Dispatcher System Discovery for a Humanitarian Organization

The Beetroot Discovery Team designed a sophisticated dispatch system and mobile app interfaces to help a Humanitarian Organization (name withheld due to NDA) enhance its resource management and emergency response coordination.

  • Azure
  • Flutter
  • PostgreSQL
  • Python
  • React

Background

  • Challenge

    Our client is a vital humanitarian organization, providing a wide array of services, including international relief, medical and social support, first aid training, and psychosocial assistance.

    With the critical need to improve resource management and emergency response coordination, the client faced challenges that required advanced solutions to ensure efficient operation across its diverse units.

    To tackle these issues, the organization sought the expertise of Beetroot’s Discovery Team to develop an integrated dispatch system that could adapt to the dynamic and evolving demands of its operations.

  • Project Recap

    • A nationwide humanitarian organization entrusted Beetroot with a critical discovery project aimed at developing a real-time dispatch system and mobile application for their rescue teams and volunteers.
    • Over three months, Beetroot’s Discovery Team, composed of a Business Analyst, Project Manager, UX/UI Designer, and Tech Lead, developed a comprehensive technical specification for the dispatch platform.
    • Beetroot’s discovery phase outcomes have not only met but exceeded the client’s expectations. Once implemented, it is expected to elevate the effectiveness of the organization’s humanitarian efforts and provide a scalable foundation for future expansions, underscoring the substantial value of the solution

Solution

First and foremost, Beetroot’s Discovery Team, including a Business Analyst, Project Manager, UX/UI Designer, and Tech Lead, conducted an in-depth analysis and defined the technical requirements necessary for integrating with the client’s existing systems. Python, React, Flutter, Azure, and PostgreSQL were selected as the core stack in the dispatch platform architecture.

The team engaged with end-users (coordinators and managers) to understand their experiences, challenges, fears, and potential barriers. This insight was crucial for mapping out detailed user scenarios, defining the user journey, and identifying critical touch points across the system.

Subsequently, the team moved to the prototyping stage, creating layouts that captured the overall concept of the product and its key sections.

The web platform is designed to meet the critical needs of dispatchers, ensuring that it displays correctly across various devices and screens. This functionality allows the end users to effectively monitor operations, react swiftly to changes, and analyze data, enhancing their ability to manage resources and coordinate responses in real time.

Meanwhile, the mobile app is tailored to the unique requirements of volunteers, emphasizing flexibility, simplicity, and offline functionality. Optimized for ease of use on smartphones and tablets, it provides a seamless interaction experience that supports the dynamic conditions faced by teams in the field.

Usage Scenarios

Below are examples of how various end-user groups may use the dispatch system via web and mobile app interfaces.

  • Dispatcher

    Operation Coordination

    • Review the work schedules of units and determine which tasks are performed according to the schedule and which need attention
    • Access the current status of all available resources visualized through a map tool
    • Coordinate actions to resolve urgent situations and set priorities for teamwork

    Request Response

    • View incoming requests and prioritize them
    • Assign available resources to respond to incoming assistance requests
    • Record project details and provide descriptive supplementary information about the request
  • Volunteers and Medical Personnel

    Appointment Schedule

    • Access the system to check the appointment schedule
    • Review scheduled visits and receive notifications about schedule changes

    Emergencies and Assistance

    • Initiate emergency calls and notifications about urgent situations
    • Initiate requests for assistance from other company resources as needed
    • Record incidents of physical danger during service provision

    Beneficiary Reporting

    • Report on the delivered services upon visits
    • Fill out reports on services provided and update information about beneficiaries

Results

The client has endorsed the comprehensive dispatch platform designed by Beetroot’s Discovery Team. Central to its design is the optimization of resource allocation, providing real-time data on resources and incidents, which is crucial for rapid response and strategic decision-making.

Additionally, the introduction of new communication channels through the platform allows for faster and more transparent interactions between teams.
The platform also includes an upgrade of the organization’s care service, enhancing coordination and resource control. This improvement is vital as the client aims to transform this service into a paid offering.

Operating 24/7, the dispatch system is pivotal in enabling the organization to respond swiftly to requests and emergencies, boosting its overall capability to address needs promptly.

The dispatch system directly enhances team efficiency and facilitates business growth for the client by streamlining task management and improving operational coordination across the organization.

At Beetroot, we’re passionate about contributing to projects like this that truly make a difference. We’re genuinely committed to providing solutions that not only meet the client’s needs but also help amplify their positive impact efforts.

Reflections on the Project

  • Working on this project was both challenging and exciting. Given the sensitive nature of the client’s operations, we prioritized ease of use, cross-device accessibility, and interaction-first interfaces. It’s been truly rewarding to contribute to their indispensable work by enhancing their toolkit, enabling them to respond more effectively to emergencies and communicate more efficiently.

    Anna Iemielianenko,
    UX/UI Designer at Beetroot

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