Document Upload Feature

Overview

Background

The Monster Government Solutions (MGS) Seeker is integrated with USAJOBS, which allows job applicants to apply for jobs. During their application process, job applicants must upload documents to USAJOBS. They are later redirected to MGS Seeker to complete their job application and must ensure that all of the required documents are attached to their application in MGS Seeker.

Problem

Statical metrics showed that there were a high number of applicants who did not upload all of the necessary documents with their application. Through user research, we discovered that applicants did not know how to properly attach the documents to their application in MGS Seeker. Unfortunately, when all of the documents are not submitted, the application is rejected by the Agency’s HR department.

Our goal was to make it easier for applicants to attach documents and feel confident that their application was complete.

My Role

Principal UX Designer and Researcher

Timeline: 2 Weeks

Who’s the user?

Current User Journey

Site Evaluation

Current Site Evaluation

  1. Applicants were presented with a warning message when landing on the documents page.
  2. They were also confused because they’d already submitted documents in USAJOBS.
  3. Applicants were unclear about how to transfer documents from USAJOBS.
  4. The help instructions did not provide enough description to help users solve their problems.

Initial Design & Usability Research

Challenges Solutions
I was given only two weeks to provide a solution.I designed quick sketches and mockups to convey initial ideas.
There was not enough time to validate ideas with clients.I conducted internal sessions with colleagues who were not familiar with the product.
There was only enough time to change the existing screens without affecting the current flow.I focused my efforts on improving the current documents page but provided suggestions on how to improve the entire application flow in the future.

Methodology

After the initial sketches, I quickly prototyped two options using Justinmind.

I reached out to internal colleagues to participate in the study.

We were able to conduct 4 usability tests to evaluate the ease of use of the new design. Each participant was able to use Option A and Option B. Our goals were to ensure that the user:

  • Understood that their documents were transferred from USAJOBS.
  • Could attach an additional document if necessary.
  • Felt a sense of completeness when all documents are attached to the applications.

Option A

Option B

Prototype Research Findings

After research, I designed a hybrid of the two options.
Option A: Participants had a positive reaction to the green “attached” checkmark, which indicated that a document was attached. However, since the document remained grayed out and was located in the “Documents to Attach” panel, participants were not sure if the documents were properly attached.
Option B: When participants attached a document, it was removed from the left panel and placed in the table to the right. We determined that this behavior was more reassuring however, we wanted to add the green checkmark for reassurance.

Final Design and Prototype

Screenshots

When applicants land on the documents page, they are presented with a modal to remind them that their documents are transferring from USAJOBS.

  1. The header now reads “Attach Documents”
  2. USAJOBS Documents are now isolated in the left panel, displaying the ones that must be attached manually.
  3. Provided a visual representation of documents, with an easy way to attach them.
  4. Clearly display items that were not added due to an error
  5. Provide an easy way to add additional  documents
  6. Documents that are attached automatically will be added to the list of documents

  1. As documents are attached, they will be removed from the left panel and placed in the  table with a checkmark
  2. Users can clearly see which documents are still needed.

Video

This video is a prototype that demonstrates the user flow and highlights the features on the new documents page.

Conclusion

Next Steps

  • Conduct another round of testing once the feature is live.
  • Build out additional features to allow users to identify documents that are not applicable to them.
  • Once live, we will review metrics to learn if there is an increase in the number of completed job applications.

Conclusion

At this point, we were able to get buy-in from stakeholders and move forward with the design recommendations. I was extremely proud of my work on this project because even though we were constrained by time, we were able to solve a problem that had been lingering for years.