🆔Feature Passport: Improve add new Persons

Status Feature Passport

STATUS	OWNER	DATE
In proposal
In refinement - Design Research	Judith Straetemans	12/09/22
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

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 hard to revert but we might try to create a POC

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)

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

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
	Users need to go through a tedious search & userflow to add a new person

🕵️‍♂️ Use Cases

1. Adding a new person to OP

HMW

• HMW allow users to easily, quickly & confidently add a new person?

• HMW prevent users from creating duplicates?

Solution

When adding a new person, send them through automatic search

Issue: You click "new" in de Personen module > You fill out the position & organization --> you land on this search ^ where you can search for a person OR add a new person. Solution:

User flow =

• Click "add new person"

• Fill out position & organisation (ideally this is not the second step --> Hard to change)

• Fill out first & last name

• Automatic search (see "improve search") >> See if person already exist

  • If yes >> Add new position

  • If no >> Add new person

---

• Remove the option to "add a new person" before going through a list of potential matches

• Let people add a name and make it seem as if they will add this person

• In the background, automatically search (see "improve search") if that person already exists.

  • If yes, show exact & potential matches

  • Give the possibility to add this new person (there might not be a match)

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

[link to figma mockups + any explanation or extra documentation]

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.