ProSys
An AI-powered chatbot designed to simplify project management for PMOs and executives, providing quick access to critical insights and actionable data.
Timeline
4 months
Role
UI/UX Designer
Deliverables
UX Research, UI Design, Interaction Design, Prototype
Due to NDA restrictions, I can't display all designs and details from this project. If you're interested in learning more, feel free to contact me.
Overview
ProSys is an AI-powered chatbot designed to revolutionize project management by providing a seamless assistant that empowers PMOs and executives to make informed decisions faster. The solution aims to simplify access to critical project insights, enhance risk and issue tracking, ensure financial oversight, and improve overall efficiency by offering real-time updates, intelligent summaries, and actionable insights—all within an intuitive interface.
The Challenge
Managing multiple projects in a fast-paced business environment can be overwhelming, even for the most experienced PMOs. Traditional dashboards often drown users in excessive data, leaving critical insights buried and decision-making delayed. This creates inefficiencies and risks that hinder project success. The challenge was to create a solution that could cut through the complexity and deliver precisely what users need, when they need it.
The Process
Problem Definition
I began by identifying the core pain points of project management professionals. Through interviews and research, I discovered that most users struggled with information overload, difficulty in accessing critical data quickly, and challenges in monitoring multiple projects simultaneously. This research helped define the key capabilities needed in the solution.
User Persona Development
I created detailed personas for the target audience, focusing on PMOs, project managers, and senior executives. Understanding their specific needs, workflows, and pain points was crucial in designing a solution that would truly address their challenges. The personas helped guide feature prioritization and interface design decisions.
Feature Mapping
Based on user research, I mapped out the key capabilities needed: project profile insights, risk management, issue tracking, financial oversight, schedule monitoring, and status summaries. Each feature was designed to address specific pain points and deliver maximum value to users.
Interface Design
I designed an intuitive chatbot interface that balances simplicity with powerful functionality. The design includes personalized greetings, suggested prompts based on user roles, quick access to related dashboards, and multiple input methods including text and voice. The interface adapts to different user types, showing the most relevant information based on their role and usage patterns.
The Solution
ProSys is an AI-powered chatbot that provides quick, reliable answers and insights for executives and project managers. Key features include: 1) Project Profile Insights for quick access to summaries and key details, 2) Risk Management to identify high-priority risks, 3) Issue Tracking to easily query open project issues, 4) Financial Oversight for detailed insights on budget variances, 5) Schedule Monitoring to stay updated on project delays, and 6) Status Summaries for concise project updates. The interface is personalized to each user, suggesting relevant dashboards and prompts based on their role and previous interactions. Users can interact through text or voice commands, making it accessible in various work contexts.
Results & Impact
Decision Making
Executives can now access critical project information in seconds rather than minutes, enabling faster and more informed decisions.
Risk Management
The chatbot proactively identifies risks without treatments, helping teams address potential issues before they impact project success.
Efficiency
Users report significant time savings when accessing project information, with intuitive voice and text commands replacing complex dashboard navigation.
Key Takeaways
With the introduction of ProSys, I tackled the challenge of simplifying project management for PMOs and executives. The solution bridges the gap between complex data and actionable insights, enabling users to quickly access project profiles, monitor risks and issues, oversee budgets, and stay on top of schedules. This journey taught me the importance of understanding user pain points deeply and designing solutions that prioritize clarity and efficiency. I learned how to balance functionality with simplicity, ensuring the tool is powerful yet approachable. Most importantly, I realized the transformative potential of AI in redefining workflows and driving meaningful impact for users.
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