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IFF 4D Dashboard

A scratch-built research and development project management dashboard.

Key Requirements

  • Project managers (3) and a direct supervisor need to be able to track 100+ projects in various phases of R&D

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  • While not required for phone or tablet, due to variations in monitor sizes throughout the company, it needs to be responsive

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  • Ability to swap between different views of the project list (list, Kahn ban board, etc.)

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  • Ability to enter new projects

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  • Ability to edit existing projects

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  • All data points need to be added to the system by project managers

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  • Needs to be modular to accommodate functionality in later phases

Proposed Solution

  • Create a responsive layout using existing brand colors and fonts, incorporated into a 12-column system

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  • Give users the ability to enter info as needed during the R&D process, and edit existing projects

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  • Get the project back on schedule (6 months behind)

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  • Coordinate design to accommodate the business need and development deliverability

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  • Make it as modular as possible to accommodate later functionality in follow-up phases

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  • Create a mini-design system for the project

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  • Review all existing business data points, wants, and needs, and discuss the likes and dislikes of existing project management software (which was reviewed by a business previously)

Intended Results

  • Easy and intuitive interface that allows for project creation and tracking

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  • Responsive design based on a   12-column grid system for additional data views and functionality later on

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  • Quick data hits for each phase - how many projects per phase, and with one click, how many per sub-phase

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  • The ability for a user to quickly determine project status (on time, on hold, or behind schedule)

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  • Top data points within the dashboard view, with a deeper dive on the project page

International Flavors and Fragrances, commonly known as IFF, has been operating for 120 years. It specializes in creating flavors for various foods and beverages and fragrances for products ranging from dish detergent to perfume. The company is divided into two main divisions: flavors and fragrances. Each division is further organized into various departments, including marketing, research and development, shipping, and more.

 

In the case of the 4D project, I was brought on board to help the Flavor R&D team create a custom project tracking system. When I joined the IFF IT department as a contractor, the entire project was 6 months behind schedule, and the business had lost faith in the abilities of the IT department to develop a usable interface. They had started the process correctly; they began by speaking with the appropriate business leaders, end-users (in this case, 4 program managers along with their supervisor), and reviewing the pros and cons of off-the-shelf products. They even went so far as to have a design sprint. All of this happened in January 2019, and by the time I arrived in June, the project had almost come to a complete halt.

4D wall (1).png

One small part of the command center for the 4D project. A room that is 3/4 whiteboard is a beautiful thing.

I started simply: I reviewed all the notes, data and anything else I could get my hands on from the work done by the previous contractor. Then, I spoke with the business end-users, making sure that development and IT leadership were in the room. I wanted to make sure that everyone was once again on the same page, and I had a crystal clear understanding of what was wanted, needed and more importantly what my deadline was.

 

All I can say is that business wasn’t happy, IT leadership wasn’t keeping track of the project, and (happily) no one was upset with me for asking the same questions over again. However, once I began talking to them about their wants and needs (and making sure that the development team was part of the conversation), they appeared to be happier about the situation, but more importantly, they were happy that they were being heard - something that they felt wasn’t happening previously.

I began the project by discussing and reviewing the requirements, which led to whiteboarding sessions, wireframing, and ultimately creating full visual mockups. One of the main challenges was that, despite having only four end-users, each had different feature requests and preferred to search the data in various ways. To address this, I decided to focus on delivering the basics for phase 1, with plans to incorporate additional functionality in later phases.

 

In this initial phase, presented here, I aimed to create a simple interaction that allowed users to manually add data and generate a table that could be sorted and searched according to their specific needs. The existing system relied on spreadsheets to manage a few hundred projects simultaneously, so the primary goal was to transition them away from spreadsheets to a more efficient data sorting system.

 

The screens presented represent the wireframing process and the first round of visual mockups, all designed using existing brand guidelines, fonts, and colors. Given the variability in the amount of data users had, I needed to develop a home dashboard that displayed various data points for interaction. The header colors in the dashboard indicate different flavor groups—such as savory, sweet, tangy, and others—and the breakdown of each project features a nomenclature hierarchy that extends about 15 layers deep, which can be adjusted based on the user's requirements.

In this case, I can say that the UX was the easier part of the project. Unfortunately, I never got to the second round of mockups, nor did I get to see the dashboard in code, as I left IFF not long after presenting visuals.

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Thanks for reading.

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