Perangkat Daftar Periksa Construction Project
PENDAR Application that inspectors and contractors can use to monitor overall construction work at Sinar Mas Land. Starting from before work, during work, and after construction work.
00.
01.Overview
Company
Sinar Mas Land
Duration
Q2-Q4 2023
Role
SPV UI/UX Designer
Platform
CMS and Mobile App
Project Goals
Developing work permit applications to inspect the construction process from the beginning of the work permit application, monitoring, and checklists for work at Sinar Mas Land. From the business side, we want to improve the results of construction work following expected quality standards.
02.Business Problem
Business Problem
Errors in implementing SOPs often impact the final results of the project. We experienced a situation where the completed work did not meet the expected quality standards.
03.User Problem
Why does the work not
comply with the SOP?
We carry out an in-depth understanding of existing Standard Operating Procedures (SOP) and analyze the flow of construction inspections. This aims to find out problems that contractors and inspectors as users may face before we decide to ask them directly.
Image: The final design live in the mobile app
The reason is that there is already an application for the work permit process, even though during the work process and after construction work many people still use paper forms.
We focus on the work process and after-construction work. here are some of the gaps we found:
04. Validation The Problem
Qualitative Research
We conducted qualitative research with contractors and inspectors at Sinar Mas Land to understand their behavior and find out more about problems from the work permit process to the completion of construction work.
Key Findings
The following are some of the main findings of the research. We also discovered findings that we did not expect before and this also affected the efficiency of the construction process.
The form used is easily scattered
First, we dig deep into the forms that users currently use to perform monitoring checks as well as job checks.
We found that there were three project conditions, in the construction work process. Here are the details:
Projects that only have one work permit form, monitoring checklist form, and work checklist form.
Projects that have more than one work permit form, monitoring checklist form, and work checklist form.
Projects that correlate with one project and another, have more than one work permit form, monitoring checklist form, and work checklist form.
The second and third conditions are what often cause forms to be scattered because there are many forms used in one project.
There is no container to accommodate all defects/quality non-conformities
On this issue, we dug deeper because this issue risks increasing project costs and slowing down project completion.
We found that there were several factors that caused defects/quality non-conformities.
The quality of the materials used does not comply with established standards.
The quality of workmanship is not up to standard
Errors in implementing established quality standards
In a work checklist form, you need to pay attention to several things such as size, thickness, and strength. This may result in one form having more than one quality defect/nonconformity.
This very small container can only provide written information and there is no documentation of defects/nonconformity in existing records.
There is continuity of one work with another work.
This finding is something that we did not initially anticipate and we discovered during the research process, namely that the project was in condition 3 in the construction process above.
The third requirement is, "Projects that are correlated with one project and another, so that they have more than one work permit form, monitoring checklist form, and work checklist form.
With so many work permit processes that must be gone through and forms collected in one project, the implementing contractor must bring all the forms from the first project as proof that the work has been completed and is ready to continue the next work.
Then the inspector checks forms from previous projects before finally granting permission. This slows down the overall project completion process
05. Goal
Project Goal
After going through a series of research processes to ensure that we are solving the right problem.
Our goal is to design the ideal experience for the entire construction process from initial work permit application to handover by developing current work permit applications.
Before being fully used by all Sinar Mas Land contractors and inspectors, we validated the design with user ability testing.
Image: The final design live in the website
User Goal
We set the user goals as contractors as executors, inspectors as examiners of the results of the contractor's work, and admins as data managers.
Contractor
Understand how to process requests for monitoring checklists and work checklists in trials quickly.
Work comfortably without having to think about a lot of forms
Review non-compliant work easily and quickly to understand
Inspector
Review work permit requests, monitoring checklists and incoming work checklists quickly
Fill the monitoring checklist forms and work checklists easily
Provide review results or findings with documentation
Admin
Recapitulate all construction work processes easily and quickly
06. Solution
Structure Data
Before designing the solution, we began to observe the existing data structure in the work permit application and the new data structure in the current job checklist process. We discuss it with other stakeholders (Analysts & Developers) to keep us aligned.
The data mapping image below shows the data structure that will be used for the construction contractor process which is expected to overcome problems in the process, as well as increase efficiency, effectiveness, accuracy, ease of access, and security.
07. Flowchart Diagram
The trail users traverse
Imagining the current flow, we try to translate the existing flow into something that is easier to understand. In the purple box, this is the process monitoring checklist and job checklist. Meanwhile, the white box is the flow in the current work permit application.
08. Low fidelity
Sharing ideas and gathering early feedback
The form used is easily scattered
First, we outline the layout and flow of information present in the current form. so that later users can more easily understand the form.
We immediately divide the data according to the form type, here I only use one form for the job checklist as a representative because the process for adding forms is the same for each form type.
Each form has different categories and subcategories and different conditions, so we make it easy for users to adapt the form to their needs.
After they have finished filling in all the information based on the previous manual form, we display a preview that they can see on the website.
We also group them according to categories in card form on the cellphone display, so that it is easier for users to scan the form to be filled out.
There is no container to accommodate all defects/quality non-conformities
We attach defects/quality nonconformities to each sub-category so that the documentation can be easily found later when it is needed again.
When the "Rejected" Radio Button is Active, the Card will change. So users need to add documentation and notes to document quality nonconformities.
We made the Button automatically change to "Rejected" if one of the subcategories is rejected by the inspector. This aims to reduce errors in inputting forms and reduce the risk of rework.
There is continuity of one work with another work.
Before we create a continuity of work from one another, we need to create a data mapping so that the sequence can stick to the floor first. Sequence is the name for the Work Permit Form, Employment Checklist Form, and Monitoring Checklist Form combined into one. Each floor has its uniqueness, so there can be several Sequences on one floor.
Once we have the data, let's provide continuity or conditions so that the continuity of this work can be easily accessed by contractors via Smartphone.
Mapping data changes also impact contractors in their applications. When contractors want to apply for a work permit, they only need to determine the floor they want and do not need to repeatedly apply for a work permit.
Before
In the current work permit application, the work permit application is made in only one work permit form. There is no checklist for monitoring applications, work checklists, and floor selection for proposed work permits.
After
Now, each form has been directly mapped to each floor so that users do not need to repeatedly apply for work permits and we also provide continuity between one work permit and another through the system.
Other designs
We also create several designs to support the product so that it continues to be used from start to finish. which we will later bring to the user validity ability process.
We divide them according to the user stories that we have previously created, to make it easier for us and the developers to see how each user story flows.
09. Validation
Round of Usability Testing
As a next step to ensure whether the design created is suitable for users or not, we carry out usability ability testing online.
The form used is easily scattered
Format and layout of information in a new form that is easy for users (inspectors) to understand at the stage of creating and reviewing the results of forms that have been created.
There is no container to accommodate all defects/quality non-conformities
Users (inspectors) can easily understand the situation when one of them is rejected and documentation of defects/nonconformities appears in that subcategory. They also understand that the form will be automatically rejected if one of the subcategories is rejected.
There is continuity of one work with another work.
Design and flow for making work permit continuity requirements, easy for inspectors to understand. Contractors understand that they no longer need to think about the continuity of work permits because they are already available.
10. Supporting Media
Promote & Guide
Poster
in this project, we also created a poster to help raise awareness for contractors and inspectors that we have developed an application that will help with their work.
User Guide
Not only do posters increase awareness, but we also create user guides to help them better understand each function in the products we have developed.
11. Epilog
Result & Impact
Because this product is still under development, we cannot provide figures as a form of our achievements. But we have determined what matrix we will use later.
On-time Project (Time)
Reduce Re-Work Cost (Money)
Maintain Quality (Quality)
Key Takeaway & Learning
Working on projects related to construction made me learn a lot about seeing and determining possible events in the field during the research process.
Not only possible events, I learned to create very complex mapping data with different conditions. This makes me have to sharpen my logic so that the data still makes sense for us or developers.
Supervising a project is something new for me. I learned how to be more understanding and more critical of team members, learning to process technical language into language that is easier for the team to understand is a very interesting lesson for me.
Not only did I supervise projects, but I also learned to supervise 3 parallel projects running at once, I learned how to manage different teams and projects and track their work so that it remains on target and aligned with stakeholders.
Having a team with different projects means that I have to understand what difficulties and obstacles the team faces and help with whatever it is, answering doubts, finding solutions to the problems faced, and providing encouragement.
