Project details

Client | The Chinese University of Hong Kong

Date | 2022

Role | UX UI Designer

web-based system

Fieldwork matching system

Introduction

  • The fieldwork placement program for CUHK social work students has traditionally relied on manual processes, including email and paper-based application submissions. The CUHK admin team manually performed the time-consuming task of matching students, instructors, and agencies, leading to challenges in record-keeping and efficiency.

  • The aim of implementing the "Fieldwork Matching System" is to streamline the fieldwork placement program and overcome the limitations of the previous manual processes. By embracing technology and automation, the system aims to simplify the application process and improve the matching efficiency for all parties involved.

  • The primary goal of the "Fieldwork Matching System" is to enhance the overall experience and effectiveness of the fieldwork placement program. By providing a user-friendly online platform, the system enables students, instructors, and agencies to effortlessly submit their applications. The system's automated matching capability empowers the CUHK admin team to perform efficient and accurate pairings with a single click. Ultimately, the system aims to optimize the matching process, save time and resources, and establish a robust record-keeping system for future reference.

Project Requirements

Distinct Portals for User Groups

Provide separate portals for students, instructors, agencies, and CUHK administration for a personalized experience.

Online Application Submission

Enable convenient submission of application forms and documents through an intuitive interface..

Placement Offer Retrieval and Tracking

Facilitate easy access to previous placement offer forms and track historical matching results.

Flexible Matching Options

Empower CUHK administration to perform manual and automatic matching, including the ability to conduct manual rematch processes.

Automated Communication

Implement SMS and email notifications for timely updates on matching results and document submission reminders.

Data Export and Reporting

Allow CUHK administration to export data and applications in Excel and PDF formats for comprehensive analysis, reporting, and record-keeping.

Effortlessly Connect, Transform, and Empower: Revolutionizing Fieldwork Placements with Seamless Technology.

Student’s Portal

The student's portal presents a seamless user experience with an intuitive interface, enabling students to effortlessly input their personal particulars, navigate through the fieldwork selection form, and provide valuable feedback. This user-centric design ensures a user-friendly journey, simplifying the process of submitting essential information. Moreover, the portal grants students convenient access to the matching results upon completion, fostering transparency and empowering them to make informed decisions based on their placement outcomes.

Agency & Instructor’s portal

The agency and instructor interfaces within the system primarily facilitate the submission of placement offer forms and feedback forms for each student. Additionally, they have the capability to review previous years' matching results, providing an opportunity to consider hiring students after the completion of the placement program. As UX/UI designers, our focus is to create a seamless user experience, enabling agencies and instructors to effortlessly engage with the platform, streamline their processes, and make informed decisions regarding potential hires from the student pool.

CUHK admin’s portal

The CUHK admin portal serves as a central hub for the efficient pairing of students, agencies, and instructors. With a focus on optimizing the matching process, administrators have the flexibility to execute both manual and automatic matching. They can fine-tune results through manual rematch operations, ensuring ideal placements for all parties involved.

Additionally, the admin portal features a robust notification system, allowing administrators to schedule and send timely updates to inform stakeholders of their matching results and remind them of important document submissions. This proactive communication streamlines the process and ensures transparency throughout.

Auto Matching

Through a single click, the system executes a seamless pairing process for all parties based on the default algorithm. This efficient functionality ensures that agencies, instructors, and students are effortlessly matched, optimizing the placement experience. 

Manual Matching

At any time, the admin can perform manual matching for special cases, ensuring personalized placements. Our interface enables efficient navigation and informed decision-making, enhancing the admin's flexibility and user experience.