Cash Management
System - StoreOps
Cash Management
System - StoreOps
B2B
B2B
Money Management
Money Management
Finance
Finance
Store Operations
Store Operations
//PROJECT OVERVIEW
//PROJECT OVERVIEW
Why?
Why?
Apna Mart faced significant challenges in managing and tracking cash across its retail stores. The existing processes for cash handling were largely manual and lacked a structured system for recording transactions and ownership. As a result, there were frequent discrepancies between the expected cash and the actual cash collected, leading to financial losses and operational inefficiencies.
Apna Mart faced significant challenges in managing and tracking cash across its retail stores. The existing processes for cash handling were largely manual and lacked a structured system for recording transactions and ownership. As a result, there were frequent discrepancies between the expected cash and the actual cash collected, leading to financial losses and operational inefficiencies.
//PROBLEM STATEMENT
What are we designing?
A reliable cash management system to streamlines cash flow at all checkpoints & focusing on secure safe ownership & accurate tracking of cash balances to empower operations & store teams, reducing cash loss and ensuring smooth daily operations.
A reliable cash management system to streamlines cash flow at all checkpoints & focusing on secure safe ownership & accurate tracking of cash balances to empower operations & store teams, reducing cash loss and ensuring smooth daily operations.
//PROBLEM STATEMENT
What are we
designing?
//RESULTS
On - Ground Impact
The launch of this new cash management system has boosted cash accuracy and reduced audit discrepancies
The launch of this new cash management system has boosted cash accuracy and reduced audit discrepancies
//RESULTS
On-Ground Impact
55%
55%
98.5%
98.5%
Cash Accuracy
45%
45%
1.5-2%
1.5-2%
Cash Mismatch Cases
₹4 Lakh - ₹5 lakhs
₹4 Lakh - ₹5 lakhs
Monthly cash loss reduced
//DESIGN PROCESS
The Approach
Discover
Define
Ideate
Design
Feedback
Understanding the Process
User Stories
Project Golas
Project Overview
Problem Statement
Rebuilding Flow
Pen & Paper
Key Design Consideration
Style Guide
Information Architecture
Final Screens
Impact
Metrics
Impact
Metrics
//DESIGN PROCESS
The Approach
//UNDERSTANDING PROCESS
Hierarchy of Cash Flows
within the System
//WHO ARE WE SOLVING FOR
User Stories
//DEFINE
Project Goals
//UNDERSTANDING THE PROCESS
Hierarchy of Cash Flows within the System
//WHO ARE WE SOLVING FOR
User Stories
Understanding the real situation and user need was key. So we mapped some daily user scenarios and real actions to shape a product that fits into actual workflow - not the other way around
//DEFINE
Project Goals
We outlined the main objectives for our project to guide the design of our UX goals.
//IDEATION
Multi Platform Support
Since multiple stakeholders are involved and each role uses a different tool for their tasks, the overall process gets scattered. To ensure a smooth experience, we need to design end-to-end flows that connect all 5 tools and keep every step in sync
//IDEATION
Multi Platform Support
Since multiple stakeholders are involved and each role uses a different tool for their tasks, the overall process gets scattered. To ensure a smooth experience, we need to design end-to-end flows that connect all 5 tools and keep every step in sync
//IDEATION
Pen & Paper
Before jumping into design tools, I started drafting Layouts in pen and paper to define the best flows, took feedbacks along the way and improved flows where required.
//IDEATION
Pen & Paper
Before jumping into design tools, I started drafting Layouts in pen and paper to define the best flows, took feedbacks along the way and improved flows where required.
//IDEATION
Key Design Consideration
Now just one more thing before design explorations, I first defined the fundamental considerations that would shape every decision. These acted as guiding principles to ensure the solution wasn’t just functional, but also resilient and trustworthy:
//IDEATION
Key Design
Consideration
Now just one more thing before design explorations, I first defined the fundamental considerations that would shape every decision. These acted as guiding principles to ensure the solution wasn’t just functional, but also resilient and trustworthy:
//VISUALS
Style Guide
One more thing before starting, Defined A Style guide for the app so all the screens stays consistent and easy for developers for working with set set of colours
//VISUALS
Style Guide
Before jumping into design tools, I started drafting Layouts in pen and paper to define the best flows, took feedbacks along the way and improved flows where required.
//IDEATION
What didn't work?
So before jumping into the final screens, I want to give a quick rundown of what didn’t work and why we went with our final design, so all my UX nerds let's dive into my failed accomplishments (because honestly, I did learn a thing or two from each of them)
So one of the major feature of this product was "Counting the cash" and entering that data into the system. Let's see the process and ideas went behind it
//ITERATION
So what actually worked?
Taking all the learning from past iterations, we finally came up witht he design that made sense
//IDEATION
What actually worked?
Taking all the learning from past iterations, we finally came up witht he design that made sense
//INFORMATION ARCHITECTURE
User Flows for various journeys
Let's dive into flows 1 by 1 and see how the new cash flow takes place in the system
//INFORMATION ARCHITECTURE
User Flows for
various journeys
Let's dive into flows 1 by 1 and see how the new cash flow takes place in the system
//ERROR HANDLING
When Chaos Hits the System
So keeping aside all the happy Flows, the real challenge lies in preparing for when things go wrong. So As discussed earlier, one of the major key design consideration was "Accountability"
So the issue detection takes place in 3 major steps.
So the issue detection takes place in 3 major steps.
// Whenever a cash mismatch is identified at a checkpoint, the system will register the discrepancy against both parties responsible for the transaction at that stage, Following are the exampled of cash mismatch cases:
// Whenever a cash mismatch is identified at a checkpoint, the system will register the discrepancy against both parties responsible for the transaction at that stage, Following are the exampled of cash mismatch cases:
//ERROR HANDLING
When Chaos Hits
the System
So keeping aside all the happy Flows, the real challenge lies in preparing for when things go wrong. So As discussed earlier, one of the major key design consideration was "Accountability"
//RESOLUTION
How are unresolved booking resolved ?
So all the registered cash booking will be resolve by the "Store Manager" later through his Apna Store Dashboard.
He will call both the parties, investigate where exactly did cash loss happened, can look into cash logs, security camera footages etc. and then come to a conclusion and resolve the booking accordingly.
//During resolution, If someone is found guilty for cash discrepancy, A cash short will be booked against them and it will be settled by the end of month in his/her salary
//During resolution, If someone is found guilty for cash discrepancy, A cash short will be booked against them and it will be settled by the end of month in his/her salary
//RESOLUTION
How are unresolved
booking resolved ?
So all the registered cash booking will be resolve by the "Store Manager" later through his Apna Store Dashboard. He will call both the parties, investigate where exactly did cash loss happened, can look into cash logs, security camera footages etc. and then come to a conclusion and resolve the booking accordingly.
//IMPACT METRICS
So How effective was the system?
So the process was implemented using a branching method. We first experimented with 10 MVP stores for a month, and later scaled it exponentially to other stores. By the end of 3 months, we had successfully rolled it out across all stores.
First 3 month impact since launch
46.57%
46.57%
97.24%
97.24%
Cash Accuracy
Cash Accuracy
53.33%
53.33%
2.76%
2.76%
Cash Mismatch Cases
Cash Mismatch Cases
Current average impact (Last 7 days)
Current average impact (Last 7 days)
First 3 month impact since launch
Approx 99.38% - 97.29%
Approx 99.38% - 97.29%
Cash Accuracy
Cash Accuracy
2.71% - 0.62%
2.71% - 0.62%
Cash Mismatch Cases
Cash Mismatch Cases
//IMPACT METRICS
So how effective was
the system?
So the process was implemented using a branching method. We first experimented with 10 MVP stores for a month, and later scaled it exponentially to other stores. By the end of 3 months, we had successfully rolled it out across all stores.
//FIN
Thank You For Scrolling!
That's all folks, Please feel free to ask any questions you have
I would love to answer them. Bring it on!
//FIN
Thankyou For Scrolling!
That's all folks, Please feel free to ask any questions you have I would love to answer them. Bring it on!
//IDEATION
What didn't work?
So before jumping into the final screens, I want to give a quick rundown of what didn’t work and why we went with our final design, so all my UX nerds let's dive into my failed accomplishments (because honestly, I did learn a thing or two from each of them)