CELA Contract Management
Microsoft Corporate, External, and Legal Affairs (CELA) works on cutting edge business and regulatory issues pertaining to Xbox Games. Their complex contracting vehicle required a robust bespoke system that allows for contracting documentation and traceability. The CELA contract tracker aims to meet that challenge.
Parts of the project are under NDA agreement, and I am unable to show full design iterations
Overview
Project Goal
Microsoft CELA team had a problem keeping track of their contracts. I was tasked with creating a contract management system with automated reminders, along with various business requirements. This tool was created as an add on module to the release tracker.
My contributions
As the only UX designer on the team, my role was to lead the redesign efforts by conducting user interviews, domain research, competitive analysis and more.
My contract with Microsoft came to an end before I could gather the final metrics of the new tool.
The problem
Due to confidential nature of the contract vehicles, Microsoft’s CELA team did not use any existing contract management tool in the market. Instead, they opted track the contracts on a shared excel document on Microsoft’s private servers. This simplicity resulted in missing of contract deadlines, lots of miscommunication, and overall bloating of the contracts due to multiple edits and addendums.
The solution
A custom tool that allows complex contracting vehicles to be easily created, maintained, cross linked, and modified.
Design process
User Interviews
User interviews uncovered significant issues with the current system, revealing a disorganized method that adversely impacted productivity and efficiency. Participants highlighted the challenges of navigating through the system, often resulting in wasted time deciphering the essential details of "who, what, when, where, and why." The lack of a streamlined process not only impeded productivity but also created frustration among users who found themselves grappling with unnecessary complexities, emphasizing the critical need for a more organized and user-friendly solution.
Missed Deadlines
Users kept missing deadline due to not being able to track dates that were ever changing.
Lack of Communication
With multiple people working on the same contract, it was difficult to keep all communications in one place.
Missing Files
The excel document tracked linked files - however the links were broken if the file was moved/deleted/or had a name changed.
Lack of Automation
There was no automation, users had to constantly update the deadline dates, and sort by dates to see which contract needed attention.
Lack of Updates
Users had no way of knowing which sections of the contract had been updated since they last accessed the document.
Lack of Context
Users had no way of knowing who updated the content and why.
Market Research
Since the tool did not exist, and all i had to go on was what the issues the stakeholders had highlighted, my research primarily involved examining online tutorials of established platforms, with a focus on iCertis Vendor Management and Concord Contract Management Software. These tutorials provided valuable insights into industry best practices, functionalities, and user interfaces. By analyzing these existing tools, I aimed to understand the key features that contribute to a successful contract management solution. This external exploration, while limited to online resources, served as a foundational step in gathering inspiration and ideas to inform the design process for the new tool.
I viewed tutorial videos of popular contracting tools to understand optimal user flow and best practices.
Comparative/Competitive Analysis
Competitive analysis was primarily focused on criteria that were the basis of user pain points.
Ideate (partially under NDA)
Due to time constraints, wireframes were not developed; instead, efforts were directed towards exploring high-fidelity components that had already been established during the creation of the portfolio tracking tool.
Note: I am unable to show the final screens, because they contain sensitive information. Most of the screenshots here have dummy data
Deliver
Streamlined and User-Friendly Navigation
Ensuring intuitive navigation and maintaining consistency across various contracting entities are pivotal for usability. The new tool optimizes screen real estate for contract data, strategically placing action-oriented buttons in the front-end to facilitate quicker access to the most common tasks within the platform. Configurable menus, sidebars, and drawers enhance the swift execution of tasks, while the highly adaptable homepage empowers users to initiate their work promptly, avoiding time-consuming navigation. For instance, each user can enjoy an individually personalized or organizationally specific homepage that promptly displays their pending tasks, relevant agreements, and contracts with urgent deadlines upon login, eliminating the need for valuable time to be wasted.
Efficient Search and Filtering Capabilities
With hundreds of contracts to manage per game, CELA emphasizes the need to swiftly locate pertinent documents. The enhanced tool incorporates robust search functionalities that scan through document metadata and text, delivering results promptly. Instant search not only reveals outcomes but also provides document context, allowing users to rapidly access relevant information.
Dynamic Agreement Insights
The intuitive personalization and data presentation principles extend to individual agreements, with dynamic agreement dashboards highlighting crucial sections relevant to specific roles. For instance, a legal approver's agreement dashboard would differ from that of a finance approver. Split previews facilitate side-by-side viewing of agreement documents with all cataloged terms, including clauses and obligations. Effortless addition of agreements and supporting documents is enabled through a convenient drag-and-drop feature. Furthermore, online editing of agreements allows for straightforward, real-time collaboration on documents.
Detailed search filters for Contracts, and Game Titles (two on the left)
Dynamic notification panel (two on the right)
Final Result
The newly introduced contracting tool empowers users to:
Obtain comprehensive visibility across the contracting landscape through dynamic, customizable dashboard views that offer contextually relevant insights.
Delve into specific contracts with role-specific agreement dashboards, ensuring deep visibility into contract data tailored to the user.
Enhance user productivity by facilitating quicker navigation, improved organization of actions, and real-time collaboration on contract documents.
Expedite the processes of creating, reviewing, and analyzing contracts with advanced, intuitive features designed for contract creation, tracking, and analysis.
Stay informed about contract deadlines through automatic email notifications, pop-up alerts, and global calendar updates.
Key Takeaways
The takeaway from this project underscores the non-linear nature of the UX process, challenging the notion of a clear-cut, step-by-step journey. In the dynamic reality of project constraints—be it time limitations, budget constraints, limited user access, or organizational culture—there are instances where adherence to the traditional UX methodology becomes impractical. Navigating through these hurdles, this project became a significant exercise in adaptability, requiring me to craft solutions without the luxury of following conventional steps. In hindsight, this was a blessing in disguise. It allowed me to develop crucial skill of balancing the ideal UX approach with practical considerations, demonstrating the resilience and creativity needed when facing real-world limitations. The project served as a reminder that in the diverse landscape of design challenges, flexibility and adaptability are key elements in delivering effective solutions.