Introduction
Our client’s problem is that the current process for registering the property, as well as manipulating the database, is time-consuming and not accessible or user-friendly. The University of Michigan Department of Public Safety and Security currently has a property registration database that needs updating to its current information workflow, front-end of the user system, as well as potentially updating the back-end to support user needs.There is lots of training needed for the administrators to add/remove items from the database, but also to do quantitative analysis on items: how many of a certain item, where they are located, color, size, etc. All of these metrics are important as DPSS works directly with Ann Arbor police to track down stolen items and try to identify the owners of the stolen property. The current system which uses Microsoft Access is difficult to use, needs training to be manipulated, and is not user friendly.
Methodological Overview
We used a user-centered design (UCD) research method called contextual inquiry to understand the limitations and drawbacks of our client's current system. This process involved project formulation, data collection, qualitative analysis, and presenting findings and recommendations to the client.
Interview
We have three set of interviewees: Decision maker, user and data manager. We create three set of interview protocols and take notes of our interview to create contextual notes.For decision maker we have DPSS Community Engagement Security Office. For user we have interviewee from DPSS Community Engagement Lieutenant Police Department who will use the database when it comes to law enforcement. And for data manager we interviewed Admin Coordinator from the University of Michigan.
In the interview protocol. We designed a overarching question to make sure what information we want from our interviewee. Based on their different roles, we have corresponding questions designed for them.
Affinity wall
After the completion of all the interviews, we interpreted our annotated notes into short sentences and phrases and created more than 150 sticky notes to build the affinity wall (Figure.1). We clustered those notes with similar ideas into large groups and formed an affinity wall with four levels of hierarchy. This process helped us come up with higher levels of ideas about how we can tackle our client’s issues and analyze the connections between each interviewee to maximize the efficiency of our findings and recommendations.
Registration process
Findings
We structured the information by gathering observations, and conducted successful research and client interviews before conducting our analysis. The vast amount of data gathered was analyzed by our team using the affinity wall mapping technique. For easier comprehension and data synthesis, we grouped related observations into a single category.
Database
The database's front-end is the main concern in the current system, branching out to front-end issues with the registration webpage and an inconsistent registration system, as well as user issues with finding existing data. The property registration webpage lacks standard design and is confusing for students and staff, while updating addresses is a time-consuming process involving multiple stakeholders. The system is not user-friendly or self-explanatory, requiring human intervention and working with multiple software programs. The process of accessing and modifying data is draining and not user-friendly.
Organization
There is a lack of communication between DPSS and other departments despite collaborating on complex situations with Ann Arbor police. Work distribution overlaps and sticker production outsourcing needs research. There are misunderstandings about serial number provision and sticker printing, and material issues that hinder finding lost items, not considered in the property registration system.
Responsibility
During the process of registering and tracking stolen items, multiple stakeholders are involved, but their responsibilities are not communicated effectively due to the complexity of the property registration procedure. This leads to delays and confusion among team members, as even simple tasks require the intervention of multiple people. Management positions overlook the website's overall functioning, but do not understand the primary issues faced by those working on the database. Each stakeholder has expertise in their own area of responsibility.
Future engagement
DPSS's outdated database system doesn't meet industry expectations and hinders effective data management. Data analysis helps understand theft patterns and take steps to prevent future incidents. Implementing new technologies like GPS tracking can improve the system, but potential obstacles like data transfer need to be considered. DPSS recommends property registration to enhance student security, but it's underutilized and needs attention.
Recommendations
