Clinical Trials Dashboard

Challenge

The CEO oversees multiple complex clinical trials, but critical data is scattered across numerous spreadsheets.

Data fragmentation causes delayed awareness of issues, leading to missed opportunities for intervention.

With limited time and high stakes, the CEO needs a streamlined solution that delivers clear insights, enabling quick, and confident decisions.

Design a focused application that enables a biotech CEO to monitor real-time progress across clinical trials, quickly, clearly, and in the palm of their hand.

Research & Insights

Stakeholder Interviews

• Conducted 1:1 interviews with the CEO and two project leads.

• Mapped out current pain points with spreadsheets, and information bottlenecks.

Competitive Benchmarking

• Reviewed pharma dashboards, productivity apps, and financial tools (e.g. Bloomberg Terminal Mobile, Apple Health, and Asana).

• Analyzed what worked: Clean visual hierarchies, alerts, and mobile-first UI.

Key Findings from Stakeholder Interviews

(CEO + Project Leads)

1. Fragmented Information Sources

   Interview Insight: "We track trial data across multiple Excel files, email threads, and PDF reports."
   
   Why this Supports the Dashboard Solution
   A centralized mobile dashboard solves this fragmentation by consolidating key metrics and trial statuses in one easily accessible place, cutting through the noise of disjointed data sources.
   
   

2. Overwhelming Spreadsheets

   Interview Insight: "I don’t have time to read through rows of data to find what matters."
   
   Why this Supports the Dashboard Solution
   The app uses clean, visual UI elements like progress bars, status badges, and timelines, replacing dense Excel sheets with insights at a glance.
   
   

3. Delayed Awareness of Issues

   Interview Insight: "By the time I find out there's a problem, it's already escalated."
   
   Why this Supports the Dashboard Solution
   Real-time alerts and color coded risk indicators on the app notify the CEO and team members instantly when issues arise, enabling earlier interventions and reducing the cost of inaction.
   (A later prototype would enhance awareness by adding notifications.)
   
   

Personas & Empathy Maps

With limited access to the CEO and Research Teams, I need reference guides, so I noted key findings, and created personas and empathy maps.

Rich

The CEO

Age 62

"I need to see what’s at risk before it becomes a problem; not after."

Description

Rich leads a mid-sized biotech firm with several active clinical trials. A former scientist turned executive, he’s strategic, analytical, and time-starved. He travels often to pitch investors, meet with regulators, and manage high-stakes partnerships.

Objectives

Stay informed on all trial statuses at a glance

Identify red flags without wading through emails or spreadsheets

Report confidently to investors and the board

Motivations

Being proactive, not reactive

Leading with data-backed confidence

Protecting financial and scientific investments

Frustrations

Data is scattered

Updates are too detailed or technical

Important risks are buried or missed entirely

Rachel

Clinical Project Lead

Age 37

"I'm spending more time formatting updates than managing the trial."

Description

Rachel manages one of the five clinical trials. She’s deeply familiar with trial protocols, milestones, and vendor coordination. She’s organized, methodical, and under pressure to deliver clean updates to leadership.

Objectives

Keep trials on schedule and on budget

Surface meaningful updates clearly

Reduce back-and-forth reporting to stakeholders

Motivations

Professional excellence and data integrity

Clear communication with leadership

Preventing avoidable delays

Frustrations

Manual tracking and reporting

Miscommunication between cross-functional teams

Spreadsheets that don’t show the full picture

Marcus

Operations Manager

Age 45

"I can see issues coming, but leadership finds out too late."

Description

Marcus oversees site activation, participant enrollment, and vendor logistics. He’s the engine behind the day-to-day progress of each trial. He wants better tools to escalate risks and share real-time updates with the executive team.

Objectives

Track and manage trial progress efficiently

Alert teams to risks early

Maintain visibility across all active sites

Motivations

Operational excellence

Reducing risk exposure

Efficient collaboration

Frustrations

Poor visibility across trials

Communication delays and email overload

Reactive leadership due to late updates

Insights Into Direction

1. A dashboard needs to help the CEO make fast, informed decisions.

2. A dashboard needs to help the Project Leads communicate effectively without admin bloat

3. A dashboard needs to help the Operations identify and escalate risks earlier

Wireframes, Prototyping & Testing

Process

• Created low-fidelity wireframes using Lunacy.

• Iterated with clickable prototypes across two usability testing rounds.

• Validated micro-interactions like long-press for detail view, find trial at risk, find next trial benchmark.

Ideation & Concept Development

Interviews and personas gave me some clear direction for the design of the application.

But there were lessons to be learned.

Lesson From Testing

Pivot Based on Feedback

• Initial Assumption
  The CEO would want one dashboards per trial.

• What We Learned
  He preferred a portfolio view to compare all trials at a glance, with the ability to zoom into individual trials as needed.

• Solution
  Redesigned the dashboard into a scroll of trial "cards", each showing a mini status snapshot. Tapping a card expands to a full breakdown.

Key Insights

Defined Objectives

• Give the CEO a high-level overview of all five trials in under 30 seconds.

• Enable drill-down into any trial’s status, milestones, and risks.

• Minimize cognitive load, no scientific jargon, just clear data visualization.

• Ensure seamless usability during travel or between meetings.

UX Strategy & Design Principles

• Clarity Over Complexity
  Visual priority was placed on progress bars, trial phases, and risk levels.

• Minimal Interaction, Maximum Insight
  The dashboard screen delivers KPIs (e.g. enrollment %, key milestone dates, red flags) at a glance.

• Trust Through Data Hierarchy
  Important details are surfaced through progressive disclosure, you see what matters first, and dig deeper only when needed.

How is the New Prototype Better?

Key Takeaways from Research & Testing

• Centralized, Real-Time Data Is Critical
  Stakeholders struggle with scattered and outdated information across spreadsheets and emails. The app’s single, up-to-date dashboard significantly reduces confusion and supports timely decision-making.

• Simplicity Drives Adoption
  Users preferred minimalistic, jargon-free interfaces with clear visuals over complex technical dashboards. Keeping cognitive load low ensured busy executives could get insights in under 30 seconds.

• Portfolio View Enables Better Comparison
  Initial assumptions about trial specific dashboards were challenged users wanted a consolidated portfolio view first, allowing side by side comparisons and quicker risk identification.

• Progressive Disclosure Supports Efficiency
  Users appreciated the ability to see high level KPIs at a glance, with the option to drill down into detailed metrics only when needed, preventing information overload.

• Mobile-First Design Facilitates On-the-Go Use
  Designing specifically for mobile use ensured seamless usability during travel and between meetings, a vital requirement for time constrained CEOs and executives.

New Wireframes

Dashboard

Home / Dashboard

Purpose
Quickly assess the status of all five clinical trials.

Features

• Scrollable cards, one for each product/trial

• Each card shows
  
  • Trial name/code
  • Current phase (e.g. Phase II)
  • Progress (e.g. 65% enrollment)
  • Status (On Track , At Risk, Delayed)
  • Days to next milestone
• Actions
  
  • Tap card -> Open detailed view
  • Tap status icon -> Open risk summary modal

Trial Detail View

Purpose
Deep dive into a specific trial's metrics, risks, and timeline.

Sections

• Header
  • Trial name, phase, date range
• Progress Overview
  
  • Enrollment %
  • Active sites
  • Geographic map (mini)
• Milestone Timeline
  
  • Visual timeline
• Risks Panel
  
  • List of flagged issues (e.g., delayed site activation, slow recruitment)
  • appable for full description
• Export / Share button

Risk Detail View

Purpose
Give clarity around any at-risk or delayed element.

Features

• Short explanation (e.g., "Enrollment 20% behind projection")

• Responsible team/contact (optional)

• Suggested next steps / mitigation notes

User Flow

Site Map

Fine Tuning the Prototype

While the new prototype was greatly improved, some alerts were still being missed. I designed a solution.

• Push Notifications and Risk Alerts Changed the Game
  Real-time, actionable alerts empower leadership to intervene early, reducing costly delays and improving overall trial oversight.

Improvements

Notifications

New Purpose
Ensure timely alerts for all key information.

Fool-Proof User Update Flow



Features

• Color coded to facilitate prioritization at a glance

• Links to detailed view to allow deeper dive into details

• Customizable alert, to text or email account

Trial Detail View

Update Purpose
Improvements let users to keep key information annotated for each trial.

Feature

• Note menu allows users to add key information by voice or by keypad.

Dashboard

Update Purpose
Alert user to any at-risk or delayed trials.

Features

• "Notifications" button added to navigation, that displays the number of unread notifications.

• Dot alerts which trials have key updates

Final Design

Final Features

• Dashboard View
  Clinical trials with color-coded status indicators.

• Risk Alerts
  Icons and push notifications for delays or safety issues.

• Detail View
  Key dates, participant counts, site maps, and trial notes.

• Snapshot Export
  One-tap generation of shareable trial summary (PDF or Email).

Old & New User Journey

Old

1. Cab Ride: Preparing to Meet Investors

Trying to get the status of clinical trials, by searching multiple excel documents

Frustrated & Anxious

"I hope this is the most recent version."

Pain Points

• Outdated Data
• Delayed Awareness of Risks

New

Getting the status of all trials takes seconds on a phone.

Solution

• Application consolidates current data.
• Notification alerts notify CEO of all vital information regarding delays or risks delays.

2. Mid-Flight: Decision Making

Trying to conduct analysis to decide the best course of action

Overwhelmed & Confused

"How can I make the right decision without clear data?"

Pain Points

• Difficulty Comparing Data Sets
• Fragmented Sources

CEO can compare trials, or or examine each trial in detail.

Solution

• Key data on all trials is posted in easily scannable and comparable formats.

3. Presenting to the Venture Capitalists

Presenting, knowing some data is missing, and may be out of date

Unsure & Stressed

"I can’t sell to investors, when I can’t sell to myself."

Pain Points

• Being Unprepared
• Unable to Answer Questions

CEO knows all data is current, and knows they’ll be alerted to any changes.

Solution

• In depth key data is available for all trials, CEO can leave additional notes on each trial.

Impact & Outcome

Now the CEO can monitor real-time progress all clinical trials, in 30 seconds, clearly, and in the palm of their hand; how has it impacted the business?

• 0% Financial Loss: Closetful losses due to lost and late information have ended.

• Faster, Confident Decision Making: The CEO can intervene early with investor updates, partnerships, or trial pivots. Analysis time reduced 15%.

• Increased Trial Oversight Without Added Meetings: Meetings shortened 30% due to clear, and shared understanding.

Reflection

• Designing for a biotech executive taught me that intentional simplicity often delivers the greatest impact. The power of this app wasn’t in how much it could show, but in how clearly it surfaced only what mattered.
  
  Sometimes the user may get excited about all the possibilities, but trying to get an application to do too much can make an application ineffective. Focus on the key business needs.

• Another lesson was to consider the platform. While iPhone apps are in vogue, maintaining an application on a third party platform is not cost effective for a small biotech, it proved simpler to use an internal website, and make updates on our local environment.

What This Means for You

• Adapt and pivot based on real user feedback

  My design process is iterative and user-centered, embracing feedback to refine solutions that truly address user needs, such as shifting from individual dashboards to a portfolio view.

• Design with empathy for time-constrained users

  I create interfaces optimized for fast, focused interactions, recognizing that users often need critical information on the go, under tight schedules.

• Translate complex data into clear, actionable insights

  I excel at simplifying technical and dense information into intuitive, visual designs that empower users to make decisions quickly.