Project Background
This project aimed to replace manual trading workflows with an integrated web system. The solution would centralize order instructions, track execution in real time, and ensure synchronization between the investment and dealing teams.
Role: Project Manager, Product Designer
Scope: Project Management, UX Strategy, Visual Design
Time: 3 months
Context Background
Henan Asset Management offers investment and asset management services to both retail and institutional clients. The company’s fund managers manage diversified portfolios across stocks, bonds, and deposits, consolidating these investments into mutual fund products.
Despite the financial scale and regulatory sensitivity of their operations, the order management process remained highly manual.
Existing Workflow
• Fund Managers (FMs) send order instructions to Dealers via email or verbal communication.
• Dealers execute trades with counterparties through email and WhatsApp.
• Once executed, completed orders are sent to Fund Admins for reconciliation and reporting in internal accounting and regulatory systems (OJK).
Operational Risks
This manual process lacked automation, transparency, and accountability, creating friction and compliance risks across the workflow:
• Order records were scattered across emails, chats, and spreadsheets.
• Communication lacked structure, increasing risk of regulatory breach.
• No single source of truth existed for tracking order progress or verifying trade data.
Given Henan’s role as a licensed financial institution under the OJK (Indonesia Financial Services Authority), the absence of a reliable audit trail also posed significant compliance risks.
Problem
The existing trading workflow at Henan suffered from fragmentation, opacity, and inefficiency — all of which limited their ability to scale operations, ensure compliance, and evaluate performance objectively.
Compliance Gaps & Audit Limitations
• Current spreadsheets contained basic formulas to flag irregularities but lacked real-time monitoring or automated breach detection.
• No centralized record-keeping or timestamped communication trail existed to ensure transparency for OJK audits or internal compliance.
Fragmented Communication Channels
• Orders were relayed via email, phone, or WhatsApp, resulting in inconsistent records and version control issues.
• Lack of synchronization between Fund Managers, Dealers, and Counterparties led to manual follow-ups, duplicate data entries, and missed updates.
Lack of Operational Visibility
• Fund Managers had no real-time view of order progress and had to constantly request updates from Dealers.
• Dealers lacked clear dashboards to manage multiple orders efficiently.
Goals
Enhance Transparency & Traceability
• Centralize all order creation and updates within a single digital platform.
• Implement real-time order status tracking (from initiation to execution).
• Establish audit trail to ensure compliance with OJK and internal policies
Streamline Communication & Collaboration
• Replace email and chat-based coordination with structured in-app communication.
• Facilitate smoother interaction between Fund Managers and Dealers with contextual updates and notifications.
• Reduce communication overhead by introducing clear order ownership and progress visibility.
Improve Compliance & Operational Control
• Introduce built-in regulatory safeguards (e.g., trade limits, breach alerts, transaction validation).
• Ensure all trading data and decisions are captured, timestamped, and auditable.
How might we design an integrated Order Management System that ensures transparency, traceability, and data integrity across the trading lifecycle — while enabling real-time monitoring and performance evaluation for all stakeholders?
Approach
Stakeholders Mapping & Workflow Analysis
I began the process by conducting stakeholders interview to understand their scope of responsibilities, needs and identify their pain points in the current workflow.
Workflow Redesign
Order creation flow (FM needs to set price and fund for the destination where bonds will be placed (buy order), or source where the bonds will be sold from (sell order)
Order execution flow – systemize how dealers create transactions by aligning dealer's current flow and translating it to current system design (they must go through the "New" -> "Ongoing" tab)
Amendment flow – systemize and translate the current manual process to our current system flow
Cancellation flow – systemize and translate the current manual process to our current system flow
Order Lifecycle System Design
Order Status Transition (Acknowledged, Partial Matched, Matched)
Order (parent level) and Deal (child level) Status Logic
Order Lifecycle / Completion (EOD) for GTC, GFD scenario
Interaction Model
• Order tracking components
- Asset segregation tabs (Stock, Bonds, Deposit)
- Order tabs (New, Ongoing, Request)
- Order groupings on Ongoing (grouped based on Bonds)
• System Feedback Loop
- from order creation > Tickers on homepage > Dealer dashboard (New > Ongoing)
- Notification dialog
• Compliance (draft, preview)
Concept Validation
Testing overall flow with lo fi design / wireframe
Implementation
Unified Dashboard with Role-Based View and Capabilities
• all orders, updates in a single platform/dashboard
• different levels of visibility and control tailored to each user role
Granular, Robust Order Creation Module
• Granular global settings and order customization
• Provides cash level, yield-to-maturity
• Enforce industry best practice by making price and fund setting obligatory (for FM)
Layered checking mechanism to ensure order accuracy and compliance to regulation
• System validation on order creation
• Draft
• Preview
Real-time Trade Execution Tracking
• Dashboard view (transition from New > Ongoing)
• Tickers
• Ongoing view (visible on FM's and dealer's dashboard view)
Dealer / Order Execution Module
• Flexibility to create deal, update and delete deals
Request and Approval System for amendment and cancellation
• Amend flow
• Cancellation flow
