CPD-DMS Document Management System

Since this is an internal tool, I am only able to share limited details about the project.

Problem

The USDA’s Conservation Practice Documents - Document Management System (CPD-DMS) was running on outdated platforms (IBM FileNet and Quark Publishing Platform). The system managed 63,000+ documents across 53 content types, 16 workflows, and up to 23 statuses each.

• Users struggled with slow search, confusing navigation, and poor visibility into document versions.

• The legacy systems were expensive to maintain, costing the agency over $300,000 annually.

• Field staff needed a more intuitive, scalable system to support collaboration and adoption.

Role: Me (Lead UX/UI Designer) and an Agile team of 14

Dates: May 2022 - July 2025

Tools: User Interviews + Surveys, Journey Mapping, Workflow Diagrams, Stakeholder Workshops, Usability Testing, Figma

Process

• User Research & Discovery

  • Conducted interviews and usability testing with staff to uncover key pain points in navigation, workflow tracking, and search.

  • Mapped out existing workflows and identified redundancies that slowed productivity.

• Information Architecture & Design

  • Designed a new folder structure and metadata tagging system to improve document discoverability.

  • Created list and grid view layouts (screenshot example) to support both quick scanning and detailed document tracking.

• Collaboration & Iteration

  • Worked in an agile environment with developers, product managers, and stakeholders.

  • Advocated for UX prioritization in product roadmaps, ensuring improvements aligned with real user needs.

  • Standardized design libraries and workflows across teams for long-term consistency.

Solution

• Modern SharePoint Integration: Migrated 63,000+ documents into a new SharePoint-based system.

• Streamlined Search & Navigation: Redesigned search functionality and list view UI for faster access to content.

• Scalable Framework: Integrated the Field Office Technical Guide, expanding access to 16,000+ monthly public users.

• Collaborative Workflows: Clearer routing, statuses, and content types improved cross-team collaboration.

Impact

• $300,000 saved annually by retiring legacy systems.

• 10% higher adoption within 6–8 months.

• Reduced worktime and improved efficiency for government staff.

• A scalable, user-centered foundation for future USDA platforms.