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e-Procurement Management System

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The content of this UI/UX case study

  1. Background
  2. Identified Problem
  3. Proposed Solution
  4. Main User Roles in the System
  5. My Role and Responsibilities
*Due to confidentiality agreements, I am unable to share visual designs or wireframes from this project
1. Background

This project was initiated by the Government of Sri Lanka to digitize and streamline procurement activities across public institutions. The platform aimed to increase transparency, reduce paperwork, and improve efficiency in procurement management.

2. Identified Problem

• Before the implementation of PROMISE, Sri Lanka’s public sector handled procurements and procurement management manually, which resulted in a number of challenges.

• Lack of transparency, time-consuming processes, poor record- keeping, monitoring delays, inefficiencies in the bidding process, duplicate tasks, and limited vendor access are some of them.

3. Proposed Solution

• Promise.lk (Procurement Management Information System) was introduced by the Government of Sri Lanka, and the Ministry of Finance oversees the platform. The official e-Government Procurement (e-GP) platform, also known as PROMISE.

• This system is developed to digitize and streamline the entire public procurement process for all Sri Lankan government entities. This system gives a centralized online platform for all procurement-related activities.

• The system oversees the entire procurement cycle, from tender advertisement, bid submission, and e-bid opening to evaluation, contract award, and contract management.

4. Main User Roles in the System

The main user roles in the system included

vendors, liaison officers, assistant liaison officers, technical officers, assistant technical officers, procurement officers, assistant procurement officers and administrators.

The following are the key areas associated with each user role.

Vendor User Role

  • Vendor profile dashboard where suppliers register, manage documents, submit bids, and track their bid submissions.
  • High complexity – multiple document types, validation states, and approval workflows.

Liaison Officer User Role

  • The liaison officer serves as the authorized representative of a procuring entity (e.g., government ministries, departments, and public organizations) within the e-Procurement Management System.

  • The system was designed to provide liaison officers with a centralized dashboard for planning, publishing, and monitoring procurement activities while ensuring compliance with procurement procedures and role-based access controls.

Technical Officer User Role

  • The technical officer is responsible for conducting the technical evaluation of vendor bid submissions against predefined procurement requirements and evaluation criteria.
  • This role required a data-intensive interface with clear information hierarchy, document review capabilities, scoring mechanisms, and comparison views to support accurate and efficient decision-making.

Procurement Officer User Role

  • The procurement officer is responsible for overseeing the end-to-end procurement process, including reviewing bid evaluations, monitoring procurement progress, and making final award decisions based on technical officer recommendations.

5. My Role and Responsibilities

I worked on the Procurement Management System project from 2019 to 2024. Throughout this period, the platform was continuously developed and upgraded to enhance functionality and usability.

All updates were made in alignment with national e-GP (Electronic Government Procurement) standards to ensure a seamless experience for end users.

To give end users a flawless experience, this system is updated and monitored in compliance with e-GP standards.

My Contribution

• Contributed to the design and continuous improvement of the platform over multiple development cycles.

• Participated in requirements gathering sessions with stakeholders.

• Created wireframes and designed user flows for the system.

• Conducted end-to-end functional, Ul, and workflow testing to ensure usability, performance, and system reliability across various procurement modules such as the user registration process, tendering, evaluation, award, and contract management.

• Collaborated with developers and other designers to report and resolve UI/UX inconsistencies, contributing to interface improvements based on user expectations.

• Examined and verified design components for responsiveness and accessibility in accordance with e-GP standards.

• Prepared user guidance (user manuals) for the different end users of the system.

• Participated in stakeholder and client review meetings to provide QA insights and feedback on design and user journeys.