Introduction
Zenith AI is an AI-powered analytics SaaS platform used by enterprises to monitor KPIs, sales, and operational data. While the platform had advanced features, users found it difficult to extract insights quickly, leading to frustration and underutilization.
This case study shows how we simplified their dashboard, improved usability, and built a scalable design system that empowered both novice and advanced users.
The Core Problem
To uncover the root causes, I performed a full analysis of the existing process.
This analysis formed the foundation for a redesigned registration journey.
- Performed complete AS-IS and TO-BE BPMN modelling, visualising every step of the registration process.
- Held interviews and observations with teachers, front-office staff, administrators, and students.
- Mapped key bottlenecks, including:
- unclear or inconsistent communication
- incorrect or late registrations
- no central information hub
- excessive manual work
- lack of reminders
Discovery & Research
To uncover the root causes, I performed a full analysis of the existing process.
This analysis formed the foundation for a redesigned registration journey.
- Performed complete AS-IS and TO-BE BPMN modelling, visualising every step of the registration process.
- Held interviews and observations with teachers, front-office staff, administrators, and students.
- Mapped key bottlenecks, including:
- unclear or inconsistent communication
- incorrect or late registrations
- no central information hub
- excessive manual work
- lack of reminders
What I Deluvered
I redesigned the registration process with a digital-first, student centred approach:
1. One centralised platform for all registration information
One single source of truth for deadlines, instructions, and updates.
2. Automated communication & real-time notifications
Introduced WhatsApp and Blackboard alerts and reminders to prevent late or incorrect submissions.
3. Clear and standardised digital instructions
Students received structured, easy-to-follow guidance, that reduced mistakes significantly.
4. Stakeholder alignment & staff guidance
Ensured teachers communicated consistent instructions during the introduction week.
5. Process redesign in BPMN
Developed a streamlined TO-BE proces based on Lean principles and feasibility.
Business Results
The improvements delivered measurable impact:
1. 40% reduction in overall processing time
Student registrations were more driven by automation, had a clearer flow, and that resulted in fewer manual tasks.
2. 25% less registration errors
Thanks to standardised instructions and automated reminders.
3. Significant workload reduction for staff
Less manual correction, fewer emails, and fewer escalations.
4. Improved student experience
Clearer communication, consistent reminders, and a simplified registration journey.
Outcomes & Impact
Closing Thoughts
This project demonstrated how a strategic redesign can transform a high volume academic process.
By combining lean analysis, BPMN modeling, and automated communication, the registration process became faster, more reliable, and far more user-friendly for both students and staff.