informed my unique user interface design.

• Wireframing: With the knowledge gained throughout our exploration session and the digital automated solution we crafted and process mapped I created wireframes that focused heavily on the user flows and the user journeys for each specific user, from the applicants, to the users who would review applications and create leases, I had to ensure that each flow was goal-orientated for that specific user and their needs. These wireframes and process maps played a crucial role in the success of our solution as each flow and user was very intricate and often intertwined with other flows and users so I had to ensure I was covering each aspect of the process carefully in order for the system to work together as a whole.

  
  

• User Interface Design: The user interface design that was crafted for this system was designed to align closely with their brand guidelines as this system was created for them specifically. My goal was to create an interface that is clean, stylized, and easy to navigate for all types of users, especially users that do not have a lot of experience operating a digital system as they work closely with lower class communities to assist them with subsidized housing. Throughout my designs it can be seen that the interface is simple yet engaging as well as functional and visually appealing.