Athena
Kessel Run
User Research · Information Architecture · User Flows · Prototyping · Usability Testing · UI Design · Configuration Design · Responsive Design · Developer Collaboration · Stakeholder Presentations
Molly creates an event
Who: Section Chiefs are responsible for managing the shift schedules of Aircraft Maintainers (personnel). Chiefs also ensure that the right mix of qualified personnel are scheduled for a given day across shifts both in the office and on the flight-line.
What: Historically Section Chiefs have used legacy tools which didn’t adapt, evolve or talk to each other. This led to duplicative work, wasted hours, and general confusion. Most importantly, it also impacted mission planning. The Athena web app had been built to solve for these problems but it was still in its early stages when I joined the team.
Athena beta users were leaving our web app to go back to their legacy tools.
We evolved Athena from a narrowly tailored beta into an interconnected, configurable personnel management tool that could adapt to the needs of different users and AMUs.
“They were using Excel spreadsheets and handwritten notes and then having to re-enter those things” - Leadership
Impact
By reimagining what a Personnel Management tool could be and adapting it to the evolving needs of our users, we transformed Athena from a narrow beta into a scalable, responsive web app that could support personnel management across the DoD.
Athena grew from an early beta into a widely adopted personnel management tool, reaching 30,000+ users across 70+ military bases domestically and abroad. The Pentagon ultimately approved it as the official personnel management tool for the Air Force.
By replacing spreadsheets, handwritten notes, and duplicate data entry, Athena saved users more than an hour per shift—giving maintainers and Section Chiefs more time to focus on the mission.
When unexpected budget cuts threatened Athena, users pressured their leadership to keep the product alive. What started as an early beta had become valuable enough that the people using it every day didn’t want to go back to their old tools.
Research
We began with interviews to understand why beta users had abandoned Athena, where the product was falling short, and what needed to change for it to become part of their everyday workflow.
Beta
Where We Started
Takeaways
As Section Chiefs were the only users with access to Athena, Maintainers had to send requests via email, handwritten notes, or in-person meetings.
This was inefficient, risked information loss, and cost precious time that could otherwise be spent on the flight line.
1
Section Chiefs didn't want to be solely responsible for inputting certain events for personnel they oversaw.
2
Maintainers should be able to submit events - in a limited capacity.
3
Section Chiefs wanted approval power on any Maintainer created event.
4
Section Chiefs wanted their own Events and Profile page just like Maintainers. Their schedule mattered too.
What if we gave Molly a way to submit event requests directly, while giving Sam a dedicated space to review, approve, or reject them?
“I think it going to be a great thing. Part of my job is understanding my personnel. Being able to approve and not missing appointments. Makes it easier to see for all parties involved.” - Section Chief
We audited the app's current functionality, comparing what Sam and Molly could do against what they wanted to do. The audit revealed gaps between what Athena allowed users to do and what would make it useful enough to adopt.
Here's How We Reimagined Personnel Management
1
Revising the Information Architecture
Our pages were becoming too busy. To make room for new functionality, we re-prioritized the information architecture and split Athena into three key screens: Information, Events, and Schedule.
2
Expanding the User Model
We introduced a second user type, Molly, giving Maintainers a limited role within Athena while keeping Sam in control of approvals and oversight. This created a shared workflow where Maintainers could submit events directly and Section Chiefs could review and approve them.
3
Pivoting from Customizable to Configurable
In a matter of months, we went from 0 users to a single Aircraft Maintenance Unit (AMU), to interest from AMUs across the country. To expand Athena and onboard new AMUs, we had to shift from a customized app to a configurable one.
4
Evolving into a Responsive Product
Athena was originally designed around the desktop, but users increasingly needed access beyond the office. As AMUs began requesting mobile access, we evolved Athena into a responsive product that could support their work wherever it happened.
1
Revising the Information Architecture
Results
Made it easier to move between Information, Events, and Schedule
De-emphasized features like Cert totals that were useful, but used far less than their screen real estate implied
Reduced visual clutter as new features were added
Ultimately, it opened up more space for what mattered most: their schedule.
Scopes: What Sam and Molly Can Access
WHAT MOLLY CAN SEE
Molly could view her own information, but couldn't make changes.
WHAT SAM CAN SEE
Sam could view anyone's profile and make edits.
WHAT MOLLY CAN SEE
Molly could view events for her Section, but had no controls to manage them.
WHAT SAM CAN SEE
Sam could switch between Sections and use additional controls to manage events.
Event Approval Feedback Loop
Molly submits an event for Sam’s review.
Sam reviews Molly’s request and approves the event.
Results
Created a feedback loop between Maintainers and Section Chiefs
Helped Maintainers plan their own schedule, instead of having to ask around or guess when they could take the time off
Reduced the amount of work and tracking from Section Chiefs' plates
As word spread, other Aircraft Maintenance Units (AMUs) across the country began reaching out. This meant:
More Athena product demos
More conversations with AMUs with different needs
More user feedback
More opportunities to stress-test the features we supported
3
From Customizable to Configurable
Complex Growing Pains
The word-of-mouth interest was exciting, but as more AMUs came onboard, their different needs exposed the limits of designing Athena around our original AMU. We needed to move beyond one-off customization and create a configurable product that could adapt to how different AMUs worked.
Updating Molly's Information
As Athena expanded to more AMUs and aircraft types, a person’s information became increasingly interconnected. Some users belonged to multiple AMUs, with different aircraft assignments and certifications to track.
Editing Sections
V3
We added an Unassigned Shift and enabled Section Chiefs to delete any Shift they wanted. If a Shift had Personnel, those people were automatically moved to the Unassigned Shift.
Results
Expanded from supporting one AMU to many nationwide and eventually overseas
Worked with different AMUs to support 9 aircraft types, including the F-35 and F-22, and their corresponding certifications
Enabled AMUs to fully configure their Sections and Shifts
Gave users the flexibility to shape Athena around how they worked
This organic growth—from 0 users to thousands—helped save Athena when unexpected budget cuts threatened the product. Users valued it enough to pressure their leadership to keep it alive.
4
Evolving into a Responsive Product
"Having a quick way to approve at home would be ideal. 100% I'd want to do that." - Section Chief
"Having this as a conduit of communication for people onsite and at home … is great" - Section Chief
Results
Users could access Athena while working from home
Enabled personnel management from wherever users worked
We became one of the first Kessel Run apps to become fully responsive. The mobile experience became one of Athena's biggest selling points as we introduced the product to new AMUs.
What We Didn't Keep
We explored notifications as a way to keep users informed about personnel events and requests. But as we worked through the experience, it became clear that adding another layer of alerts risked creating visual noise and overwhelming users. We ultimately decided the information was better surfaced within the existing workflow and removed notifications from the product.
"These applications are game changers for the maintenance community." - Section Chief
“This has saved countless hours of time. This has reduced missed appointments and because it is mobile, we can have our flight line maintainers check their appointments. I don't want to go back to an Excel sheet that will increase my workload significantly." - Section Chief
"The Personnel Management [app] is next to none! Making and keeping a schedule is easy and convenient. Far better than anything I've used in the Air Force so far."
- Section Chief
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