Check how I help modernized the communication tool for the Miriam College Alumni Engagement Office.
ROLE
Product Manager
UX/UI Designer
DURATION
May 2019 - Sept 2020
TEAM
2 Designers
5 Engineers & QA
CLIENT
Miriam College Alumni Engagement Office
AGENCY
Pragtechnologies Corp.
Full-time
About the Project
Miriam College Alumni Engagement Office handles thousands of alumni records - from grade school up to college graduate students of Miriam College. During our data gathering and information sharing meeting, they gave us an idea of their current setup and background of their problems in their manual processes. The office staff manages their records by letting alumni students fill-out paper forms then manually log the data to the excel sheets. The office also uses the same excel sheets in generating reports to filter and pull-out alumni records based on demographics, employment statistics, professional information, and involvements. With the thousand records in a file, they hardly maintain and properly encode smoothly due to the file sometimes stops and crashes while using. Lastly, on sending newsletters and announcements, they use their email account then copy-paste all the emails from the excel sheet. The office can't even gather reports to the status of the email sent, how many we're bounced and didn't received the message.
Our team proposed to build a web application for admin and alumni that all features scoped on their needs and pain points. The AIMS alumni portal developed to help alumni input and edit their information online. On the other hand, using the AIMS admin portal, the office staff can now easily add and edit alumni information and generate reports based on the information gathered. Moreover, office staff can instantly send bulk email newsletters, announcements, or birthday greetings and even extract the status reports from the emails sent. This web application is the first step for the Miriam College Alumni Engagement Office in improving and enhancing their process using digital solutions.
My Role in the Project
I started as a Lead UX/UI Designer for this project. I initially created the proper style guides to follow and designed the UI components. When the Project Manager steps back, I fill in the position and handle the project management tasks. I directly communicate with the MC Alumni Engagement Office concerns and inquiries, including managing the assignments, project deliverables, and accomplishment reports. I additionally prepared user manuals for the users of the system.
Main Takeaways
This project gave me bits of knowledge of how the alumni offices handle thousands of records in a school organization. It made me questioned for some organizations that are still on a manual-based process - how can they pull-out records and manage all the documents in paper forms? That approach is too complicated and difficult to maintain. That is why digital solutions beneficial in this era.
