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Cloudia Oy - Supplier Management

Empathize

Cloudia Oy aimed to create a centralized Supplier Intelligence solution which helps customers manage their organization’s supplier’s lifecycle comprehensively and centrally and to make right supplier decisions based on solid, comparable data. Supplier management should  be incorporated into other Cloudia services so that all the activities related to the suppliers, e.g. sourcing and contracting processes, can be centrally managed through one electronic system.

Objective of Supplier mangment

  • Streamlined Collaboration: Enhance teamwork with tender-based user rights, allowing for editing and reading rights to be given to multiple users.

  • Enhanced Productivity: Delegate tasks and assign responsibilities within your team, leading to streamlined workflows and improved efficiency.

  • Effortless access to past tender materials: Access and download materials from past tenders, including tender documents and attachments. Save frequently used documents for easy reuse on new tenders

Problem

  • Segment Your Supply Base

  • Measure and Improve Supplier Performance

  • Become a Better Customer

  • Collaborate with Suppliers

  • Improve Supplier Quality

  • Maintain a Diverse Supply Base

Prototype

Identified Use Cases for the Supplier Management Tool

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  1. Supplier Onboarding

    • Streamline the onboarding process, including document verification, compliance checks, and account setup.

  2. Performance Tracking

    • Monitor supplier KPIs such as delivery timelines, quality metrics, and adherence to SLAs.

  3. Supplier Risk Assessment

    • Assess and manage risks by analyzing supplier financial stability, historical performance, and compliance issues.

  4. Contract Management

    • Centralize contract storage, track renewals, and manage amendments effectively.

  5. Procurement Workflow Integration

    • Integrate supplier management seamlessly into procurement workflows to enable efficient purchase order and invoice handling.

  6. Communication and Collaboration

    • Enable real-time communication with suppliers through a secure, centralized platform for sharing updates, queries, and documentation.

  7. Audit and Reporting

    • Provide detailed audit trails and generate reports on supplier performance, compliance, and relationship health.

  8. Feedback and Evaluation

    • Collect and analyze feedback from internal users and external suppliers to foster continuous improvement.

Design

Categories

Category Page flow

Suppliers

Category Page flow

Test

Test Objectives

  • Ensure the onboarding process is streamlined and functions as expected.

  • Validate the system's ability to track and display supplier performance metrics.

  • Verify the tool's ability to identify and display supplier risks.

  • Test the contract storage and tracking functionality.

  • Ensure real-time communication is functional and user-friendly.

  • Validate feedback collection and evaluation features.

My User Test Process

  • Create test scripts

  • Define test tasks

  • Create data for test tasks

  • Create documentation templates

  • Run sample tests with co-workers

  • Refine test tasks and data

  • Recruit participants/invite letter

  • Run real tests with defined parameters.

  • Record results

  • Analyse Results

  • Make recommendation 

  • Identify Design improvements​

Test Observation

  • Power users navigate the page using keyboard tabs

  • They completed 90% of the tasks

  • Incomplete tasks were identified and reasons were discussed with the users

  • Workflows were altered to match the user's mind map

  • User's recommendations/suggestions were recorded for iteration

  • A satisfaction survey was conducted for UX metrics.

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