PLINY E erp APPLICATION
UI/UX DESIGN LEAD
Product Design // Design Operations // Capacity Building// User Research // Usability Testing // User requirements // User Stories
BACKGROUND
The Pliny E erp application is an accounting/Financial application created and managed by Imagination Tools limited. This application is used by some government agencies for their day to day running of the office. It is an application created with the intention of moving from the crude way of handling official accounting/Financial processes to embracing a digital way of carrying and handling this processes seamlessly to build transparency and adoption of technology. This application is used by some government agencies like Livestock Productivity and Resilience support project (L-pres), Nigerian education loan fund (NELFUND), National Health Insurance Scheme (NHIS),The Bursary office; Amadu Bello University Zaira, Federal Inland Revenue Services (FIRS), The Director finance and accounts; Office of the secretary to the federal government of the federation, General service office, Utako Microfinance Bank etc. This application has several features like; store/inventory management, treasury/cash management, fixed asset management, procurement planning and contract administration, human resources administration, financial accounting, payroll administration etc. The Pliny E erp application is used for raising and creation of Payment vouchers(PVs), Retirement of vouchers, Receipt vouchers, Payment mandates, Journal vouchers, payment approval contracts, keeping previous years advances records etc. More also, this application has features like the stores and assets management register where records of an organizations assets are saved to form a modality and common assets register. Each asset has its individual code for easy identification and asset tagging.
DESIGN
The design of the web browser version of the Pliny E erp application is needed to create a better user experience for users in government agencies to use this application. A thorough user research and usability testing was carried out to ensure the best and seamless user experience for users of the application.
PLINY E erp APPLICATION // RESEARCH + DESIGN
Observations
30%
User Experience in Treasury and cash management
90%
User Experience in community Feature
80%
User Experience in Human resources Administration
100%
User Experience assets tagging and creating unique identifier or code for each asset
70%
User Experience in raising PVs, RVs, Payment approvals and Retirements
100%
User Experience in needing an accounting software application
100%
User Experience in needing digital application for payroll administration
90%
User Experience in keeping tract and records of previous years advances
PLINY E erp RECEIPT VOUCHER LIST AND FORMS SELECTED UIs
RECEIPT VOUCHER LIST AND FORM FEATURE
BACKGROUND
Government organizations in Nigeria have various short-term financial obligations to suppliers and vendors throughout an accounting period. The receipt voucher feature on the app is used by organizations to keep track of received funds or any payments (cash/cheque) from an external parties. like Central Bank of Nigeria (CBN) to perform their monthly/yearly financial obligations and expenditures. Government Organizations receive funds from external bodies like CBN, EFCC,, IPPIS, etc. for their yearly/monthly expenditures like salary payments, Facility maintenance and management, Office management, stores/ inventory requisitions, Miscellaneous etc
A voucher is a document used by an organization’s account payable department to gather and file all of the supporting documents needed to approve the payment of liability. A voucher is a document used by a company’s accounts payable department containing the supporting documents for an invoice. The Pliny E erp software has Payment vouchers features, Receipt vouchers, Payment approvals, mandate, retirements of mandates etc
A voucher is essentially the backup document for accounts payable, which are bills owed by organizations to vendors and suppliers.
Documents in a voucher can include the supplier's invoice, amount owed, due date, general ledger accounts, and shipping receipts.
All of the amounts of outstanding vouchers owed are totaled, and the one lump sum is recorded as accounts payable on the balance sheet.
Vouchers are also used by governments and private businesses, which are then redeemable for various goods or services.
PERIODIC BANK RECONCILIATION FEATURE
BACKGROUND
Accounting bank reconciliation is a process that compares an Organization’s cash balance to the cash balance in the bank. This process is used to identify errors, discrepancies, and fraud, and to ensure that a Organization’s cash records are accurate.This feature on the pliny E erp app is used by government organizations to:
Compare the cash balance in the bank account to the cash balance in the Organization’s books
Review the bank statement and cash book
Adjust the balance in the bank account
Adjust the balance in the organization’s books
Record the reconciliation
Getting a list of transactions from the bank
Opening the company's ledger of income and outgoings
Running through bank deposits and withdrawals
Checking the income and expenses on the company's books
Periodic bank reconciliations are typically prepared at regular intervals
Receipt Vouchers
Voucher Source Unit:
Receipt Vouchers
RV List (01.01)
Add to List
Create &
Closed
Posted to Gl
All (*.*)
1
of
1
Close RVs
Search
Payer Schedule (02.02)
Receipt Voucher Schedule
Payee ID
Payee Name:
Amount
Ada John Elijah
Ada John Elijah
Ada John Elijah
Ada John Elijah
Ada John Elijah
Ada John Elijah
Ada John Elijah
Ada John Elijah
Ada John Elijah
Ada John Elijah
Ada John Elijah
Ada John Elijah
GL0000000001
GL0000000002
GL0000000003
GL0000000004
GL0000000005
GL0000000006
GL0000000007
GL0000000008
GL0000000009
GL0000000010
GL0000000011
GL0000000012
100,000,000.00
100,000,000.00
100,000,000.00
100,000,000.00
100,000,000.00
100,000,000.00
1000,000,00.00
100,000,000.00
1000,000,00.00
100,000,000.00
100,000,000.00
100,000,000.00
Receipt Voucher Form
Revenue
Src Dept
Cashbook Acc
Deptal No
Voucher No
Receipt No
Title of Acct:
OVERHEAD DRAWDOWN ACCT
Domiciled at:
DEFAULT. DEFAULT
Account No:
0
Currency:
NAIRA
Curr Balance:
4,818,594.47
Admin Home
1234704
Imagination Tools
Value Date
15-oct-2024
Receive/Received into:
Mode of Payment
Classification
Payer
Administrative:
0521002
Type:
Payer:
Address:
Economic:
Functional:
Amt
00
=N=
00
X.Rate
1
Official X.Rate USD
1
Receiving Officer
150
#Error
Employee
Cash
Direct Payment
Instruments (Cheque, Drafts, ...)
Listed customer
Imagination Tools
Economic Segment
Functional Segment
Being:
No:
Type (e.g: Cheque):
Teller No:
Issued by:
Instruments (Cheque, Drafts, ...)
Details
Only
Prepared
Closed
16-Oct-2024
16-Oct-2024
Save
Cancel
Programme:
Fund:
Geo Code:
Search
Receipt Voucher Form
Revenue
Src Dept
Cashbook Acc
Deptal No
Voucher No
Receipt No
Title of Acct:
OVERHEAD DRAWDOWN ACCT
Domiciled at:
DEFAULT. DEFAULT
Account No:
0
Currency:
NAIRA
Curr Balance:
4,818,594.47
Admin Home
1234704
Imagination Tools
Value Date
15-oct-2024
Receive/Received into:
Mode of Payment
Classification
Payer
Administrative:
0521002
Type:
Payer:
Address:
Economic:
Functional:
Amt
00
=N=
00
X.Rate
1
Official X.Rate USD
1
Receiving Officer
150
#Error
Employee
Cash
Direct Payment
Instruments (Cheque, Drafts, ...)
Listed customer
Imagination Tools
Economic Segment
Functional Segment
Being:
No:
Type (e.g: Cheque):
Teller No:
Issued by:
Instruments (Cheque, Drafts, ...)
Details
Only
Prepared
Closed
16-Oct-2024
16-Oct-2024
Save
Cancel
Programme:
Fund:
Geo Code:
Search
PLINY E erp PERIODIC BANK RECONCILIATION FORMS SELECTED UIs
Home
Periodic Bank Reconciliation Statement
Home / Bank Reconciliation Statment
Periodic Bank Reconciliation Statement
From:
11/27/2024 11:52:4 (
To:
11/27/2024 11:52:4 (
Select:
Select Cashbook
Search
Title of Acct:
Domiciled at:
Account No:
Currency:
Ledger
Statement
Statement
Cash IN-Flows in Bank
Cash IN-Flows not in Bank
Cash OUT-Flows in Bank
Cash OUT-Flows not in Bank
Bank CREDITS use RV
Bank DEBITS use PV
Cashbook
Add
Subtract
Bank Statement
Balance:
Sub-Total:
Cashbook OutFlows not in Bank Stat:
Cashbook OutFlows not in Bank Stat:
Bank CREDITS not in Cashbook:
Bank DEBITS not in Cashbook:
Sun-Total:
Balance:
Home
Periodic Bank Reconciliation Statement
Home / Bank Reconciliation Statment
Periodic Bank Reconciliation Statement
From:
11/27/2024 11:52:4 (
To:
11/27/2024 11:52:4 (
Select:
Select Cashbook
Search
Title of Acct:
Domiciled at:
Account No:
Currency:
Ledger
Cashbook Inflows in Bank (01.01A)
Deselect All
Select All
Reset Voucher
28/11/24
28/11/24
28/11/24
28/11/24
28/11/24
0123458
0123458
0123458
0123458
0123458
xxxx xxxx xxxx
xxxx xxxx xxxx
xxxx xxxx xxxx
xxxx xxxx xxxx
xxxx xxxx xxxx
100,000.000.00
100,000.000.00
100,000.000.00
100,000.000.00
100,000.000.00
200,000.000.00
200,000.000.00
200,000.000.00
200,000.000.00
200,000.000.00
200,000.00
200,000.00
200,000.00
200,000.00
200,000.00
xxxx xxxx xxxx
xxxx xxxx xxxx
xxxx xxxx xxxx
xxxx xxxx xxxx
xxxx xxxx xxxx
0002341
0002341
0002341
0002341
0002341
2024
2024
2024
2024
2024
Select
Date Paid
Year
Deptal No
Narration
Amount Paid
Amt captured on Bank Stat.
Amt. not captured on Stat.
Source App
Schedule Batch No
Statement
Cash IN-Flows in Bank
Cash IN-Flows not in Bank
Cash OUT-Flows in Bank
Cash OUT-Flows not in Bank
Bank CREDITS use RV
Bank DEBITS use PV
Home
Periodic Bank Reconciliation Statement
Home / Bank Reconciliation Statment
Periodic Bank Reconciliation Statement
From:
11/27/2024 11:52:4 (
To:
11/27/2024 11:52:4 (
Select:
Select Cashbook
Search
Title of Acct:
Domiciled at:
Account No:
Currency:
Ledger
Cashbook Inflows not in Bank (01.02A)
Deselect All
Select All
Reset Voucher
28/11/24
28/11/24
28/11/24
28/11/24
28/11/24
0123458
0123458
0123458
0123458
0123458
xxxx xxxx xxxx
xxxx xxxx xxxx
xxxx xxxx xxxx
xxxx xxxx xxxx
xxxx xxxx xxxx
100,000.000.00
100,000.000.00
100,000.000.00
100,000.000.00
100,000.000.00
200,000.000.00
200,000.000.00
200,000.000.00
200,000.000.00
200,000.000.00
200,000.00
200,000.00
200,000.00
200,000.00
200,000.00
xxxx xxxx xxxx
xxxx xxxx xxxx
xxxx xxxx xxxx
xxxx xxxx xxxx
xxxx xxxx xxxx
0002341
0002341
0002341
0002341
0002341
2024
2024
2024
2024
2024
Select
Date Paid
Year
Deptal No
Narration
Amount Paid
Amt captured on Bank Stat.
Amt. not captured on Stat.
Source App
Schedule Batch No
Statement
Cash IN-Flows in Bank
Cash IN-Flows not in Bank
Cash OUT-Flows in Bank
Cash OUT-Flows not in Bank
Bank CREDITS use RV
Bank DEBITS use PV
PLINY E erp WEB/BROWSER VERSION // OUTCOME
The Pliny E erp app is now launched and regularly undergoing improvements and modifications to provide seamless user experience and releasing functionality to users. Users/Government agencies, employees and even private organizations are currently using the Pliny E erp application for their daily operational services, thus adopting transparency, accountability and digital way of doing and handling daily operational activities.
IMAGINATION TOOLS
Date:
2024
Platform:
Web application
Role:
UI/UX Design Lead
CHALLENGE
The Federal government through the office of Head of civil service of the federation introduced the modern performance management system into the Nigeria public service in 2023 and abolished the traditional system of appraising public servant annual performance evaluation report (APER). Further to the introduction of the new appraisal system, all MDAs were mandated to institutionalize and implement the policy service-wide, to ensure uniformity in running day-to day government business and enhancing accountability and transparency and promoting the adoption of technology and data-driven decision making
FEATURES OF THE PLINY E erp APPLICATION
Store/Inventory Adminstration
Treasury/Cash Management
Fixed Asset Management
Procurement Plan & Contract Administration
Human Resources Administration
Financial Accounting
Payroll Administration
PLINY E erp RECEIPT SPRINT PLANNING AND PROCESS
UNDERSTAND
DEFINE
ITERATE
DESIGN
TEST
WEEK 1-2
WEEK 3-4
WEEK 5-7
WEEK 8-10
WEEK 11-14
WEEK 15-18
PLINY E erp // IMPLEMENTATION
As the team worked towards the first release, I established and formalized processes and best practices based on some activities that were happening on the project. This included creating a design system and templates for user research and design. It was this bottom up approach coupled with working with leadership that allowed the team to get buy-in for more design work.
KNOWN UI PATTERN
NEW BUT KNOWN UI PATTERN
NEW AND UNKNOWN UI PATTERN
Write user stories
Develop
Define problem
Design solution
Design solution
Validate
Gather
requirements
Validate
Validate
Develop
Write user stories
Wireframe
Validate
Develop
Validate
Usability test
Observations
Design Maturity
Appreciates design’s input for layout, interactions, and user flows
Design is seen as a way to solve problems
Design is only visual- colors, images, fonts
User research is usability/validation of specific section or flow
Support for user research
This user interfaces should look like.....
Systems / business first
User’s first-start with the user’s mental model and built to that
Systems first
Interface design
User centric
Make it pretty
2
1
3
IMAGINATION TOOLS
Date:
2024
Platform:
web application
Role:
UI/UX Design Lead
CHALLENGE
The Federal government through the office of Head of civil service of the federation introduced the modern performance management system into the Nigeria public service in 2023 and abolished the traditional system of appraising public servant annual performance evaluation report (APER). Further to the introduction of the new appraisal system, all MDAs were mandated to institutionalize and implement the policy service-wide, to ensure uniformity in running day-to day government business and enhancing accountability and transparency and promoting the adoption of technology and data-driven decision making
FEATURES OF THE PLINY E erp APPLICATION
Store/Inventory Adminstration
Treasury/Cash Management
Fixed Asset Management
Procurement Plan & Contract Administration
Human Resources Administration
Financial Accounting
Payroll Administration
PLINY E erp APPLICATION
UI/UX DESIGN LEAD
Product Design // Design Operations // Capacity Building// User Research // Usability Testing // User requirements // User Stories
BACKGROUND
The Pliny E erp application is an accounting/Financial application created and managed by Imagination Tools limited. This application is used by some government agencies for their day to day running of the office. It is an application created with the intention of moving from the crude way of handling official accounting/Financial processes to embracing a digital way of carrying and handling this processes seamlessly to build transparency and adoption of technology. This application is used by some government agencies like Livestock Productivity and Resilience support project (L-pres), Nigerian education loan fund (NELFUND), National Health Insurance Scheme (NHIS),The Bursary office; Amadu Bello University Zaira, Federal Inland Revenue Services (FIRS), The Director finance and accounts; Office of the secretary to the federal government of the federation, General service office, Utako Microfinance Bank etc. This application has several features like; store/inventory management, treasury/cash management, fixed asset management, procurement planning and contract administration, human resources administration, financial accounting, payroll administration etc. The Pliny E erp application is used for raising and creation of Payment vouchers(PVs), Retirement of vouchers, Receipt vouchers, Payment mandates, Journal vouchers, payment approval contracts, keeping previous years advances records etc. More also, this application has features like the stores and assets management register where records of an organizations assets are saved to form a modality and common assets register. Each asset has its individual code for easy identification and asset tagging.
DESIGN
The design of the web browser version of the Pliny E erp application is needed to create a better user experience for users in government agencies to use this application. A thorough user research and usability testing was carried out to ensure the best and seamless user experience for users of the application.
30%
User Experience in Treasury and cash management
90%
User Experience in community Feature
80%
User Experience in Human resources Administration
100%
User Experience assets tagging and creating unique identifier or code for each asset
70%
User Experience in raising PVs, RVs, Payment approvals and Retirements
100%
User Experience in needing an accounting software application
100%
User Experience in needing digital application for payroll administration
90%
User Experience in keeping tract and records of previous years advances
PLINY E erp // IMPLEMENTATION
As the team worked towards the first release, I established and formalized processes and best practices based on some activities that were happening on the project. This included creating a design system and templates for user research and design. It was this bottom up approach coupled with working with leadership that allowed the team to get buy-in for more design work.
RECEIPT VOUCHER LIST AND FORM FEATURE
PERIODIC BANK RECONCILIATION FEATURE
BACKGROUND
Accounting bank reconciliation is a process that compares an Organization’s cash balance to the cash balance in the bank. This process is used to identify errors, discrepancies, and fraud, and to ensure that a Organization’s cash records are accurate.This feature on the pliny E erp app is used by government organizations to:
Compare the cash balance in the bank account to the cash balance in the Organization’s books
Review the bank statement and cash book
Adjust the balance in the bank account
Adjust the balance in the organization’s books
Record the reconciliation
Getting a list of transactions from the bank
Opening the company's ledger of income and outgoings
Running through bank deposits and withdrawals
Checking the income and expenses on the company's books
Periodic bank reconciliations are typically prepared at regular intervals
PLINY E erp RECEIPT SPRINT PLANNING AND PROCESS
UNDERSTAND
DEFINE
ITERATE
DESIGN
TEST
WEEK 1-2
WEEK 3-4
WEEK 5-7
WEEK 8-10
WEEK 11-14
WEEK 15-18
PLINY E erp WEB/BROWSER VERSION // OUTCOME
The Pliny E erp app is now launched and regularly undergoing improvements and modifications to provide seamless user experience and releasing functionality to users. Users/Government agencies, employees and even private organizations are currently using the Pliny E erp application for their daily operational services, thus adopting transparency, accountability and digital way of doing and handling daily operational activities.
Observations
PLINY E erp APPLICATION // RESEARCH + DESIGN
BACKGROUND
Government organizations in Nigeria have various short-term financial obligations to suppliers and vendors throughout an accounting period. The receipt voucher feature on the app is used by organizations to keep track of received funds or any payments (cash/cheque) from an external parties. like Central Bank of Nigeria (CBN) to perform their monthly/yearly financial obligations and expenditures. Government Organizations receive funds from external bodies like CBN, EFCC,, IPPIS, etc. for their yearly/monthly expenditures like salary payments, Facility maintenance and management, Office management, stores/ inventory requisitions, Miscellaneous etc
A voucher is a document used by an organization’s account payable department to gather and file all of the supporting documents needed to approve the payment of liability. A voucher is a document used by a company’s accounts payable department containing the supporting documents for an invoice. The Pliny E erp software has Payment vouchers features, Receipt vouchers, Payment approvals, mandate, retirements of mandates etc
A voucher is essentially the backup document for accounts payable, which are bills owed by organizations to vendors and suppliers.
Documents in a voucher can include the supplier's invoice, amount owed, due date, general ledger accounts, and shipping receipts.
All of the amounts of outstanding vouchers owed are totaled, and the one lump sum is recorded as accounts payable on the balance sheet.
Vouchers are also used by governments and private businesses, which are then redeemable for various goods or services.
Observations
KNOWN UI PATTERN
NEW BUT KNOWN UI PATTERN
NEW AND UNKNOWN UI PATTERN
Write user stories
Develop
Define problem
Design solution
Design solution
Validate
Gather
requirements
Validate
Validate
Develop
Write user stories
Wireframe
Validate
Develop
Validate
Usability test
Design Maturity
Appreciates design’s input for layout, interactions, and user flows
User research is usability/validation of specific section or flow
Systems / business first
Interface design
2
1
3
Design is seen as a way to solve problems
Support for user research
User’s first-start with the user’s mental model and built to that
User centric
Design is only visual- colors, images, fonts
This user interfaces should look like.....
Systems first
Make it pretty