DPI
Data Processing Inventory Tool
COMPANY
CGI, Inc.
ROLE
UX Designer
Expertise
UX/UI Design
Time & Status
6 Months, Launched
Project Description
The CGI Data Processing Inventory Tool is likely a system used to manage and organize data processing tasks and resources. It can help track inventory, streamline workflows, and ensure efficient data management.
Context:
CGI data processing inventory tool is a software system used by CGI to record and manage information about all data processing activities within their organization. CGI aims to replace this 16-year-old tool to enhance user experience, making it more intuitive and efficient. The goal is to modernize the interface and improve overall functionality to better meet current user needs and expectations.
Team:
2 Designers / 1 Strategist / Product Manager/ Program Manager/ IT Project Manager / Solution Owner/Developers
Target audience
Business-DPI submitter
CGI DPI users are responsible for properly inventorying the processing of Privacy Data for each of their assigned projects and are required to enter data aligning to GDPR's RoPA (Recording of Processing Activities) and local requirements.​
Privacy Strategic- DPI reviewer
CGI Privacy Strategic are responsible for making sure DPI entries are correct. They reconciliate records against the CRM & DPSC and ensure entries are legally compliant. In addition, they often work side by side with the OLP or user responsible for DPI entry, who may need guidance when filling out a record.
User statement
Business - DPI submitter
"The business doesn't know what the data types are - we are guessing."
Privacy Strategic - DPI reviewer
"I just want to quickly approve and move on."
Problem
This 16-year-old tool is confusing and unintuitive, which prevents users from submitting and reviewing their data efficiently. A replacement is needed to streamline processes and improve user experience.
Goal
-
Improves the ​experience for submitter
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Reduces the burden on Privacy Business Partner
Success metrics
User satisfaction:
It is measured through user testing and survey, will indicate whether we've successfully enhanced the user experience.
Process speed up:
Reduce number of questions to be answered by users, automatically created and pre-filled entries to speed up the process.
Our team synthesized user interview, conducted heuristic evaluation of current old tool, created user profile and user flow to identify users' pain point and key issues.
Solutions
​Imagine a Data Processing Inventory experience that supports member self-service and delivers trustworthy content, intuitive navigation, and improved usability.
Our Guiding Principles
Clarity
Visual clarity, clarity of content, and structural clarity make the users' experience intuitive and efficient.
Simplicity
An efficient tool enables self-service-eliminating confusing terminology and overly complicated steps, users can complete their entry independently, without hassle.
Trust
A tool that looks and feels up-to-date and functions like a modern web application confirms to users that they are using a dependable and authoritative resource.
Taking inventory just got easier
A huge leap of the home screen
The new home page design introduces top navigation and an easy-to-find call to action that improves usability and promotes self-service. Alignment with CGI's current brand standards makes the site more welcoming and trustworthy.
​Approver card view dashboard
Submitter list view dashboard
DPI ENTRY
Input accurate information with confidence
Know where you are, where you've been, and where you 're going.
The revised form questions are easy to understand.
No need to leave the workflow to reference the user guide.
NOTIFICATIONS
Be in the Know
User are always in the know with a simple email or an in-app notification.
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Updated reporting functionality allows users to customize reports to specific needs.
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Approvers can also keep tabs on key metrics that help highlight some areas where their attention is needed the most.
REPORTING
Tailored to meet every need
Updated reporting functionality allows users to customize reports to specific needs. User can also keep tabs on key metrics that help highlight some areas where their attention is needed the most.
NAVIGATION
Quickly Find Your Way
Simple, familiar navigation.
Notifications provide a quick way to be informed pf changes in DPI entry status.
Step-Tracker orients users and allows users to easily see what's ahead and allow them to skip around if need be.
Reference materials are front and center.
IN-APP TOUR
Find Your Way
Interactive onboarding is more like a conversation than a linear set of directions. Users will become aware of key features.
Results
Here, the outcomes and achievements of the project are highlighted, including increased user satisfaction, improve process speed, and enhanced work efficieny.
Increase User Satisfaction
High user satisfaction ratings and positive reviews from usability testing highlight the new design's intuitive interface and seamless workflow.
Increased Process Speed
The new DPI tool demonstrated a 40% increase in submit and review process.
It is now live!!
