eFORMS

Government and defense organizations still rely heavily on PDFs, email chains, shared drives, disconnected workflow tools, and manual coordination processes to move critical forms and documents through organizations. These processes are often slow, difficult to track, inconsistent across teams, and prone to errors.

eFORMS was created to streamline and modernize those workflows through a secure end-to-end platform that enables users to submit, route, approve, track, and manage forms digitally. The product focuses on improving operational efficiency, reducing friction, increasing transparency, and enabling scalable workflow management across SSC organizations. 

Research & Discovery

To understand the operational pain points, we worked closely with end-users, coordinators, administrators, onboarding teams, and organizations.

Key insights emerged quickly:

• Users struggled to understand how to complete forms without guidance and where they were in the process

• Existing tools forced organizations to adapt their workflows to software limitations

• Complex multi-step coordination chains created bottlenecks

• PDF-heavy experiences were time-consuming, error-prone, and high return rate

• Different organizations have unique proecess, requiring flexible workflow configurations to fit their needs

This research shaped a core principle for the product:

The system should adapt to organizational workflows — not force organizations to adapt to the system.

Product Strategy

Rather than building another generic “forms tool,” eFORMS was positioned as a focused workflow platform purpose-built for DoW, Space Force, SSC operational needs. The strategy emphasized:

• Workflow flexibility

• Organizational autonomy

• Security and auditability

• Modular scalability

• Integration readiness

• User-centered workflow simplification

• Speed and effeciency:

  • Transparency

  • automation

  • error-prevention

  • and reduce returns

Designing the Experience

eFORMS was designed to simplify complex, document-heavy workflows into a more intuitive, transparent, and scalable experience for both users and administrators. The platform focused on reducing friction, improving visibility across workflows, and creating flexible systems that could adapt to different organizational processes while maintaining security, governance, and usability.

Key Focus Areas

• Workflow-Centered UX

• Efficiency & Automation

• Error Prevention & Guided Experiences

• Dynamic Forms

• Role-Based Access Control

• Workflow Builder & Administration

• Scalability & Accessibility

Measuring Success

The product aimed to deliver measurable operational improvements through:

• Reduced processing time

• Reduced manual coordination effort

• Fewer workflow errors

• Reduced duplicate work

• Improved onboarding experiences

• Increased workflow transparency

• Better organizational reporting and analytics

The long-term roadmap also included AI-assisted workflow automation, intelligent form generation, search, chat experiences, and automated onboarding assistance.

Outcome & Impact

eFORMS established the foundation for a scalable enterprise workflow platform within SSC. The product:

• Reimagines outdated manual processes into a modern digital experience

• Create a unified workflow platform adaptable across organizations

• Improve visibility and accountability throAughout document workflows

• Reduce friction in onboarding and coordination processes

• Positions SSC for broader workflow automation and AI integration initiatives

The platform was also strategically positioned to reduce long-term dependency on expensive enterprise licensing solutions while giving SSC greater ownership, flexibility, and control over its workflow ecosystem.

Reflection

eFORMS reinforced the importance of designing enterprise systems around operational realities rather than idealized workflows. Some of the biggest lessons from the project was balancing:

• usability with compliance,

• flexibility with governance,

• and scalability with simplicity.

The project demonstrated how thoughtful UX strategy can transform highly administrative and process-heavy experiences into systems that feel intuitive, transparent, and genuinely useful for users operating in complex environments.