Prove

Designing a Paperless Auditing Workflow

Prove is a digital platform that streamlines the agricultural audit process by digitizing forms and providing centralized storage. The mission was to create a user-friendly platform that could scale to support auditing across all industries.

The

Challenge

The agriculture industry relies heavily on paper-based audits that are both inefficient and error-prone. The management of paper forms is challenging and often leads to inaccuracies in data. Farmers are often caught off guard during audits due to the lack of clear instructions and information, resulting in time-consuming and inefficient processes.

The

Solution

To address the issues of inefficient and error-prone paper-based audits in the agriculture industry, Prove offers a transformative digital platform. By digitizing forms and centralizing storage, Prove eliminates the challenges of managing paper documents and reduces data inaccuracies. The platform provides clear instructions and real-time updates, ensuring that farmers are well-prepared for audits, which streamlines the process and saves time. Prove’s user-friendly design and scalable capabilities make it an ideal solution for enhancing auditing efficiency across multiple industries.

My

Role

I received the client’s brief and research, then created and delivered the design solutions based on their requirements. The project scope was two weeks.

Project

Duration

2

Weeks

Tools

Used

Define

Phase

User

Persona

Using the client’s research data, I created user personas to guide the design process.

Age 37

Education None

Tech Ability Basic

“I want to make sure everything is in order for the audit without it taking too much time away from running the farm, but dealing with all this paperwork is driving me crazy.”

Tommy Jones

The Farmer

Needs

  • Clear, easy-to-follow instructions for audit preparation.
  • A user-friendly platform that simplifies record-keeping and document management.
  • Real-time updates and reminders to ensure all requirements are met.

Behaviour

  • Prefers hands-on, practical solutions rather than digital tools.
  • Tends to leave audit preparation until the last minute due to a busy schedule.
  • Seeks help from family or colleagues when faced with complex tasks.

Goals

  • Ensure his farm is fully prepared for audits with minimal disruption to daily operations.
  • Maintain accurate records of farm activities and product quality.
  • Streamline the audit preparation process to save time and reduce stress.

Frustrations

  • Frequent issues with misplaced or incomplete paperwork.
  • Difficulty understanding complex audit requirements and instructions.
  • Stress from last-minute scrambles to prepare for audits.

Rachel Wisse

The Auditor

Age 35

Education Bachelor’s degree in Agricultural Science

Tech Ability Medium-High

Frustrations

  • Incomplete or inaccurate information from farmers.
  • Dealing with paper-based forms that are time-consuming and prone to errors.

“I want a tool that allows me to focus more on delivering insightful audits and less on grappling with paperwork and fragmented data.”

Goals

  • Streamline the auditing process to reduce time spent on manual paperwork and data entry.
  • Minimize errors in audit reports and data handling through a reliable and accurate digital platform.
  • Access and update audit information easily, even from remote locations with limited connectivity.
  • Spend more time on analysis and recommendations rather than managing administrative tasks.
  • Maintain high-quality audits by integrating and centralizing all relevant data and documentation in a user-friendly system.

Behaviour

  • Rachel conducts audits at various types of farms, including dairy farms, and has a deep understanding of auditing standards and procedures.
  • She regularly travels to different farm locations to perform on-site audits and inspections.
  • Uses a combination of laptops, tablets, and smartphones to manage audit documentation, collect data, and generate reports.
  • Keeps track of her audit schedule and client communications through email and specialized auditing software.

Needs

  • A digital platform that is user-friendly and easy to navigate.
  • Access to up-to-date and accurate information about farms and their practices.
  • A streamlined process for reviewing and approving audits.

Design

Phase

The

Wireframes

I began the design phase by sketching low-fidelity wireframes on paper for the key pages. I then used these initial sketches to create high-fidelity wireframes in Figma.

High

Fidelity

The desktop was designed for users conducting and managing audits.

Onboarding

The onboarding process is straightforward and follows a standard flow. Users select whether they are a supplier or manager and then proceed to fill out the account creation form.

Dashboard

The dashboard offers suppliers a quick overview of their programs, suppliers, and recent activity. It helps suppliers stay organized and informed about their suppliers compliance status, allowing them to identify and address issues in a timely manner. This in turn can help to improve overall supplier performance and ensure regulatory compliance.

Suppliers

The suppliers page displays a list of all suppliers managed by the auditor, providing essential information such as their enrolled programs, form progress status, and any overdue forms. Additionally, users can add new suppliers from here.

Programs

Users can view a list of all programs and their compliance status on the program landing page. Upon accessing a specific program page, users can view all the forms associated with the program and which suppliers have received them. Additionally, they can add new forms as needed.

Forms

The form builder enables users to create customized forms by selecting the program, question type, and adding necessary information to a template. They can add as many questions as they need, duplicate previous forms or questions, and send them to suppliers. Additionally, they can reuse previous questions in new forms.

The mobile version was designed for users undergoing an audit.

Onboarding

The onboarding process follows a standard flow with the user providing basic information to create an account.

Dashboard

The homepage features a to-do list arranged in order of due dates, designed to offer a clear direction to the user when they open the app. There are no other elements included on the homepage to ensure a streamlined user experience.

Forms

A list of questions is presented in the form, allowing the user to navigate through it with ease. The user has the flexibility to exit the form and resume at a later time. Upon completion, the user is directed to click the ‘Mark as Complete’ button.

Programs

This page enables users to view the programs they are enrolled in and choose a specific program to access information regarding the required forms to be filled out and their progress status.

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