When the project controls team at HorizonBuild Inc. first adopted the XERschedule Toolkit, their reaction was mixed.

On paper, the toolkit promised everything: the ability to read and dissect Oracle Primavera P6 .xer files, produce insightful analytics, and generate polished reports. But within the first week, emails started trickling in.

• “Where do I upload a new XER file?”

• “I can’t find the baseline comparison feature.”

• “Is there no help documentation?”

It became clear that power wasn't the issue—findability was. Users were lost in a sea of buttons, panels, and cryptic terms. The tool felt like a maze.

The problem wasn’t with the engine. It was with the map.
The toolkit needed a redesigned Information Architecture (IA)—a new backbone that would support both the features and the users.

Step 1: Stakeholder Interviews

We started by interviewing 14 users across three regions. Their roles ranged from junior schedulers to senior project controls managers. What we heard was revealing:

• “I only use 3 features, but I spend more time trying to find them.”

• “I avoid exploring new tabs—I’m scared I’ll break something.”

• “I use Excel for reporting instead. It’s just easier.”

These comments made it clear: even seasoned professionals felt lost navigating the toolkit. It was time to untangle the experience.

Step 2: Content Audit

We cataloged every feature and screen. The toolkit had:

• 7 top-level navigation tabs

• 42 primary functions

• Over 100 nested interactions

And yet, some of the most-used features—like “Schedule Health Check” and “Critical Path Trace”—were buried under ambiguous labels like Advanced Options > Tools > Insights.

Making Sense – Designing a New IA

Step 1: Card Sorting

To understand how users mentally grouped features, we ran open and closed card sorting exercises using Miro. Participants sorted 40 common tasks.

What we learned:

• Users consistently grouped items around goals, not technical categories.

• “Baseline Comparison” was seen as an “analysis” task, not a “data” function.

• “Export to Excel” belonged under “Reports” in users’ minds—even though it was in “Tools.”

We reorganized the architecture around user intent, not developer logic.

Defining the Navigation Structure

I proposed a flat, intuitive navigation:

We prototyped a clickable mockup in Figma and recruited 8 users for usability testing. Tasks included:

• Uploading a new XER file

• Comparing current vs. baseline schedules

• Exporting a delay report

Lessons Learned

• Technical tools often underestimate the value of intuitive architecture.

• Grouping by task, not technical type, aligns better with user behavior.

• Simple language matters. Replace jargon with plain descriptions.

• IA is not just structure—it’s strategy. It guides how people think about a tool.

The Road Ahead

The redesigned IA gave XERschedule Toolkit a new lease on life. The team now integrates IA reviews into all future feature releases. It’s no longer just about what the tool can do—but how easily users can do it.

Because even the best engine can’t take you far if you don’t know how to drive it.