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CAB Assistant Tool for Allianz Technology

Project Name: CAB Assistant Tool
Client: Allianz Technology

Project Summary

The CAB Assistant Tool is designed to automate and streamline the Change Request (CR) management process within Allianz Technology. Leveraging generative AI, it extracts relevant information from ServiceNow (SNOW), reducing manual effort in preparing Change Approval Board (CAB) reports. The tool enhances efficiency, accuracy, and consistency in handling CRs, allowing teams to focus on strategic tasks.

CAB Preparation Process

The CAB preparation process involves several key steps to evaluate and document change requests before presenting them to the CAB for approval. The primary goal is to assess the impact and risk of each CR to make informed decisions.

How CAB Preparation Works?

1. Change Request Submission:

  • Change Owners create and submit CRs in ServiceNow (SNOW).

  • Each CR includes details such as the nature of the change, affected systems, proposed implementation date, and potential downtime.

2. Manual Data Retrieval:

  • The Change and Monitoring Department manually retrieves information from SNOW.

  • This includes gathering data on the impact, risk, and historical context of similar changes.

3. Data Evaluation:

  • The team evaluates CRs based on metrics like downtime, impact on services, and risk assessment.

  • Historical data is used to understand past impacts and predict potential future risks.

4. Report Generation:

  • Evaluated information is compiled into an Excel report.

  • The report includes detailed summaries of each CR, potential impacts, and recommendations for approval or rejection.

5. CAB Meeting Preparation:

  • The Excel report is reviewed and finalized before the CAB meeting.

  • Any missing information or clarifications are sought from Change Owners.

6. CAB Meeting:

  • The CAB meeting is conducted with representatives from relevant departments.

  • Each CR is discussed, and decisions are made regarding approval or rejection based on presented data.

Challenges Faced by Allianz

1. Time-Consuming Manual Process:

  • Manual retrieval and evaluation are time-consuming and prone to human error.

2. Lack of Consistency:

  • Consistency in data presentation and evaluation can vary, leading to potential discrepancies in decision-making.

3. Repetitive Tasks:

  • The team spends significant time on repetitive tasks, reducing their ability to focus on strategic activities.

My Role as a UX Designer:

As the lead UX designer for this project, my responsibilities spanned the full design lifecycle. My focus was to convert a manual, multi-step process into a seamless, intuitive, and efficient digital experience for CAB stakeholders including Change Managers, Reviewers, and Admins. Below are the key activities and contributions:

🔍 User Research & Requirements Gathering

  • Conducted stakeholder interviews to understand current pain points in the CAB preparation process.

  • Collaborated with Business Analysts and Change Managers to define user goals and key workflows.

  • Mapped out the existing manual process, identifying bottlenecks, inefficiencies, and inconsistencies

📌 User Flow & Journey Mapping

  • Designed task flows and user journeys to visualize how users interact with the tool during different CAB stages.

  • Prioritized features such as CR filtering, sorting, validation checks, and Excel-style report views.

🧩 Information Architecture & Wireframing

  • Created low-fidelity wireframes to iterate on layout, navigation, and user experience logic.

  • Designed mid-fidelity wireframes to define interactions for CR data views, report generation, and meeting preparation dashboards.

🧪 High-Fidelity Prototyping in Figma

  • Developed pixel-perfect high-fidelity prototypes for all key pages, including:

  1. CR Dashboard

  2. CAB Report Generator

  3. Attendee Management

  4. Change Request Detail View

  5. Filtering & Sorting interfaces

  • ​Simulated realistic workflows using interactive prototypes for usability testing and stakeholder walkthroughs.

🧠 Usability Testing & Iteration

  • Conducted usability tests with internal users and CAB reviewers to validate the experience.

  • Collected feedback and refined UI components, including improvements in navigation clarity, data presentation, and filter/search logic.

🎨 Visual Design & Accessibility

  • Followed Allianz branding guidelines while introducing a clean, enterprise-grade interface.

  • Designed intuitive color-coded CR indicators (e.g., Infrastructure vs Application) with tooltips for accessibility.

  • Used visual cues like tags, hover states, and icons for better information hierarchy and user understanding.

📄 Handoff & Developer Collaboration

  • Prepared a detailed design specification document including style guides, interaction behaviors, and responsive layout rules.

  • Worked closely with frontend developers for design implementation and QA testing of UI behavior.

⭐ Key Highlights:

  • Reduced dependency on Excel-based reports by designing a dynamic report generation and visualization module.

  • Enabled CR categorization, status updates, and meeting readiness within a single interface.

  • Made the CAB process transparent, automated, and data-driven, significantly saving time for the Change & Monitoring team.

This project showcases my ability to lead end-to-end UX design in a complex enterprise environment, focusing on both user-centric design and business process transformation.

For further details regarding this project, please feel free to reach out to me.

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