Complete Design Solution: Vendor Management System for PT Prima Indonesia Logistik

The Vendor Management System project was developed for PT Prima Indonesia Logistik (PIL), specifically for the logistics division, to modernize and improve the efficiency of vendor management processes in logistics. The project included branding, app design, and testing the solutions to optimize the selection, tracking, and reporting of logistics vendors

My Role

Design lead, prototyping, and UI design
Develope brand identity and visual style
Conducted usability testing to refine user experience

My Impact

Strengthened brand identity through the logo and cohesive app design, aligning with PIL’s values and enhancing user trust.
Delivered the full end-to-end mobile app design, creating a seamless, user-centric interface from logo to final design, simplifying navigation and enhancing the user experience for logistics staff.
Improved user experience with a user-centric app interface, simplifying navigation and enhancing usability for logistics staff, contributing to more efficient workflows.

Timeline

November 2023 – December 2023

Discipline

UI design, brand identity, visual design

Platform

Mobile app

Context

PT Prima Indonesia Logistik’s (PIL), specifically logistics division manages key logistics services, including door-to-door transport, multimodal services, warehousing, and customs clearance. To support these operations, the division relies on external vendors, which, due to limited internal resources, creates challenges in negotiating competitive rates and ensuring vendor reliability.

The absence of a centralized vendor management system has hindered PIL’s ability to efficiently manage vendor relationships and achieve optimal pricing. Addressing these issues is crucial to realizing PIL’s vision of becoming a trusted and reliable logistics provider.

Research

To ensure the vendor management system would effectively address PIL’s needs, we conducted targeted research focusing on understanding the core problems and identifying best solutions. Research methods included:

Stakeholder Interviews

Conducted interviews with logistics staff and division leaders to uncover primary operational challenges in vendor management, focusing on issues in sourcing, reporting, and tracking processes.

Solution Validation

Presented proposed solutions to stakeholders, gathering feedback to ensure alignment with PIL’s operational needs and refining features like automated reporting and a user-friendly interface.

Existing Journey

Research Key Findings

Difficulty in Sourcing and Validating Vendors

Without a centralized database, PIL struggled to efficiently find and verify reliable vendors, especially in remote areas, leading to reliance on unverified vendors

Reliance on Manual Reporting

Manual reporting delayed access to critical data, slowing decision-making and limiting real-time performance monitoring

Absence of Real-Time Tracking

Lack of real-time tracking reduced shipment transparency, hindering proactive management and impacting customer satisfaction

How Might We

The Logistics Division at PT Prima Indonesia Logistik (PIL) plays a crucial role in ensuring efficient service delivery. However, several operational challenges hinder their ability to manage vendor relationships effectively. Addressing these challenges is essential for enhancing overall efficiency and accountability within the division.

Challenge

Struggled to source, validate, and manage vendor information, reliance on an unverified vendor pool posed reliability risks

Relied on manual methods for tracking performance and service status, slowing down management’s access to real-time insights

Cargo monitoring was unreliable due to the lack of real-time tracking, leading to potential delays and reduced transparency for management

How Might We

How might we create a vendor management system that addresses vendor validation, real-time tracking, and efficient reporting to streamline PIL’s logistics operations?

Solutions

To address the identified challenges and enhance operational efficiency, we propose the following comprehensive solutions designed to streamline vendor management and improve communication between PIL and its vendors. These solutions are expected to enhance operational efficiency, strengthen vendor relationships, improve decision-making, increase accountability, and reduce costs.

Centralized Vendor Management System (Vendor App)

A dedicated app for vendors to register, maintain their profiles, and manage their services. This app acts as a centralized platform for managing vendor

Key Feature

List tenders: Vendors can check and submit offer for all available tender

Service and assets listing: Vendors can add their available services, pricing, and availability in the app

Vendor legality: Vendors can sign up and provide necessary administration for validation legality

PIL Management System (PIL App)

A custom-built app for PIL logistic division to handle logistics workflows efficiently, including vendor selection and custom request

Key Feature

Tender creation: PIL employees can create new tender, choose vendor and check vendor offer

Custom requests: PIL employees can create and send personalized requests based on custom needs

Integrated workflow: In-app notifications enable seamless workflow between PIL and vendors

Integrated Logistics Workflow System

A fully automated system that manages the entire workflow from tender and vendor selection to invoicing, minimizing manual intervention

Key Feature

Simplifies complex workflows and reduces manual errors

Enhances shipment transparency and efficiency with real-time tracking

Speeds up payment processes and provides detailed reporting for performance analysis

Vendor App Information Architecture

The information architecture vendor app is designed to streamline the tender management process for vendors. This architecture outlines the key components and navigation flow within the app.

Vendor App User Flow

The user flow outlines the process for vendors using the Vendor App, detailing the steps from onboarding to managing offers and improving their profiles. It begins with user registration or login, followed by navigating the app dashboard to find and select tenders. Vendors can submit offers, check services, view invoices, and enhance their profiles

PIL App Information Architecture

The information architecture vendor app is designed to streamline the tender management process for vendors. This architecture outlines the key components and navigation flow within the app.

PIL App User Flow

The user flow outlines the process for PIL employees using the PIL App, starting with onboarding and login. Users navigate the app to create or check tenders, make custom service requests, view available services, access invoice history, and generate reports. This streamlined flow enables efficient management of logistics operations and vendor interactions.

Workflow Process From Service Selection to Invoicing

The “Workflow Process From Service Selection to Invoicing” details the steps from tender creation to payment completion. A PIL employee creates a tender, which vendors review and submit offers for. After selecting a vendor, draft invoices are generated in both the PIL and vendor apps. Following delivery confirmation, invoices are updated to payment status, and payment is processed automatically, marking the invoices as complete in both applications.

Final Design

Challenge

Struggled to source, validate, and manage vendor information, reliance on an unverified vendor pool posed reliability risks

Relied on manual methods for tracking performance and service status, slowing down management’s access to real-time insights

Cargo monitoring was unreliable due to the lack of real-time tracking, leading to potential delays and reduced transparency for management

How Might We

How might we create a vendor management system that addresses vendor validation, real-time tracking, and efficient reporting to streamline PIL’s logistics operations?