SMART IRB

Impact at a Glance

30%

Increase in Task Clarity

Clear progress indicators, structured workflows, and guided forms improved user understanding across complex IRB processes.

25%

Reduction in Support-Triggered Interactions

Improved navigation and process visibility decreased reliance on manual support for common user actions.

20%

Reduction in Form Errors

Inline validation and contextual guidance reduced submission errors and rework.

20+

Modules Unified Under a Scalable UX Framework

Established reusable design patterns and structured IA across the enterprise platform.

100%

Accessibility-First Compliance (WCAG / Section 508)

Embedded federal accessibility standards across redesigned modules to support inclusive use.

Executive Summary

SMART IRB is a national platform that supports institutions and investigators in implementing the NIH Single IRB (sIRB) Review policy. The system enables collaboration across organizations nationwide and plays a critical role in advancing multisite research.

Despite its importance, the platform’s complexity created usability challenges. Users struggled to navigate multi-step workflows, understand process status, and complete tasks without assistance. This resulted in heavy support volume and operational strain.

The goal was clear: create a structured, intuitive, and self-service experience.

Laptop screen showing Smart IRB dashboard with institution details, member list, announcements, and requests.

THE Problem

Users frequently struggled to:

Understand where they were in multi-step workflows

Identify next steps and required documentation

Navigate between modules confidently

Understand where they were in multi-step workflows

This led to:

High email-based support volume

Slower workflow completion

Increased frustration

Operational inefficiencies

Design Challenge

How might we simplify complex IRB workflows and introduce structured clarity within a regulated enterprise system so users can complete tasks independently and confidently?

Dashboard interface showing institution statuses, user roles, notifications, and agreement details in a management system.

My Role & Leadership

As UX Design Manager, I led UX strategy and execution across the platform.

Strategy

Defined the UX vision and measurable success criteria

Established clarity-driven design principles

Aligned UX goals with regulatory and operational realities

Leadership

Led and mentored UX designers and researchers

Facilitated stakeholder alignment and cross-functional critiques

Served as the bridge between business, research, and engineering

Execution Oversight

Validated usability and accessibility standards

Ensured consistency across 20+ modules

Established reusable design patterns and systems

I guided the transformation from fragmented workflows to a cohesive enterprise UX foundation.

Person typing on a laptop with colorful digital data flow graphics overlaid representing data analysis.

Dashboard showing research personas, user process, key activities, analytics, survey results, and user quotes.

Discovery & Insights

To reduce support dependency, we investigated where users experienced friction.

Stakeholder Interviews with Harvard Catalyst Support Staff

Analysis of Recurring Support Request Themes

Heuristic Evaluation Using Nielsen’s Usability Principles

Workflow Mapping Across Key Journeys

Review of Legacy Interaction Patterns

KEY Insights

The root issue was not missing features — it was missing clarity.

01

Users lacked visibility into process status

02

Terminology and navigation were inconsistent

Person holding phone displaying SMART IRB webpage on research support and events.

03

Forms were long, repetitive, and error-prone

04

Internal users needed faster scanning and filtering tools

05

Different user roles required different mental models

UX Strategy & Information Architecture Transformation

This strategy enabled scalable, role-based systems that reduce complexity and improve usability.

Mint green bullseye target with arrow hitting the center.

Strategy 1

Make progress visible at every stage

Strategy 2

Reduce cognitive load in complex workflows

Strategy 3

Introduce role-based navigation and task orientation

Strategy 4

Design once, reuse everywhere

Strategy 5

Treat accessibility as a foundational requirement

Diagram showing SmartIRB Joiner info architecture and user flow for institution search and FWA verification.

Information Architecture & User Flows

We restructured the platform around how users think and work.

Designing Role-based Information
Architecture

Mapping End-to-end User Flows for
Critical Tasks

Simplifying Navigation Across Public, Investigator, and Admin Views

Identifying Shared Interaction Patterns Across 20+ Modules

Outcomes

Navigation and workflows shifted from fragmented to structured and role-based.

40–60% reduction in navigation complexity across workflows

Clear task progression with defined next actions

Improved visibility into submission, review, and approval status

Standardized flow patterns across 20+ modules

Reduced backtracking and navigation errors

Consistent experience across investigator and administrative roles

Scalable IA supporting cross-institutional workflows

Interaction Design & Workflow Simplification

With structural clarity established, workflows were translated into guided, intuitive interfaces.

Key Deliverables

Low- and mid-fidelity wireframes

Redesigned forms with inline guidance and validation

Clear task states and progress indicators

Improved table layouts for scanning and bulk actions

Design Focus

Reduce ambiguity

Surface help at decision points

Guide users forward without overwhelming them

Design System & Component Foundation

To ensure long-term scalability and consistency, we established a foundational design system.

Smart IRB design system showing colors, typography, buttons, icons, toggles, form elements, and UI components.

Core Components

Buttons, inputs, tables, modals

Status indicators and system feedback

Error handling and empty states

Accessible color, typography, and spacing standards

Impact

Accelerated delivery across modules

Strengthened cross-team alignment

Embedded accessibility as baseline

Enabled consistent enterprise-wide experiences

Usability Testing & Iteration

Designs were continuously validated and refined.

Approach

Task-based usability testing

Heuristic validation

Iterative refinement based on observed friction

Improvements Observed

Fewer steps in critical workflows

Reduced input errors

Increased navigation confidence

Greater task completion independence

Smart IRB website on phone showing support for single IRB review and collaborative research.

Outcomes & Organizational Impact

The transformation improved both user experience and operational efficiency.

Reduced confusion during task execution

Increased independence among investigators and institutional users

Decreased reliance on manual support channels

Strengthened stakeholder confidence in UX leadership

Established a reusable UX foundation for future enhancements

The result was not just interface improvement — it was organizational impact.

Visual Transformation

SMART IRB webpage showing collaborative research info, steps to join, resources, and subscription form.

Before

SMART IRB homepage showing support for single IRB review with news, events, and resources.

After

Leadership Reflection

Enterprise UX is about structured clarity within complexity.

By aligning research insights, regulatory requirements, and scalable design systems, we transformed SMART IRB into a more intuitive, self-service platform — benefiting users while reducing operational burden.

This work reflects my ability to lead systems-level UX transformation within regulated, enterprise environments.