Disney Group Connect

 

Streamlining the creation of custom websites and proposals for Disney Meetings & Events


 
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1. Project Setting


The Client

Disney Meetings provides world-class meeting and event venues at destinations in Florida, California, Hawaii, Hong Kong and Paris. Their previous web application, Disney eProposal (ePro), allowed Sales Managers to create custom proposals for event organizers interested in hosting an event on Disney properties.

The Team

  • 1 Project Manger
  • 1 Strategist / QA Analyst (that's me!)
  • 1 Developer
  • 1 Visual Designer

The challenge

Disney needed to expand the functionality of ePro allow for creation of microsites, in addition to proposals. This new system would be called Disney Group Connect (DGC). The biggest updates included:

  • Admins ability to group users (Sales & Service Managers) and control their site creation permissions
  • Sales and Service Managers ability to creation custom websites for event attendees
  • Event Attenddees viewing websites to get event information, buy discounted tickets, and reserve rooms.
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MY ROLE

I led the research, product strategy, feature definition, and user acceptance testing. The Project Manager handled timeline, budget and day-to-day client and team communications. The developer built upon the existing framework of the ePro system. This project was run in an agile-like fashion, so I worked closely with the Project Manager and Senior Developer to make sure that the user stories were development ready. Additionally, during check-ins with the client we discussed any possible risks / affects of expanding on a current system.  

 

2. Project Approach


Discovery & Understanding business reqs

During the preliminary stakeholder interviews, we encountered many instances of scope creep and had to add a larger change order to the initial statement of work. Through multiple stakeholder meetings we were able to gain a better understanding of the business requirements / needs, and the primary users' (Admins & Group Users) needs. These were recorded in an Actor Function Matrix.

Example websites they currently create for Disney Meetings & Events were also provided by the client. We used these to start understanding the type of content hosted in their custom websites. 

  Actor Function Matrix

Actor Function Matrix

  Previous websites used for Disney Meetings & Events

Previous websites used for Disney Meetings & Events

 

UNDERSTANDING CONTENT & USER FLOWS

There was tons of moving pieces to consider when planning this multi-user content management system for proposals and websites. 

Planning started with the admin's content management and master management features. (Masters are site templates that the Group Users will later customize to create a specific event site.) With the developer, I figured out how we could reuse existing functionality for managing these masters. This was documented in user flows, user stories

 

  Admin user flow for creating and managing masters

Admin user flow for creating and managing masters

 Preview of a few of the user stories and acceptance criteria

Preview of a few of the user stories and acceptance criteria

 

Wireframes and iterations in dev

Once user flows and stories were approved, I created annotated wireframes to visualize the experience and interactions on each screen. Annotations were noted by gold bubbles and recorded in the user story document. 

 A snippet of some of the wireframes for the 'Create Site' Group User feature. Demonstrates the architecture and flow of a group user when customizing a website from a master. User stories (example above) held the descriptions of each gold annotation. 

A snippet of some of the wireframes for the 'Create Site' Group User feature. Demonstrates the architecture and flow of a group user when customizing a website from a master. User stories (example above) held the descriptions of each gold annotation. 

 

3. Project Outcome


Upon the official launch of the new version of the eProposal system, now called Disney Group Connect, numerous training sessions were held on with Convention Sales Managers and Event Consultants (aka Group Users). We were able to sit in on one of the training sessions for field observations to hear what users have to say about the newly updated DGC system: 

"Easy to use and consistent with our updated web branding look"

"Saves hours of my day..."

The DGC system saw a 55% increase of group users and a doubled the amount of site creation within the system. 

 

4. Further Improvements


We plan to continue to improve the system through the same iterative approach. Since DGC is a very robust system, we hoping to start performing consistent user-testing to figure out how we can refine the condense and refine the current features.