🆔Feature Passport: Avoiding duplicates

Status Feature Passport

STATUS	OWNER	DATE
In proposal
In refinement - Design Research	Judith Straetemans	21/08/22
In refinement - Technical Research/Feedback
In development
In QA/ Testing
In Final state

Related documents

• JIRA-ask here

• Feature passport “adding person on search” here

• Feature passport “Copying” details of a person here

• User research on “How users search” here

Analysis

Current state

Context

• Only information of erediensten can be added/edit in OP. Information from OCMW & gemeentebesturen flows from

Full flowchart of adding/updating a Person in the current product

Full whimsical flowchart here

This is the current state with the problems I (Judith) identified.

Decisions made in the past

• Persons need to be added by position first. This is how it historically was built, we need to refactor this to input name first. Exploring if we can reverse this on JIRA

Problems

Issues identified through data research

• Looking at an Excel with duplicates;

  • 1087 = total duplicates

  • 464 = Appointed to several bestuurseenheden

  • 54 = No bestuurseenheid added

  • 61 = Duplicate with same bestuurseenheid (other position?)

  • Others;

    • Slight deviations in name Franck vs Franckx

    • Additions to the name "Franck, ontslagnemend op 1/1/22"

1. Issue: 43% of duplicates is because of several bestuurseenheden. Misspelling of names is not the main issue, adding new people to different besturen/positions (?) is. Main issue = Missing functionality to add new bestuurseenheden to existing people rather than search

2. Learning; Duplicates most often have the correct name, thus leveraging name recognition on search would work(instead of ID-identifier)

Additional context

• We do not have data on who added the duplicate

• We do not have data when the duplicate was added it, so it might have been added before the product was changed in a meaningful way (and thus the duplicate no longer the usecase today)

Issues identified through going through the current state (see flowchart above)

Usecase 1: creating a new person with a new position

1. Determining position comes first, not adding personal details. Assumption of the issue: This isn’t expected UX when you are trying to add a person (in a module called “Personen”)

2. One needs to input first name & last name 3x, including going to the same person search twice. Issue: unnecessary actions asked from the user

3. Search doesn't come first in the user flow to add a new person (adding position is) Issue: unnecessary actions asked from the user

Usecase 2: Creating a new position for an existing person

1. Inability to edit positions with an existing bestuurseenheid (bestuurseenheid a person is already part of) or add to a new bestuurseenheid of an existing person (person that is already in the database). You can only edit or add new contact details to an existing position. Issue = Missing functionality to update positions of an existing person to bestuurseenheid person is already part of OR to add to a new bestuurseenheid if you do it from the "Person" module.

Usecase 3: Search

1. Suggestive search (positions/organisation) isn’t smart Dropdown, suggestive search doesn’t allow for misspelling St. instead of Sint.

2. UX between searching on name & position/organisation is different (suggestive search vs free text).

3. No ability to filter through results for name/bestuurseenheid.... You are obliged/forced to select from a dropdown while typing. Result = less accurate search results don't show up.

4. Search on first & last name separately can easily be missed

All identified issues

Usecase	Issue	Notes
Adding existing person to a new position in another organisation (bestuurseenheid)	Missing functionality in module "personen" to add a new position to an existing person	46% of duplicate usecases
	Adding position before searching if the person already exists	Assumption; unusual UX
Adding existing person to a new position within organisation (bestuurseenheid) they are already part of	Missing functionality n module Personen
Adding a new person	Unnecessary actions asked from the user (inputting name 3x & going through the same search 2x)	Assumption; Unnecessary actions can lead to "sloppy" behavior on the user's side
Search	Bug - Search isn't pulling up existing people in "Bestuurseenheden"	Bug
	Suggestive search on first/last name shows both names in the same box	Implementation issue
	Search isn't suggestive in some fields (Bestuurseenheid / Name)	Doesn't recognize Franckx as Franck
	No ability for a list view to filter through Name/Bestuurseenheid	You need to know the exact input
	Different search UX for different fields (Name vs Organisation)	suggestive search in drop down and selection of right one vs free text and list view).

🤩 Expectations

🕵️‍♂️ Use Cases

1. Existing person with a new position in current organisation (bestuurseenheid) they already have/had a position in

2. Existing person (in database) with a (new) position in a new organisation (bestuurseenheid) they are not part of yet

3. Existing person in correct position (but the user isn't finding/identifying them through search)

Problems to solve for

• Users cannot update/duplicate certain information

• Users don't use search or use it incorrectly

• Users give the wrong search input

Solution

During a meeting of August 23, 2022 we decided to tackle the solution in 3 ways;

1. Improve userflow to decrease the number of people adding a new person (although someone already exist in the database) for a new position

2. Improve search h ux-wise and technically and educate people to use it

3. Monitor automatic reports who creates duplicates & why

During a design meeting on August 29, 2022 we decided on the following solutions & prioritization

1. Improve the userflow to add a new position to an existing person - full requirements here Fix the issue for existing users - who we believe create new (duplicate) persons in the Bestuurseenheden module. Prio 1 - Update userflow in bestuurseenheden module on the "Bedienaren" (and other positions) page so that users can add a new position to an existing person from there Fix the issue for new users - who we believe will add new positions in the Persons module Prio 2 - Update userflow & add a button for people to add a new position when they are in a Person's profile in de Personen Module

2. Improve search in Personen - full requirements here Prio 3 - Allow ability to take action on the search results page Prio 4 - Merge first & last name in 1 box for easier search Prio 5 - Add exact/potential matches

Design

This part of the feature passport is owned by the designer

User research

[If there is any user research preceding the wireframe mock-up stage, it needs to be documented here]

Mock-ups

https://www.figma.com/file/FQbpSoRU88sS4Uk3ZYqe01/Untitled?node-id=0%3A1

Technical

This part of the feature passport is owned by the technical team

[Information about the technical solutions for expectations that need it - e.g. using mu-search for showing all types of positions in one table.]

After the designer and/or the technical team finish their task, a meeting follows where the solutions are presented. The team exchanges feedback and amends the feature passport where necessary.