Platform to manage the organization's financial data in a centralized location.
Tools used
From ideation to execution joint effort of awesome two remote teams 🔥
Engineering Craftsmanship
Product Designers
SERVICES
BRANDING
UI/UX
YEAR:
2022
TIME FRAME:
2 MONTHS
Project Overview
AIESEC is a global youth-led organization that seeks to develop leadership skills in young people while providing them with the opportunity to have a positive impact on their communities. AIESEC operates in over 120 countries and territories, and manages a large amount of financial data across its global network. To help manage this data, AIESEC developed the Global Finance Board, a financial management tool that streamlines financial reporting and enables better decision-making.
Objectives
The main objectives of the Global Finance Board are to:
Improve the accuracy and reliability of financial data
Streamline your financial reporting processes
Enable more effective financial decision- making
Provide greater transparency and accountability
Target Audience
The Global Finance Board is primarily used by two types of users: GFB Admin and Organization Unit Users. GFB Admin is responsible for managing the platform and ensuring that financial data is accurate and up-to-date. Organization Unit Users are responsible for inputting financial data into the platform and generating financial reports for their respective units.
Challenge
The implementation of the Global Finance Board faced several challenges. Firstly, AIESEC team used Google sheets to conduct the auditing activity and it was very hard since most of the times they can’t add custom logics to generate results from the data submission. There was resistance from some Organization Unit Users who were accustomed to using their own methods for managing financial data. Secondly, there were technical challenges in integrating the platform with existing financial systems, which required significant customization and testing.
Design Process
The design process involves understanding the problem, analyzing it, generating ideas, prototyping, testing, implementing the final designs, and evaluating the success of the solution. Designers cycle back and forth between these stages as they refine their ideas and gather feedback to create a solution that meets the needs of users or stakeholders and solves the original problem.
Persona
We have identified two main persona’s for the above problem statement.
Empathy map
Organisational User
Empathy map
Global Finance Board Administrator
User Stories
After listing several user stories for the project, we have selected specific stories to build happy paths for the case study
GFB ADMIN
As a GFB Admin I should be able to accept re-submission request.
GFB ADMIN
As a GFB Admin I should be able to view historical data submission.
OU USER
As a OU User I should be able to create a re-submission request.
OU USER
As a OU User I should be able to submit data to submission task.
GFB ADMIN
As a GFB Admin I should be able to create a submission task.
GFB ADMIN
As a GFB Admin I should be able to cancel re-submission request.
OU USER
As a OU User I should be able to cancel a re-submission request.
GFB ADMIN
As a GFB Admin I should be able to create entity.
OU USER
As a OU User I should be able to view historical submission task.
Submission task creation
Userflow explain how GFB Admin is creating a Submission Task
GFB ADMIN
As a GFB Admin I should be able to create a submission task.
Wire-framing
Before starting the visual design, we have created wireframes to lay out the basic structure and functionality. By creating wireframes first, we can quickly iterate and refine our ideas, ensuring that we have a solid foundation for the final design.
Visual Design
Step by step walk through of the selected happy path
Global Finance Board Administrator
Create Submission Task
A Global Finance Board Administrator can create a submission task by accessing the Submission task tab. At the top right corner of the table, they can find the 'Create' button.
Global Finance Board Administrator
Select Entities
A Global Finance Board Administrator can select entities from various regions and move to next step.
Global Finance Board Administrator
Create Submission Task
A Global Finance Board Administrator can create a submission task by accessing the Submission task tab. At the top right corner of the table, they can find the 'Create' button.
Global Finance Board Administrator
Other details
A Global Finance Board Administrator should add other details to create the submission task. These details include,
Data Type
Year & Month
Notes
Data Schema
Deadline
Global Finance Board Administrator
Fill other details
First, select which data type that need to form the submission task. Each data type holds different accounts
Executed
Re-Budgeted
Executed Cash Flow Statement
Standards
Budgeted Cash Flow Statement
Global Finance Board Administrator
Data Schema
A Global Finance Board Administrator need to manually enter the Data Schema for the submission task
Global Finance Board Administrator
Submission task deadline
A Global Finance Board Administrator need to select the deadline for the submission task.
Global Finance Board Administrator
Date Picker - Year & Month
Select which year & month to create the submission task
Global Finance Board Administrator
Tags and Text area
Global Finance Board Administrator can add additional notes for the submission task. GFB Admin can create the submission task after filling all necessary details.
Global Finance Board Administrator
Ongoing task creation
Toaster messages appear upon each submission task completion
Global Finance Board Administrator
Toaster message
Toaster messages appear upon all submission task completion
Global Finance Board Administrator
Added Tags for submission tasks
Added tags will appear in the submission task row. More tags can be seen while hovering the mouse pointer.
Audit financial submissions without a hassle among teams
Submit data to a submission task
Userflow explain how OU User is Adding data to a submission task and GFB Admin Accepts or Deny it based on the accounts audit report.
OU USER
As a OU User I should be able to submit data to submission task.
Wire-framing
Before starting the visual design, we have created wireframes to lay out the basic structure and functionality. By creating wireframes first, we can quickly iterate and refine our ideas, ensuring that we have a solid foundation for the final design.
Visual Design
Step by step walk through of the selected happy path
Organisational User
View submission task
An organizational user can select specific submission task to enter data by accessing the Submission task tab
Organisational User
Fill data into submission form
An organizational user can enter data for a specific month. Only fillable table cells are active for that specific month. Rest cells stay disabled for each month.
Organisational User
View more previously submitted data
Organizational user can view more previous submitted data in a month by pressing this button.
Organisational User
Submission form guidance
This includes guidance for filling data into the submission form.
Organisational User
Data validation errors
Organizational user need to check data submission errors before submitting the task. Ou User can see all errors by pressing dropdown arrow.
Organisational User
Resize column
Column can be collapsed by dragging left side and expand by dragging right side to take more space.
Organisational User
Auto saving data
Organisational User can see data is being automatically saved while entering data into submission task.
Global Finance Board Administrator
Duty Desk
Once Organisational user submitted submission task, Global Finance Board Administrator can view submitted data by accessing Duty Desk at the header.
Global Finance Board Administrator
View submitted data
GFB Admin can see submitted data by Organisational User. All views are view only.
Global Finance Board Administrator
Historical submissions data
A Global Finance Board Administrator can view previously submitted data by Organisational Users by accessing Historical Submissions tab at the header. First GFB Admin need to select the data type. These data types contains
Executed
Re-Budgeted
Executed Cash Flow Statement
Standards
Budgeted Cash Flow Statement
Global Finance Board Administrator
Select date range
Next step is to select the date range by Month, Day & Year to view historical submission data.
120+
Countries & Territories
5000+
Partner Organizations
3000+
Experiences Every Year
Resubmission request
Userflow explain more about how OU User is creating a resubmission request and GFB admin will accept it.
OU USER
As a OU User I should be able to create a re-submission request.
GFB ADMIN
As a GFB Admin I should be able to accept re-submission request.
Wire-framing
Before starting the visual design, we have created wireframes to lay out the basic structure and functionality. By creating wireframes first, we can quickly iterate and refine our ideas, ensuring that we have a solid foundation for the final design.
Visual Design
Step by step walk through of the selected happy path
Organisational User
Create Re-submission request
An organizational user can create a re-submission request by accessing the Re-submission Request tab. At the top right corner of the table, they can find the 'Create' button.
Organisational User
Fill Re-submission request
First, select which data type that need to form the resubmission request. Each data type holds different accounts
Executed
Re-Budgeted
Executed Cash Flow Statement
Standards
Budgeted Cash Flow Statement
Organisational User
Date Picker
Organisational User can select a specific data type to send re-submission request among five data types.
Organisational User
Specify the reason
Re-submission request drawer come up from right side after pressing ‘Create’ button. Organisational User has to fill necessary details to send a re-submission request.
Global Finance Board Administrator
Re-submission request notification
Global finance Admin will get a notification after Organisational User sent a new re-submission request
Global Finance Board Administrator
Approve or Decline Re-submission request
Global Finance Board Administrator can single select or bulk select and then approve or decline Re-submission requests.
Global Finance Board Administrator
Specify decline reason
Global Finance Board Administrator able to go to Re-submission requests tables by pressing Re-submission requests tab in the header. Hover on specific Re-submission request and view data.
Streamlining Information for optimal performance
Data table features
Colors & Typography
Conclusion
The AIESEC Global Finance Board is a powerful tool that has helped to transform AIESEC's financial management processes. Through a combination of training, customization, and technical expertise, AIESEC was able to successfully implement the platform and overcome the challenges it faced. As a result, AIESEC is better positioned to manage its finances and make informed decisions that will support its mission to develop young leaders around the world.
