Pijar Sekolah Onboarding Wizard

Currently, after users, especially school admins, have accounts and school portals, the operational team holds online Technical Guidance (BIMTEK) to explain the first steps of using Pijar Sekolah. However, the onboarding process is not very effective due to the long time between scheduling and conducting BIMTEK.

Here are some existing pain points that cause the activation process to be lengthy and inefficient:

• Users often lack sufficient information about the activation process.
• The activation process can sometimes be complex and time-consuming.
• Lack of adequate support if users encounter issues during activation.
• Different systems involved in the activation process often do not integrate well.

To guide users through the steps they need to successfully use the Pijar Sekolah product. The expectation is that the Wizard process for Boarding will provide clear guidance, instructions, and relevant notifications to users. This is the background for initiating the design of this data migration onboarding wizard.

To measure the success of this initiative or feature, here are the goals, metrics, and ways to measure the success or effectiveness of this feature in the future.

• Goal: reducing the time taken for data migration processes. Metric: from 2 weeks to 1 day. How to measure: the “Wizard” event tracker or Elapsed Time on Google Analytics.
• Goal: increasing the number of activations and usage of Pijar Sekolah. Metric: school activation numbers up by 20%. How to measure: analyzing funnels using Google Analytics.
• Goal: increasing the number of schools performing data migration. Metric: 20 more schools. How to measure: analyzing funnels using Google Analytics.

The UX research team at Pijar Sekolah has conducted a series of research and interviews to understand the needs of school data migration. The main goal of this research is to find the fastest and most efficient way to transfer school data to the Pijar Sekolah platform.

One of the initiatives that emerged from this research is to leverage Dapodik data from the Ministry of Education and Culture. Dapodik (Education Core Data) is a database that contains various important school data needed for migration to Pijar Sekolah.

By utilizing Dapodik data, the process of migrating school data to Pijar Sekolah is expected to be faster and more efficient. Additionally, the use of Dapodik data will also help maintain the accuracy and validity of the migrated school data.

The research team conducted in-depth research to understand the use of School Data (Dapodik) in schools, the results of downloading Dapodik data, and feedback related to the Data Migration feature design. This research aims to build features that meet school needs, improve user-friendliness, and address potential issues. The migration of data to Pijar Sekolah is expected to enhance data management efficiency, educational quality, and information access for all parties. The research team will continue to collaborate with the development team and conduct monitoring & evaluation to ensure the smoothness of the migration process.

Based on the results of an in-depth review with users, migrating school data to Pijar Sekolah using Dapodik has proven to be an innovative solution that can help schools in the data migration process. The easy and fast migration process, thanks to the structured and standardized data in Dapodik, leads schools to an era of more efficient and accurate data management. A smooth transition with full support from the Pijar Sekolah team ensures smooth adaptation and maximizes the benefits of the Pijar Sekolah platform.

One of the users has tried and successfully completed the API integration process in Dapodik, which means there is a possibility that the API in Dapodik can be used for integration into Pijar Sekolah, making it very convenient for the migration and data integration process.

However, after further exploration, this approach turned out to have many challenges, especially in terms of data security regulations. Therefore, it is stated that this solution cannot be implemented yet.

Finally, we will use Dapodik data as documents to upload in the onboarding wizard process, as Dapodik contains all the necessary school data for the data migration process to Pijar Sekolah.

Breaking down user flows is the process of decomposing the sequence of steps taken by users in a product or service into more detailed parts.

Pijar Sekolah has branding guidelines that direct the UI design style of all designs at Pijar Sekolah. Pijar Sekolah's design style is fun, casual, and clean, aiming to give an impression of intellect, intelligence, and cheerfulness.

Pijar Sekolah uses the basic structure of the Legion Design System, a global design system developed by Telkom. Pijar Sekolah's User Interface Design (UID) team adjusts this Design System by modifying styles and visual identities according to the main characteristics of the Pijar Sekolah brand. These modifications are done carefully to ensure alignment with the needs and goals of this integrated digital learning platform.

Pijar Sekolah uses the basic structure of the Legion Design System, a global design system developed by Telkom. The User Interface Design (UID) Team at Pijar Sekolah adjusts this Design System by modifying styles and visual identities to align with the main characteristics of the Pijar Sekolah brand. These modifications are carefully made to ensure alignment with the needs and goals of this integrated digital learning platform.

In the UI component design process, I conduct moodboarding and benchmarking from various sources to obtain design styles and UI components that are suitable for showcasing progress or steps in a journey. Horizontal or vertical steppers are one of the suitable options to use in wizard onboarding design.

The research team conducted a concept test using the initial design. Two design options were tested in this concept test, to determine which solution is more valid and suitable to continue in the high fidelity process.

Why do respondents prefer uploading data per menu (option 1)?

• Familiarity: more familiar with the process of downloading data per menu in Dapodik, so the mindset for uploading is also more suitable for uploading data per menu. When related to the needs during data download, users require more specific data extraction. Users often perform data curation processes to obtain data that meets their needs, both for download and upload processes.
• Security over speed: anticipating the presence of confidential data that is not needed being uploaded, such as parents' income, parents' occupation, etc. The implication is that users feel more secure compared to having to upload all data at once. There is concern about the misuse of sensitive data by third parties or applications, and users were still questioning the legality of Pijar Sekolah as a third party, whether it has obtained approval from the Ministry of Education and Culture.

When logging in for the first time or not yet activating, there is an alert banner indicating that the school has not migrated data, and there is a “Get Started Now” button to start the data migration onboarding wizard process.

On this page, users will be given the option to migrate data using data from Dapodik or using an Excel format from Pijar Sekolah. In this scope, we will discuss data migration using Dapodik data.

On this page, users will be guided on how to upload data using a file downloaded from their respective Dapodik website. Users are directed to upload Subject documents taken from the “Learning Recap” file.

Users are directed to select a file downloaded from Dapodik according to the data upload step in progress.

After selecting a file, users must then press the “Upload” button to start the data upload processing to Pijar Sekolah.

On this page, a preview of the data from the previous Dapodik data processing will be displayed. Here, the user will be given the option to edit and delete the necessary data individually. If the user feels that the data is correct, the user is directed to select the “Continue to Fill in Teacher Data” button.

If the user has completed 5 steps of the school data migration process using Dapodik, on the last step, there will be a success modal indicating that the data migration process has been completed. Then the user can fully use all of Pijar Sekolah's features.

The edit data form will be available for all data in the 5-step data migration process, tailored to each data.

There is a checkbox on the left side of the data row, which can be selected to choose data to be deleted either individually or in bulk.

When pressing the “Delete” button, a delete data confirmation modal will appear. If the user presses cancel, the data deletion process will be canceled. If the user presses the delete data button, the data will be immediately deleted and cannot be recovered.

A success modal will appear if the user successfully deletes data, and conversely, an error snackbar will appear when there is a failure in deleting data.

• Easy and practical: users no longer need to be confused about how to start migrating data. The wizard will guide them step by step with simple and easy-to-understand explanations.
• On target: the wizard is designed to take users directly to the right point to upload their school data to Pijar Sekolah.
• Time-saving: the data migration process becomes faster and more efficient because users do not need to search for the necessary information and menus.

• Support data migration from downloaded files or Dapodik data.
• Guide users step by step in the data migration process.
• Provide clear explanations at each step.
• Direct users to the exact point to upload data.

The data migration wizard from the Design Team will simplify and speed up the process of migrating school data to Pijar Sekolah. Users can migrate data independently and without confusion.

From the data obtained from Google Analytics, it can be observed that the Elapsed Time to complete each step or flow in the wizard onboarding feature is below 20 minutes. However, there are cases in a specific data upload step that takes up to 17 hours. This might be due to the need to manually collect or edit data by administrators or operators in each school.