Enter the password to continue.
Home Team agencies were tracking millions of dollars in shared IBM software entitlements across spreadsheets, with no shared view between the team that owned the licenses and the project managers drawing them down. This is how a two-sided portal gave both sides one live source of truth.
MHA's Home Team agencies, SPF, ICA, SCDF, HTX and others, share Enterprise License Agreements (ELAs) with vendors like IBM, pooling software entitlements across multiple catalogues rather than buying licences agency by agency.
Tracking what had been drawn down, what was sitting in the pipeline, and what remained across catalogues like SPF Base, SCDF Consolidated, Addendum 3 and New 2021 was done manually, with no consistent view shared between the people managing the pool and the people spending from it.
The brief: give the ELA management team a consolidated, real-time view of consumption across every catalogue and agency, while giving individual project managers a self-serve way to request drawdowns, manage their pipeline, and raise new demand, with a proper approval trail on both sides.
Design thinking facilitator, ran a discovery workshop with the ELA management team to unpack how catalogues, ELAs, drawdowns and pipeline actually related to one another before any screen was drawn.
Researcher, mapped the distinct needs of two personas: the ELA management team who own and approve against the catalogues, and project managers across agencies who request against them.
UX & visual designer, designed the end-to-end flows and interface for both portal views, from the consolidated dashboard down to individual request forms.
Workshopped with the ELA management team to unpack how catalogues, agencies, ELAs and drawdowns fit together.
Separated the problem into two distinct roles needing two distinct views of the same data.
Defined the full drawdown, pipeline and demand request flows, including where each side needed to reject, acknowledge or assign.
Designed the dashboard, catalogue drill-downs, and every request and approval screen for both roles.
Walked the flows through with each respective team and refined the request/approval loop.
The ELA management team needed one consolidated view across all catalogues and agencies, total ELAs, drawdowns and pipeline value at a glance, with the ability to drill into any individual catalogue, project or agency, and to action incoming drawdown, pipeline and demand requests.
Each project manager needed a narrower, self-serve view of just their own projects, able to add a project, edit its pipeline line by line, request a drawdown against a date, and raise new demand when a project needed licences outside the current catalogue.
