BGC Saskatoon Enrolment Portal
The Problem from BGC Saskatoon
BGC Saskatoon would like to develop an Enrollment Portal, allowing parents to independently enroll their children and complete the necessary forms online. This initiative is driven by our commitment to enhancing efficiency for the teachers, reducing the likelihood of errors, and saving valuable time for both parents and staff. The portal empowers parents to fill out enrollment forms at their convenience, ahead of the center's opening times, streamlining the entire process. By leveraging technology to simplify administrative tasks, we aim to create a more seamless and convenient experience for families while enabling our dedicated teachers to focus on providing the highest quality care and education to the children in our centers.
UX Design Research
Card Sorting
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- I would like to evaluate the information architecture of the portal according to the stakeholders' requirements.
- I gathered the teams and sort the participants' ideas and information into different categories.
- Based on the features and pages listed before, I would like to fill the gaps and flexibilities in the existing IA.
What to Achieve
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Pre-filling Enrollment Forms: Parents can proactively fill out enrollment forms on their dedicated profile page ahead of the enrollment date, promoting efficiency and simplifying the registration process upon arrival at the center.
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Public Enrollment After Opening Day: The portal allows for public enrollment even after the opening day, providing flexibility for parents who may need to enroll at a later date, contributing to a more inclusive and accessible enrollment process.
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Parent Profile Page for Enrollment: The parent profile page not only allows for pre-filling forms but also serves as a centralized hub for parents to check enrollment details, ensuring transparency and enabling them to stay informed about their child's enrollment status.
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Waiting List Details: The parent profile page further provides a convenient feature for parents to check waiting list details, offering transparency and timely updates on their child's enrollment status. This feature enhances communication and ensures parents are well-informed throughout the enrollment process.
Design Highlights
Login Credentials
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Phone Number Verification: The Parent Portal utilizes a phone number-based verification system for login purposes. This approach ensures a secure and efficient authentication process, allowing parents to receive a verification code on their registered phone number. This method not only enhances security but also simplifies the login process, making it easy, quick, and efficient.
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Ease of Use: By employing the phone number as the primary login credential, we eliminate potential ambiguity associated with other portal credentials. Parents can seamlessly log in using their phone number, streamlining the user experience and reducing the likelihood of login-related issues.
User Center
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Mandatory Enrollment Form Completion: Prior to enrolling their child(ren) in a daycare center, parents are required to complete all necessary enrollment forms. This ensures that all relevant information is provided, streamlining the enrollment process.
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Access to Enrollment and Waiting List: Upon completing the enrollment forms, parents gain access to the option of enrolling their child(ren) in available daycare centers or opting to join the waiting list. This step-by-step process offers flexibility and allows parents to make informed choices based on their preferences and center availability.
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Comprehensive Center List: All centers added during the enrollment process will be conveniently listed under the child's name. This comprehensive list includes detailed information about each center, such as location and capacity. Additionally, the status of each center is clearly indicated, providing parents with real-time updates on availability.
Enrolment Centre List
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Pre-Enrollment Center List: Parents can access the Parent Portal before the open enrollment date to view a comprehensive list of available centers. This feature allows parents to explore and plan their enrollment choices well in advance.
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Real-time Status Display: Provides a real-time display of the status and availability of each center's capacity. Parents can easily check the current occupancy, helping them make informed decisions during the enrollment process. This transparency ensures that parents have accurate information about the availability of spaces in each center.
After Releasing
I developed a prototype for the Parent Enrolment Portal and presented it to stakeholders, seeking their perspectives on the existing design. Following a collaborative meeting where valuable insights were shared, I incorporated design changes to enhance the portal.
After a subsequent discussion with stakeholders to confirm the adjustments, we successfully released the first version of the portal. The feedback received has been overwhelmingly positive, indicating a strong alignment with the intended user experience.
Encouraged by this response, we are now considering expanding the reach of this portal, transforming it into a product that can benefit other similar centers. This positive outcome reflects our commitment to continuous improvement and responsiveness to the needs of both stakeholders and end-users.