Trainex - But better

Introduction & Research Objective

This project aims to gather deep insights into user behavior, motivation, and pain points regarding digital task management and administrative systems used by students and staff at Media University Berlin. Specifically, the study focuses on TraiNex, one of the university's core platforms, and its integration with other digital tools such as Microsoft Teams, PLS, and file-sharing systems.

Goals

• Understand how TraiNex and related platforms are currently used by different user groups (students and staff).
• Identify usability issues, inefficiencies, and pain points.
• Evaluate the need for a unified login system and additional features like shared calendars, event management, and booking tools.
• Provide design recommendations based on findings.

The research is conducted in two waves:

Wave 1: Exploratory interviews and observations of current system.

Wave 2: Focused research on pain points and improvements discovered in Wave 1.

Group Members

• Çağla Sarıga
• Gangin Kim
• Satu Aydın
• Shaun Gear
• Ungwang Mpule Molefe

Part 1: Interviews with Students

The student interviews aim to uncover:

• The most and least useful features of TraiNex from a student perspective.
• Key friction points or confusing areas.
• Suggestions for improving accessibility, clarity, and engagement.
• Their behaviors on mobile vs. desktop platforms.
• Their openness to gamification and new features like shared calendars or social tools.

Interview Protocol

Thank you for joining us today. We're conducting this interview as part of our User Experience and New Media course. Our project is focused on understanding how students use TraiNex and other digital platforms in their academic lives. Everything you share will remain confidential and will be used only for educational research purposes. Your responses will help us improve user experience design in academic platforms. With your consent, we may take notes or record this session to ensure accuracy.

Interview Questions

1. What do you primarily use TraiNex for?
2. Which features of TraiNex do you use the most and why?
3. Can you walk us through a typical session of using TraiNex?
4. Do you prefer using TraiNex on your phone or your laptop? Why?
5. What do you find most frustrating or time-consuming when using TraiNex?
6. Are there any features that are confusing or hard to locate?
7. What features do you think are unnecessary?
8. How do you currently keep track of your tasks, classes, and deadlines?
9. What other tools (Teams, Google Drive, etc.) do you use for university work?
10. What improvements or features would make TraiNex more useful to you?
11. Would gamification elements (e.g., progress bars, rewards for task completion) motivate you to use TraiNex more often?
12. What do you think about these proposed features:
    1. Unified login system for TraiNex, Teams, and file storage
    2. Adding exams and social events to a shared calendar
    3. Toggling between event types (academic, social, personal)
    4. Booking appointments with university staff online
    5. Finding students with common interests for study groups or activities

Part 2: Interviews With Staff

The staff interviews (including administration, professors, and IT staff) aim to:

• Understand how they use TraiNex and related systems in their workflow.
• Identify frequent challenges, limitations, and areas of confusion.
• Gather their suggestions for functionality improvements.
• Learn how they manage file-sharing, student interaction, and schedule organization.
• Discover platform redundancies or inefficiencies.
• Assess receptiveness to consolidated tools and interface improvements.

Interview Protocol

Thank you for participating. We’re conducting this interview for our UX and New Media course, to explore how university staff interact with the TraiNex platform and related systems. The aim is to identify common issues and explore how the experience can be improved. Your answers will remain confidential and used only for academic purposes. If you’re comfortable, we’d also like to observe you navigating TraiNex in your usual workflow to better understand your experience.

Interview Questions

1. How long have you been using TraiNex and how frequently do you use it?
2. What are your main responsibilities/tasks on TraiNex?
3. Can you demonstrate how you use TraiNex in a typical day?
4. Which other platforms do you use for your work (e.g., MS Teams, Moodle, etc.)?
5. What are the most useful functions of TraiNex for your role?
6. What do you find most frustrating or time-consuming about TraiNex?
7. Are there any parts of the interface or functionality you find unnecessary or overly complex?
8. Do you use TraiNex more on desktop or mobile? Why?
9. How do you handle file sharing or communication with students/colleagues?
10. Would a unified platform login help simplify your daily tasks?
11. What do you think about these potential improvements:
    1. Centralized file storage across platforms
    2. Calendar integration (exams, meetings, events)
    3. Student meeting booking feature
12. Are there security or privacy concerns you’d have about using a single login for all platforms?
13. If you could change one thing about TraiNex, what would it be?

Interview Analysis Results

Interviews were conducted in-person, and all transcripts were sorted using Google Forms. With all data gathered in one document, thematic analysis was conducted manually.

Key Findings

A. Primary Uses of TraiNex Schedule Checking: Most respondents indicated that they primarily use TraiNex to check their class schedules and access course materials. For example, one student mentioned, "it's the only place to see my schedule and my courses. I use it every day" ​. Accessing Course Materials: Many users rely on the archive feature to download class materials and presentations ​.

B. User Frustrations User Interface Issues: Several respondents expressed dissatisfaction with the platform's interface, describing it as "old-fashioned" and "not user-friendly" ​. One student noted that navigating through tabs to find information can be confusing ​. Mobile Accessibility: Users reported difficulties accessing certain features on mobile devices, stating that the interface is not optimized for smaller screens ​.

C. Suggestions for Improvement Enhanced Navigation: Respondents suggested that frequently used tabs should be more accessible and clearly labeled to improve navigation ​. Unified Login System: Many participants recommended implementing a unified login system for TraiNex, Teams, and file storage to streamline access ​. Calendar Integration: Adding exams and social events to a shared calendar was a common suggestion to help students manage their schedules better ​.

Conclusion and Recommendations

Based on the analysis, summarize the key insights and provide actionable recommendations: Improve User Interface: Redesign the platform to enhance usability and accessibility. Implement Suggested Features: Prioritize the development of a unified login system and calendar integration based on user feedback.

Thematic Analysis of Open-Ended Responses

Theme 1: Usability

Many respondents highlighted the need for a more intuitive user interface. Comments indicated that users often found the navigation confusing and the layout outdated. For instance, one student mentioned, "the look of TraiNex. Aesthetic. I think it's huh, shitty" and expressed frustration with the difficulty in locating important information, stating, "you need to, like, really dig in to find the information you're looking for"​.

Theme 2: Communication

There were numerous suggestions for improving communication tools between students and professors. Respondents emphasized the importance of having better channels for interaction, with one student suggesting, "adding better communication tools, such as chat or discussion boards, would increase engagement"​.

Theme 3: Accessibility

Several comments pointed out issues with accessing the platform on mobile devices. Users reported that the mobile interface was not user-friendly, stating, "the archive, I think it's pretty weird to access from the phone"​, indicating a need for a more responsive design that accommodates various devices​.

Theme 4: Information Clarity

Participants expressed concerns about the clarity of information presented on the platform. Many noted that important details, such as grades and course materials, were not easily accessible, leading to confusion. One student remarked, "I sometimes forget what leads to what tab. So it's often confusing because it's not explicitly mentioned"​.

Theme 5: Integration of Features

Respondents frequently suggested integrating various features into a single platform to streamline their experience. For example, the idea of a unified login system for TraiNex, Teams, and file storage was mentioned multiple times, with one student stating, "a unified login system for TraiNex, Teams, and file storage" would be beneficial​.

Theme 6: Calendar and Event Management

There was a strong desire for better calendar integration to manage academic and social events. Suggestions included "adding exams and social events to a shared calendar" and "toggling between event types (academic, social, personal)"​, indicating that users want a more organized way to keep track of important dates​.

Personas & Scenarios

Based on the data derived from thematic analysis, the following personas were created.

Staff Personas

Persona 1 : Professor Alex Müller

Role: Senior Lecturer in Psychology

Experience: 15 years in academia

"I need a system that allows me to focus on teaching rather than navigating a complicated interface."

Goals

• To effectively communicate with students and provide timely feedback on assignments.
• To streamline the process of uploading course materials and managing class schedules.

Frustrations

• Finds the TraiNex interface outdated and not user-friendly, stating, "the text-based interface is much of an eyesore"​.
• Struggles with the complex process of uploading documents, which he describes as "lengthy and not intuitive"​.

Technology Use

• Primarily uses desktop applications like Teams and Zoom for communication and prefers to avoid mobile platforms due to limited functionality​.

Scenario

Alex is in his office at media university 20 minutes early before their 9 am lecture. He wants to upload the class material before class so that the student can access it during the lecture. He has difficulty uploading documents at the same time as it requires him to create a topic beforehand and upload each file individually. This process usually takes him at least 10 minutes every time.

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Persona 2: Staff Member Lisa Schmidt

Role: Administrative Coordinator

Experience: 10 years in university administration

"I wish the system was more integrated; it would save me so much time."

Goals

• To efficiently manage student inquiries and facilitate communication between departments.
• To ensure that students have access to necessary resources and information.

Frustrations

• Often finds it difficult to locate student information quickly, stating, "the search engine requires exact names, which can be frustrating"​.
• Concerned about data privacy and the potential for unauthorized access to personal information​.

Technology Use

• Regularly uses TraiNex, Outlook, and Google Drive for document management and communication​.

Scenario

Lisa is at media university. An international student comes in to get their student id from the administration office. She logs into trainex to search the name of the student but because the name of siad student is not German or English, autocorrect does not suggest their name using the right characters. This usually takes her a few tries checking different combinations and spelling. Thai is all while the student is waiting. She finally manages to locate the students and process to take a picture of them to use on their student id. She is unable to use the on the student has uploaded on their trainex profile. This is often tedious and time consuming. The student ends up having to wait more than 10 minutes to get their sydney id.

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Student Personas

Persona 3 Master Student Julia Becker

Role: Graduate Student in Sociology

Experience: 2 years in the program

"I just want to find my grades without having to click through multiple tabs."

Goals

• To keep track of class schedules, assignments, and important deadlines.
• To collaborate effectively with peers on group projects.

Frustrations

• Finds the navigation of TraiNex confusing, especially when trying to check grades or access course materials​.
• Expresses frustration with the mobile version, stating, "the archive is pretty weird to access from the phone"​.

Technology Use

• Primarily uses a laptop for coursework but occasionally checks schedules on her phone​.

Scenario

Julia is ona vacation in Spain during the school holidays. She gets an email on her phone that grades have been published on traunex. She has her mobile phone on hand and her laptop is back home as she doesn't travel with it. She uses her phone to log into the media university trainex and due to buffering her log in attempt does not work the first time and gives her a 404 error message. She logs into the trainex again and she is at the home page. She presses the menu tab buttons several times trying to locate her grades but after 5 minutes she switches to the website version of trainex only then is she able to see the grades section and is able to see her grades after 5 minutes.

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Persona 4 Bachelor Student Max Fischer

Role: Undergraduate Student in Business Administration

Experience: 1 year in the program

"If I could just see everything I need on one page, it would make my life so much easier."

Goals

• To stay updated on class announcements and deadlines.
• To easily access course materials and communicate with classmates.

Frustrations

• Often forgets where to find important information, saying, "I keep forgetting what leads to what tab"​.
• Wishes for a more straightforward way to access grades and feedback​.

Technology Use

• Uses both laptop and mobile devices, preferring the desktop version for better usability​.

Scenario

Max is in class at media university. The lecturer just instructed the class to log into trainex and click on a link for a class activity. Max uses his ipad to do so but as he switches tabs to take notes trainex logs him out he has to log back in. While he is on the main page he finds it difficult to locate the archive and has to press all of the tabs before locating this link. It takes him more than 5 minutes and the lecturer often has to send him a personal email with the link so that he does not delay the rest of the class. He finally locates the link after the lecturer has just sent him an email and the rest of the class is 3 minutes ahead on the task for the day.

Requirements Collection

• One-link login
• Customizable menu
• Automatic title creation
• Direct link to attendance from calendar
• Error correction suggestion
• Calendar export
• Attendance progress bar
• Making appointments and/or booking rooms
• Button to switch language
• Button to switch to desktop version
• Filter function for job postings

Focus Groups

Structure of Focus Group Session

Part 1: Warm-up / Icebreaker

Purpose: Help participants feel comfortable sharing information.

• Can you tell us your name and one interesting thing about yourself?
  • Organisers must go first, provide guidance in terms of time
• What’s your major and how many semesters have you attended MU?
• How familiar are you with trainex ?

Part 2: General Attitudes / Awareness

Purpose: Understand baseline knowledge, perceptions, or needs.

• Can you try to add an event [stammtisch] on the calendar using your phone? How easy or difficult is it?
• What do you currently use or experience scheduling ?
  • follow-up, if applicable) Why do you use this specific one?
• When you think about a calendar, which ones come to mind?
• Could you please rank the calendars that are listed?
  • where does trainex lie?
• Is trainex included in your top 3 ?
• Regarding your preferred calendar which functions
  • Do you like / dislike
  • What would you like to see
  • What would you remove
  • What would you add

Part 3: Core Discussion

Purpose: Deep dive into the main subject—features, opinions, motivations. Link the discussion to trainex and compare them

• Would you consider using the trainex calendar over your preferred calendar? Why or why not?
• What do you like/dislike about the trainex calendar when compared to your preferred calendar ?
• How does this compare to similar products you’ve used? (i.e your preferred calendar)
• Please suggest functions that you want implemented in Trainex.

Part 4: Evaluation / Ranking

Purpose: Prioritize or compare options.

• Of the ideas you’ve seen, which is your favorite and why?
• Rank these in order of importance/usefulness.
• Categorise the functions into respective groups.
• Which features are must-haves vs. nice-to-haves?

Part 5: Wrap-up / Final Thoughts

Purpose: Capture anything missed and end positively.

• Is there anything else you'd like to add that we haven’t covered?
• What would be your one piece of advice to improve the trainex calendar ?
• What’s the biggest takeaway from this discussion for you?
• Simplifying - removing ideas/ functions that were suggested
• Review where they would now rank the new and improved trainex prototype calendar

Additional Notes Regarding Conductance of Focus Groups

• When facilitating try to make the transition into each section seamless rev up the discussion and adjust based on reponses
• Keep it shorter than an hour
• 1 facilitator taking care of the process
• Facilitator should not participate
• Findings from contextual inquiry can be presented to the group (short presentation or summary and then ask for their opinion) can give a direction for the discussion
• Video / audio recording should be taken

Results of Focus Groups

Focus Group Transcript

Transcript

Participant Information

• 3 Bachelor's students
• 1 Master's student
• 1 staff (lecturer)

Focus Group Results Whiteboard 01

Focus Group Results Whiteboard 02

Participant Responses

Texts written in Italics are summaries of the responses.

Calendar Interviewees used for adding events:

• Google Calendar x 4
• Apple Calendar x 1

Participants tended to use Google Calendar for general calendar management.

Ranking in order of usage

• Google Calendar
• Apple Calendar
• Microsoft Teams
• Outlook
• Windows default calendar
• Thunderbird
• Stratus
• TraiNex

As previously established, Google Calendar was dominant. Other calendars were quite indifferent. However, participants unanimously agreed TraiNex was the least used (since it's only used for academic purposes

Strengths of calendar participants chose

• Familiarity
• Ease of use
• Quick

.

• Accessibility
• Easy to create calendar entry

.

• Action button knows the day
• Title is the first thing to fill out in events
• it goes from x time to y time
• reminder function
• colour coding

.

• colour coding
• emojis to mark events

Participants tended to prefer the accessibility, ease of use & event creation, reminders, categorization

Weakness of calendar participants chose

• nothing

.

• Short space to read the event title

.

• Limited functionality
• Cross-platform limitations

.

• Can't automatically add events, have to do manually
• No search function
• Confusing to find events

.

• Reminders are standardized and have to manually adjust
• Action button needs a separate clock to choose compartment or trashing
• lack of colours

Participants stated various calendar-specific limitations, without any commonalities

Ranking of TraiNex

• 4/5 participants ranked TraiNex as the worst calendar
• one participant ranked TraiNex as 4th

There was a near unanimous opinion that they do not enjoy the trainex calendar experience.

Strengths of TraiNex

• It works - the bare minimum
• There is a class cancelled function

for professors, there is a note option for classes that is directly displayed onto students calendars

• It displays times for classes and courses

Strengths focused mostly on core functionalities that are described as "bare-minimum"

Limitations of TraiNex

• Functions are hard to locate
• It takes time for calendar requests (if there are inaccuracies) to be implemented
• Looks very outdated
• Inputting attendance is a long process and error-prone; it sends emails before it can be corrected
• The layout of mobile version of calendar does not show all information and requires more clicks
• The schedule view is bad; weekly and monthly view should be included
• Integrating TraiNex calendar into personal calendar sometimes doesn't work
• There are too many unnecessary clicks to access certain functions

Limitations were approached with more passion from participants. Many limitations are focused on low usability, inconveniences and lack of optimization.

Suggested Functions of TraiNex Calendar

Asterisk = student vote
Dollar sign = staff vote

• Adding and removing personal events ****
• Event reminder **
• Better look / design of weekly views *$
• Colour coding *
• Students adding their own attendance $
• Emoji labeling
• Integrating exam time
• Better layout and integration of tabs

Adding and removing personal events took the majority vote by a far extent. suggested functions were quite "basic", seemingly because TraiNex is lacking primary basic functions. For instance, when participants were talking about the calendars they are already using, there were specific functions to discuss, however in TraiNex' case, those are obsolete, therefore suggestion of basic functions.

Miscellaneous Discussions & Advice & Takeaways

• Not being able to use the "Back" function due to an error is a huge issue
• Extended log-in time leading to log-in timeout is also inconvenient
• Using tabs and visual information would be good
• Separation of segments is needed
• There is a lot of dead space within the website itself
• The logo placement is terrible, size is terrible, and background is terribly matched
• Participants severely dislike TraiNex, however "puts up with it"