Central Exam Management
Replacing scattered Excel workflows with a unified exam planning system
The Challenge
VU Amsterdam's exam organization team was drowning in Excel chaos. Multiple teams managed exam logistics through scattered spreadsheets, creating version control nightmares and data inconsistencies.
Core Problem
No single source of truth for exam planning meant room conflicts, student accommodation oversights, and wasted coordination time across departments.
Design Process
Discover
Multi-Team User Research
- Conducted interviews across different exam organization teams
- Mapped current Excel-based workflows and pain points
- Identified role-specific needs and permission requirements
- Analyzed coordination breakdowns between teams
Define
System Requirements & User Needs
Key insight: Different teams needed the same data but with role-specific views and editing permissions.
Critical requirements: Centralized exam scheduling, student accommodation tracking, role-based access control, and real-time collaboration without version conflicts.
Design
Prototyping & Validation
- Created interactive prototypes for different user roles
- Designed calendar views for visual planning (annual, weekly, daily)
- Developed detailed exam management interfaces with filtering
- Conducted iterative reviews with end users and business stakeholders
Deliver
Development Collaboration
- Working closely with development team on implementation
- Planned ongoing usability testing and validation phases
- Ensuring technical feasibility aligns with user needs
The Solution
Unified Exam Management Dashboard
Replaced fragmented Excel files with a centralized application featuring role-based permissions and real-time collaboration capabilities.
Annual Calendar View
Strategic overview for long-term exam planning and scheduling
Block Schedule View
Detailed weekly exam scheduling with room capacity management
Detailed Exam View
Comprehensive exam information including student accommodations and room requirements
Role-Based Access
Different user roles see relevant information with appropriate editing permissions
Before & After
Before
- Multiple scattered Excel spreadsheets
- Version control nightmares
- Data inconsistencies across teams
- Room conflicts and accommodation oversights
- Wasted coordination time
After
- Single source of truth for exam planning
- Real-time collaboration capabilities
- Role-based access and permissions
- Centralized scheduling and room allocation
- Streamlined coordination between teams
Impact & Results
Key Learning
Complex multi-team workflows require careful stakeholder management and role-specific design thinking. Understanding not just what users do, but how they collaborate, is crucial for system success.
Process Transformation
- Eliminated Excel version control issues and data duplication
- Created single source of truth for exam organization
- Streamlined coordination between multiple teams
Next Steps
Post-launch usability testing and feature refinement based on real-world usage patterns. Continuous user feedback integration and iterative approach to ensure user adoption and satisfaction.