This project was awarded 4th place in the FAPEMA scholarship programme.
Web Platform
Smart Line Up: An Innovative Approach to Port Queue Management
Company
EMAP
Role
Product Designer
Duration
4 months
Year
2024
Context
EMAP (Empresa Maranhense de Administração Portuária) manages Porto do Itaqui, one of Brazil’s 10 largest ports. Its team struggled with productivity due to manual line-up management via spreadsheets, which slowed ship queue organisation and business rule processing. After several failed modernisation attempts, EMAP partnered with UNDB’s Software House to develop a more efficient solution.
Solution
To boost operational efficiency at the port, we developed an application that automates ship queue management, processing business rules directly through the backend. This has eliminated the need for manual logistics handling, allowing staff to focus on information and decision-making.
The solution has simplified workflows, reduced demurrage costs (fees arising from delays in loading/unloading) and increased the port's operational capacity.
Expected Results
Higher Number Of Ships Served Per Period
Users are expected to keep using the developed system.
Expected Reduction in demurrage rate
Less fees charged long periods staying in the port.
Optimisation of Analysis & Recording
More productivity by employees using the Line Up.
Higher number of ships served per period
Improved flow caused by port queue's automation.
Research Insights
Research was conducted using public databases and port websites featuring spreadsheets similar to Itaqui's Line-Up. The goal was to analyse how other companies shared their queues.
Key Points
Most ports use similar properties to display queues, both in terms of ships and the berths they occupy.
The spreadsheets contain complex information, varying according to each port's specific needs.
Most of the analysed line-ups are organised by berth, making navigating and finding information easier.
The systems include dedicated pages for sharing details about docked vessels.
CSD
Certainties
The current process is problematic for users as it requires significant time and effort.
There is a certain level of resistance from the team towards using complex systems.
The TOS+ (Secondary System) does’nt meet user needs, failing to display all relevant info.
User acceptance depends on how much information is available with minimal complexity.
The workflow involves switching between three different environments.
Spreadsheet-based viewing has become a habit for users.
Although there are business rules, some information occasionally needs to be adjusted.
Suppositions
Users are not concerned with additional features.
The team appears cautious about what might be introduced next.
The tide table is unlikely to influence how the vessel queue is defined.
Manual reviews remain necessary, as line-up changes require approval from staff.
External clients may have some decision-making power.
Doubts
How can the team adopt the system without rejecting it?
What frustrations did users experience with previous systems?
How willing are users to change a process that has been embedded for years?
What is the most effective way to present data to users?
How can we reduce the time users spend on their current workflow?
How can a new system improve the existing work process?
What might be the consequences of replacing a complex spreadsheet with a web-based system?
Our Meeting
We had a meeting to align expectations with the client. Due to access restrictions and logistical challenges, on-site visits to the company were not possible.
Through in-person discussions with EMAP team members, I identified the main inefficiencies impacting their workflow.
This direct approach helped to understanding real pain points, revealing critical challenges and opportunities for improvement throughout the process.
Employee's old workflow.
Enhancing the Design Process with AI
Instead of showing only static screens, I've decided to use Figma Make to illustrate each microinteraction in practice.
This helped the client grasp the nuances of the interface and give precise feedback early on.
The AI-powered prototype helped validate complex microinteractions and clarified the application flow for users during usability testing.
How it works?
Through the API’s communication with the automation system, berth requests are displayed on the requests screen, where the user can add them to the line-up to organise the vessel queue. Initially, this addition would be carried out manually. As the project evolves, however, the process will become automated.
Organising the vessel queue
Through the API’s communication with the automation system, berth requests are displayed on the requests screen, where the user can add them to the line-up to organise the vessel queue. Initially, this addition would be carried out manually. As the project evolves, however, the process will become automated.
supporting Screens
To add greater value to the system, coordinators and supervisors can not only create operational users, which facilitates audits and ensures tighter control over application activities, but also access the records of vessels and berths registered in the system. This simplifies database management and strengthens operational control.
Ships and Berths database
Ship Screens
Berth Screens
Usability Testing
Usability tests were conducted with 6 users, responsible for using the new Line Up system, centred on:
The test focused on the new workflow that employees would have when using the system.
Highlights
P1 👩🏻🦱
“The process has improved a lot! Now I don't have to register and write anything, just review the results.”
P2 👨🏻
"It's better than I expected. I can see the agility of the map, and I like the minimalism of the system!"
P3 👨🏻🦱
Suggested focussing on consulting and the use of the application, rather than on other extra features.
P4 👩🏻
Brought up the need to include different types of visualisation so that the Line Up appeals to the most diverse users.
P5 👩🏻🦱
Missed the possibility of editing and removing ship information after it has been inserted into the Line Up.
P6 👨🏻🦳
Warned about compliance rules that were not followed, and the difficulty in understanding user permissions.
Multidisciplinary Team Work
All the organisation and prioritisation of activities and sprints were organised by the team, with the help of feedback gathered during tests and a 2x2 matrix.
This approach enabled effective communication between Design and Development, in order to maintain the integrity of the schedule and the quality of the project developed.
Matrix created after analysing the usability test feedback.
If I Had More Time, I'd like to…
Setup Google Analytics
To better manage the pre-established metrics.
Conduct More Usability Tests
To validate the new and updated features.
Create a New Project Roadmap
To evolve and enhance the developed system.
Prototype New features
To strengthen the workflow and improve experiece.
Lessons learned
Align and Justify
By explaining the importance of design, I made the client feel more confident that everything would be completed on time.
Documentation
Documenting research and processes helped explain design decisions to both the client and the team.
Paying attention to the prototype
Creating a realistic scenario made users feel more comfortable and revealed some points during usability testing.
Shared success
Multidisciplinary collaboration supported the articulation of decisions made and was essential to the project's success.