From Manual Burden
to 70% Efficiency Gain
From Manual Burden
to 70% Efficiency Gain
From Manual Burden to 70% Efficiency Gain
Turning paperwork chaos into a flexible nationwide digital experience.
Turning paperwork chaos into a flexible nationwide digital experience.
Before this redesign, 1 in 10 qualified students lost their Kampus Merdeka (National Internship Program) opportunity not from lack of merit, but from wrong document formats or missing signatures.
The verification team spent countless hours chasing revisions, and universities juggled endless paperwork. In phase 1, we streamlined the registration process to minimize error and ease the verification team’s workload [see here].
Before this redesign, 1 in 10 qualified students lost their Kampus Merdeka (National Internship Program) opportunity not from lack of merit, but from wrong document formats or missing signatures.
The verification team spent countless hours chasing revisions, and universities juggled endless paperwork. In phase 1, we streamlined the registration process to minimize error and ease the verification team’s workload [see here].
In Phase 2, we aimed to :
In Phase 2, we aimed to :
Create a sustainable solution that balanced government requirements with effective program operations.
Create a sustainable solution that balanced government requirements with effective program operations.
My Role
From early discovery to final delivery, I co‑created core concepts, facilitated concept testing, and defined role‑based workflows that shaped the final end‑to‑end experience.
My Role
From early discovery to final delivery, I co‑created core concepts, facilitated concept testing, and defined role‑based workflows that shaped the final end‑to‑end experience.
01
DISCOVER
Turning Constraints Into Strategy
Through document analysis, we found universities submitted up to 20 data points when only three truly mattered: GPA, semester, and scholarship status.
Everything else created friction. Interviews also revealed diverse workflows: some centralized, some decentralized.
01
DISCOVER
Turning Constraints Into Strategy
Through document analysis, we found universities submitted up to 20 data points when only three truly mattered: GPA, semester, and scholarship status.
Everything else created friction. Interviews also revealed diverse workflows: some centralized, some decentralized.
02
EXPLORE
Strategic Platform Architecture
I co-facilitated a platform architecture workshop with PMs, engineers, and legal experts to map all roles and interactions.
We defined three key users: students, administrators, and vice-rectors. Separating data verification from final approval became the turning point, it allows flexibility while maintaining compliance.
02
EXPLORE
Strategic Platform Architecture
I co-facilitated a platform architecture workshop with PMs, engineers, and legal experts to map all roles and interactions. We defined three key users: students, administrators, and vice-rectors. Separating data verification from final approval became the turning point, it allows flexibility while maintaining compliance.
02
EXPLORE
Strategic Platform Architecture
I co-facilitated a platform architecture workshop with PMs, engineers, and legal experts to map all roles and interactions.
We defined three key users: students, administrators, and vice-rectors. Separating data verification from final approval became the turning point, it allows flexibility while maintaining compliance.
02
EXPLORE
Strategic Platform Architecture
I co-facilitated a platform architecture workshop with PMs, engineers, and legal experts to map all roles and interactions.
We defined three key users: students, administrators, and vice-rectors. Separating data verification from final approval became the turning point, it allows flexibility while maintaining compliance.
Key Users & Responsibilities
Key Users & Responsibilities
Vice-Rectors
Vice-Rectors
Assign administrators and provide final consent
Assign administrators and provide final consent
Department Administrators
Department Administrators
Validate critical student data (GPA, semester, scholarship status)
Validate critical student data (GPA, semester, scholarship status)
Students
Students
Submit data and track status
Submit data and track status
🎯 Design Philosophy:
🎯 Design Philosophy:
The system should adapt to how universities work, not the other way around.
The system should adapt to how universities work, not the other way around.
The Design Solutions
The Design Solutions
Before breaking down each touchpoint, here's a quick look at the final flow that ties everything together:
DEPARTEMENT ADMINISTRATORS
Assign administrators
through email invites
Received assignment
notifications
Received
assignment
notifications
Receive & review
student's subission
Receive & review
student's subission
Final approve
student's submission
Final approve
student's submission
STUDENT
Submit application
VICE RECTORS
VICE RECTORS
VICE RECTORS
Each step reduces friction, clarifies responsibilities, and keeps the process legally sound. With this flow in mind, each solution now focuses on the "why" behind the design, not just what we built.
Each step reduces friction, clarifies responsibilities, and keeps the process legally sound. With this flow in mind, each solution now focuses on the "why" behind the design, not just what we built.
The Impact
The Impact
The improvements had a clear impact on student participation and internal team efficiency:
The improvements had a clear impact on student participation and internal team efficiency:
30% increase in eligible registrations
Streamlined verification flow meant more students could complete their submissions correctly on the first try. It reduced the usual back-and-forth and opened the door for a larger pool of qualified participants.
30% increase in eligible registrations
Streamlined verification flow meant more students could complete their submissions correctly on the first try. It reduced the usual back-and-forth and opened the door for a larger pool of qualified participants.
15% faster approval process
Separating data verification from final approval helped universities to process submissions faster. This cuts overall turnaround time compared to previous cycles.
15% faster approval process
Separating data verification from final approval helped universities to process submissions faster. This cuts overall turnaround time compared to previous cycles.
70% reduction in verification team workload
Role-based workflows shifted verification and approval back to universities. This eased operational pressure and freed the verification team to focus on higher-impact program tasks.
70% reduction in verification team workload
Role-based workflows shifted verification and approval back to universities. This eased operational pressure and freed the verification team to focus on higher-impact program tasks.
Personal Takeaways:
Even in a highly regulated environment, clarity can be an act of care.
The work wasn’t just about digitizing paperwork. It reshaped how universities understood their responsibilities, how the system earned trust, and how cross‑functional teams could work together under tight legal constraints.
Personal Takeaways:
Even in a highly regulated environment, clarity can be an act of care.
The work wasn’t just about digitizing paperwork. It reshaped how universities understood their responsibilities, how the system earned trust, and how cross‑functional teams could work together under tight legal constraints.
Personal Takeaways:
Even in a highly regulated environment, clarity can be an act of care.
The work wasn’t just about digitizing paperwork. It reshaped how universities understood their responsibilities, how the system earned trust, and how cross‑functional teams could work together under tight legal constraints.
Project Details
Project Details
Company
Company
Govtech Edu
Govtech Edu
Year
Year
2023
2023
The Team
The Team
Davin Shaun - Product Manager
Davin Shaun - Product Manager
elva
retta
elva
retta
elva
retta