1HR - An HRMS Mobile App

TLDR;

OVERVIEW

Organizations of all sizes face challenges in managing their HR processes due to their dependence on manual systems. There is a need for a streamlined, automated solution that can integrate HR functions into a single platform. Employees also prefer to perform basic HR functions on their phones.

DURATION

08/2024 to 10/2024 (3 months)

ROLE

Product Manager, UX Designer

RESPONSIBILITIES

End-to-end product lifecycle management (up-to implementation), market research, problem definition, personas, user stories, feature prioritization, user journey, user flow, visual design, wireframing, prototyping, user testing.

PROBLEM

Employees, managers, and HR do not want to constantly depend on their workstations to perform simple operations such as attendance, time-off applications, rescheduling meetings, accessing payroll, etc. and would rather use their mobile phone for these tasks. Therefore, an app that allows users to seamlessly access and perform HR functions is needed.

REQUIREMENTS

Remote clock-in and clock-out

Attendance check and regularization (correction)

Time-Off requests

Holiday List

Meeting list and reschedule requests

Payslips and benefits

Internal job applications - view and withdraw

Employee details

Approve/Deny time-off and reschedule requests

GOALS

A mobile app that allows users to perform simple HR tasks similar to the web application.

A color palette and typography that follows the brand guidelines and resembles the web app.

Special features for HR staff and Managers to approve or deny requests.

Access payroll and benefits that can be downloaded.

Access employment details, financial details, and personal details from the company records.

PROBLEM STATEMENT

Organizations of all sizes face challenges in managing their HR processes due to their dependence on manual systems. There is a need for a streamlined, automated solution that can integrate all HR functions into a single platform.

Employees, managers, and HR do not want to constantly depend on their workstations to perform simple operations such as attendance, time-off applications, rescheduling meetings, accessing payroll, etc. and would rather use their mobile phone for these tasks. Therefore, an app that allows users to seamlessly access and perform HR functions is needed.

>95%

Interviewed users prefer to have a mobile app to perform HR functions such as attendance, time-off, access payslips, etc.

70%

Interviewed users access their meeting schedules, and apply for time-off on their phone.

PERSONAS

PAIN POINTS

1. Current HR processes are performed using MS Excel, with separate spreadsheets for attendance, employee records, and payrolls. The lack of automation, manual entry, and management of records is frustrating, time consuming, and prone to errors which take extensive time to identify and fix.

2. Performance reviews are manually maintained and coordinated through individual meetings without transcripts and poorly maintained records. Integration of appropriate tools would make the process streamlined and reduce inconsistencies.

3. Compliance with labour laws and regulations is difficult when tax filing, benefits management, etc., are done manually. Potential legal issues and non-compliance lead to significant stress and risk of expensive fines.

4. Lack of insights and analytics to present to senior management regarding employee satisfaction and performance. Absence of reports and analytics limit her ability to make data-driven decisions to improve the workforce and optimize HR operations.

5. Current recruitment processes are manual, with individual recruitment posts happening through LinkedIn and manual linking to internal records. Screening of resumes is manual and tedious.

PAIN POINTS

1. Delays in approvals of casual and sick leaves due to manual application processes, and delayed responses from managers and concerned authorities

2. Payslips and salary transfers are manual. Payslips and benefits documents are delayed on occasion

3. Tax documents are sometimes flawed due to manual processes. This leads to issues in filing tax documents during tax season

4. Attendance system is manual and flawed (sign-in book at security). In case of remote work or travel, attendance has to be corrected after return, leading to discrepancies in salary calculation

5. Performance review meetings are delayed due to scheduling conflicts. Lack of transparency in reviews, and in many cases, no feedback is taken from the employee side

6. Lack of self service options for basic HR processes, over-reliance on archaic techniques, lack of automated processes.

Note: the personas and pain points are for the entire HRMS platform (1HR), both desktop and mobile.

Interviewed users: HR managers, employees, managers across various professions

IDEATION

The research and interviews indicated that many HR or HR-adjacent tasks can be completed without the need of an official workstation. A mobile app that closely resembles the desktop app in functionality, color scheme, and easily readable typography was preferred.

Color Palette

Typography

ROBOTO REGULAR

ROBOTO MEDIUM

Aa

The user journey was broken down into the following core functions - onboarding, remote clock-in/clock-out, attendance check and correction, time-off requests, meeting lists, meeting rescheduling, meeting cancellations, holiday list, payslips and benefits, manage internal job portal applications, and viewing employee details.

The concept involved iterations of how to represent the HR functions in a way that is familiar to users of the desktop app as well as intuitive for new employees. The focus was to establish the mobile app as a go-to source for the most commonly used HR functions to save employees the time and effort. The usability studies of the early-stage wireframes showed the requirement of the custom server URL page to allow for higher levels of access if necessary. Additional research indicated the level of information that is allowed to be displayed in the app with respect to employee records and information.

Based on continuous feedback, the final feature set for the app was decided as follows.

1. Remote clock-in and clock-out

2. Attendance check and regularization (correction)

3. Time-Off requests

4. Holiday List

5. Payslips and benefits

6. Internal job applications - view and withdraw

7. Meeting list and reschedule requests

8. Employee details

9. Approve/Deny time-off and reschedule requests

ROBOTO BOLD

LOGIN

HOME

CLOCK-IN

EXPLORE

PENALTY DAY

NON-PENALTY DAY

TIME-OFF LIST

TIME-OFF APPLICATION

HOLIDAY LIST

PAYSLIPS

INTERNAL JOBS

MEETING INFO

RESCHEDULE MEETING

REGULARIZATION

ATTENDANCE

PROFILE - EMPLOYEE DETAILS

HR/MANAGER REQUESTS

CLOCK-OUT

FINAL RESULT

Upon multiple iterations of the wireframes and prototypes, the final mockup of the mobile app was completed. Multiple rounds of user testing were completed with both internal and external stakeholders to identify any gaps in the flow and design. The test results were satisfactory and relevant feedback was recorded for future versions.

REQUESTS

SETTINGS

OTHER

MEETINGS

SETUP/LOGIN

CLOCK-IN/OUT

ATTENDANCE

TIME-OFF

TAKEAWAYS

1. User research showed that the chosen functions were appropriate and helpful for users.

2. The "Reschedule Requests" page was renamed to "Requests" since the option leading to it had the name.

3. Separate "Explore" pages were created for HR/Manager and Employee accounts.

4. Users requested a list with checkboxes to mass approve or mass reject requests for rescheduling, time-offs, etc.

NEXT STEPS

1. Implementation of accessibility features such as dark mode, screen reader support, etc.

2. Feature to mass approve or mass reject requests.