The development of the new user interface for Purchase Order Lines Management in Alma™ was a significant undertaking driven by the need to enhance user experience and productivity. The redesign aimed to address several key challenges and improve the overall efficiency for acquisitions staff. The previous interface had fragmented workflows, requiring users to navigate through multiple task lists for different PO line statuses. 

The journey began in 2021 with a focus on user-centered design, involving users from the outset to ensure the interface addressed their real-world challenges. Initial user studies provided valuable insights, highlighting areas for improvement. This culminated in a general release of the new UX in August 2023. 

This blog post explores the value of this redesigned UX, highlighting its key benefits and the positive feedback from users based on recent survey results. 

Key Benefits for the PO Lines UX Redesign 

The intent of the redesign was not only to enhance productivity but also to ensure that users have a more intuitive, customizable, and positive experience. The new unified interface consolidated all PO lines and their statuses into a single page, streamlining the workflow and reducing navigation time, and focused on delivering the following benefits. 

Efficiency and Productivity 

The unified task list and faceted search capabilities allow users to quickly locate and manage PO lines, reducing the time spent navigating through multiple pages. This streamlined workflow enhances productivity, enabling staff to focus on more critical tasks. 

User Experience 

The split view and customizable panels cater to individual preferences, making the interface more intuitive and user-friendly. By allowing users to personalize their workspace, the system becomes more adaptable to different working styles, leading to higher job satisfaction and efficiency. 

Accuracy and Consistency 

Persistent sorting and the refresh indicator ensure that users are always working with the most up-to-date information. This reduces the risk of errors and ensures that decisions are based on accurate data, which is crucial for maintaining the integrity of the procurement process. 

Scalability 

The ability to perform bulk actions and manage multiple facets simultaneously makes the system scalable. As organizations grow and the volume of PO lines increases, these features will help maintain efficiency without overwhelming the staff. 

Adaptability 

The new interface’s flexibility in presentation and functionality means it can easily adapt to future changes and enhancements. This adaptability ensures that the system remains relevant and useful as organizational needs evolve. 

Survey Insights and User Response 

To understand the impact of the new UX, Alma conducted a survey in the fall of 2024, collecting 170 responses. Here are some key findings: 

Usage Frequency 

The survey results indicate that the new UX is widely used, with 62.13% of respondents using it every day and 28.4% using it several times a week. This high usage frequency underscores the importance of the UX in daily library operations. 

Satisfaction Levels 

Overall, user satisfaction with the new interface is high. According to the survey, 27.98% of respondents are very satisfied, and 42.26% are somewhat satisfied. Only a small percentage of users expressed dissatisfaction, with 8.33% somewhat dissatisfied and 3.57% very dissatisfied. 

Ease of Navigation 

The new UX earned high marks for its ease of navigation. A significant 65.30% of respondents found the interface easy or very easy to navigate, while only 8.83% found it difficult or very difficult. 

Efficiency Improvements 

The new UX has also been credited with improving the overall efficiency of completing acquisitions tasks. According to the survey, 47.62% of respondents reported an improvement, with 16.07% noting a significant improvement. 

Performance and Responsiveness 

The performance of the new UX has been well-received, with 61.31% of respondents rating it as excellent or good. 

User Feedback 

The positive feedback from users is a testament to the success of the new UX. Here are some comments collected: 

• “The new interface is really user-friendly and has made managing vendor records much easier.” 

• “I love the ability to customize the display and use facets to filter details within PO lines.” 

• “The reduction in clicks and the ability to view related invoices without leaving the PO line are game-changers.” 

• “Editing PO lines is made much easier now.” 

• “The new interface improves managing vendor records at the same time as working on the PO line.” 

These positive comments highlight the various ways in which the new UX has improved daily workflows and enhanced user satisfaction. 

Summing It All Up 

The redesign of Alma’s Purchase Order Lines Management interface has significantly improved user experience and productivity, while being well-received by the user community. By consolidating workflows and offering customizable features, the new UX addresses key challenges faced by acquisitions staff.  

The user-centered design also ensures the system remains efficient, accurate, and adaptable to evolving needs, supporting the critical work of acquisitions staff and enhancing the overall Alma experience.