Effortlessly Connect, Transform, and Empower: Revolutionizing Fieldwork Placements with Seamless Technology.
- Fieldwork Matching System -
Details
Client | The Chinese University of Hong Kong
Date | 2022
Role | UX UI Designer
Deliver | Matching System
Background
The CUHK social work program traditionally relied on manual processes for fieldwork placements, using email and paper submissions. This method resulted in time-consuming manual matching of students, instructors, and agencies, creating inefficiencies and challenges in record-keeping. A more streamlined solution is needed to enhance the placement process.
Aim
The Fieldwork Matching System aims to automate and streamline the placement process for CUHK social work students, efficiently matching students, instructors, and agencies. It will enhance record-keeping, improve efficiency, and incorporate automatic notifications to keep all parties informed throughout the placement process, ensuring a seamless experience.
User Pain Points
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Current manual submission methods are time-consuming and prone to errors.
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Administrators need more control over the matching process, as manual rematching can be tedious.
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Difficulty in exporting data for analysis and reporting leads to inefficient record-keeping.
Key Features
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Separate interfaces for students, instructors, agencies, and CUHK administration to enhance usability and personalization.
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An intuitive interface for users to submit application forms and documents easily.
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A feature that enables users to access previous placement offers and track historical matching results effortlessly.
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Tools for CUHK administration to perform both manual and automatic matching, including manual rematch capabilities.
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SMS and email notifications for timely updates on matching results and reminders for document submissions.
Result
The Fieldwork Matching System successfully automated the placement process for CUHK social work students, significantly reducing manual workload and improving efficiency. Automatic notifications kept students, instructors, and agencies informed, enhancing communication. Post-implementation feedback indicated increased satisfaction among users, with a notable decrease in placement time and improved record-keeping, demonstrating the system's effectiveness in streamlining operations.
User flow
Streamlined Connections
The user flow for the Fieldwork Matching System illustrates interactions among students, instructors, and agencies. It begins with users gathering information and submitting application forms. The matching process follows, where submissions are reviewed, and users receive notifications about placement results. Feedback opportunities allow users to address issues and initiate rematches if necessary. Finally, administrators can export data and generate reports for analysis and record-keeping. This flow ensures a streamlined, efficient experience tailored to each user group’s needs.
Student’s Portal
The student portal features an intuitive interface for easy information submission and navigation. It provides access to matching results, promoting transparency and empowering students to make informed placement decisions.
Form submission
Students can submit various forms, including the fieldwork selection, feedback, and course evaluation forms. All documents are securely stored online, with the added convenience of a "Save as Draft" feature, allowing students to complete their submissions at their own pace. This ensures they can review and finalize their forms before submission, enhancing the overall user experience.
Matching result
The matching result section of the student portal provides students with clear and timely updates on their placements. Once the matching process is complete, students can easily view their assigned placements along with relevant details. This transparency empowers students to understand their opportunities and make informed decisions, fostering a sense of ownership over their fieldwork experience.
Auto SMS notification
Students will receive automatic SMS notifications about any status changes regarding their submission progress and matching results. This ensures they remain informed throughout the process, promoting transparency and keeping them updated on important developments related to their submissions.
Agency & Instructor’s Portal
The agency and instructor interfaces enable easy submission of placement offer and feedback forms for each student. Users can also review past matching results and feedback forms, allowing them to evaluate potential hires after the placement program concludes.
Creating placement offer
Agency companies can easily view and create new placement offers within the portal. They can input essential details such as service target, nature of the placement, mode of engagement, and any additional information needed. This streamlined process ensures that agencies can effectively communicate their requirements and attract suitable candidates for placements.
Matching result
Once placements are matched, results are updated in both the agency and instructor portals, allowing users to view pairing outcomes. Additionally, previous matching records are accessible, enabling agencies and instructors to evaluate potential hires after the placement program concludes, supporting informed decision-making for future opportunities.
CUHK Admin’s Portal
The Admin portal serves as a central management hub where all parties and documents are accessible. Its primary function is to facilitate placement matching, allowing administrators to choose between automatic matching using a configured algorithm or manual matching processes. This flexibility ensures efficient management of placements and enhances overall coordination among students, agencies, and instructors.
List of all parties
Administrators can easily access a comprehensive list of students, agencies, and instructors in the admin portal, utilizing specific filters and sorting functions for targeted searches. They can view detailed information, document submission statuses, and matching records, ensuring effective management and oversight of all parties involved in the placement process.
Notification setting
In the admin portal, SMS notifications can be customized and set with specific sending conditions, allowing administrators to manage communication efficiently and ensure timely updates for users.
Auto matching
The auto matching function streamlines the placement process by utilizing a configured matching algorithm. Administrators set up the algorithm and initiate the auto matching, which generates potential pairings. Once the results are confirmed, notifications are sent to all relevant parties, ensuring efficient communication and transparency throughout the placement process.
Manual matching
The manual matching function allows administrators to carefully select students, agencies, and instructors for placements. By choosing each component individually, administrators can tailor pairings to meet specific needs. Once the selections are made, results can be confirmed and saved in the matching records, ensuring a personalized approach to the placement process.
