IMPLEMENTING + DESIGNING

attendance

This case study covers the comprehensive research and design of a fully functional, mobile-optimized Payroll Management system implemented at Ayekart Fintech, based in Pune.

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Role: UX/UI Designer

Tools: Figma

Timeline: 3 weeks

Focus group: Employees (Ayekart)

IMPLEMENTING + DESIGNING

Mobile-Optimized Payroll Management

This case study covers the comprehensive research and design of a fully functional, mobile-optimized Payroll Management system implemented at Ayekart Fintech, based in Pune.

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Learn More

During my internship, my project centered on mobile-optimizing an HRMS application for employees. My primary focus was designing and integrating a payroll management system, while other projects were creating dashboard↗

and attendance management system↗ geared towards administrative functions.

PROBLEM

Absence of payroll management system.

Absence of payroll management system.

Absence of payroll management system.

The current responsive HRMS platform lacks a payroll management system and requires a mobile-optimized payroll module to enhance ease of use for employees.

i) Overlapping information on mobile screens on HRMS application

CHALLENGE

Addressing an Intuitive Flow

Addressing an Intuitive Flow

Addressing an Intuitive Flow

The key challenge for me was understanding the functionality of a payroll system to create a smooth navigation flow. The company's goal was to integrate payroll into their HRMS system with an enhanced user experience optimized in mobile screens. Their focus was on achieving the following objectives:

Organized data

Organized data

Seamless flow

Seamless flow

Minimal Interface

Minimal Interface

Organized data

Organized data

Organized data

Seamless flow

Seamless flow

Seamless flow

Minimal Interface

Minimal Interface

Minimal Interface

CONTEXTUAL RESEARCH

Brainstorming to Clarify the Goal.

Brainstorming to Clarify the Goal.

Brainstorming to Clarify the Goal.

Exploring the overall operation of HRMS, its modular components like HRIS and HCM, and brainstorming the terminologies and features of the payroll management system.

i) Brainstorming to explore and understand the topic

Competitor Mapping

Industry standard applications.

Industry standard applications.

Industry standard applications.

The following notes showcase examples of the top company applications in the market, analyzed to gain insights into their user experiences and operational processes. These operations can later be discussed and aligned with the company's policies.

i) Applications spread out into quadrants based on their usage

i) Top companies in India currently using HRMS applications

User Insights

Payroll interaction with users.

Payroll interaction with users.

Payroll interaction with users.

On-the-spot questionnaires with both open and close-ended questions were conducted, focusing on payroll processes and operations. The product interactions were primarily carried out with users, ensuring their privacy, and the responses were carefully documented. Key pain points, especially regarding phone interactions, are highlighted below. Any gaps identified were addressed through product reviews to ensure nothing was missed.

On-the-spot questionnaires with both open and close-ended questions were conducted, focusing on payroll processes and operations. The product interactions were primarily carried out with users, ensuring their privacy, and the responses were carefully documented. Key pain points, especially regarding phone interactions, are highlighted below. Any gaps identified were addressed through product reviews to ensure nothing was missed.

i) Questionnaires asking while user review on the application

i) Questionnaires asking while user review on the application

i) User engagement with the applications using:
workday, one place, sap, keka, gusto,oracle hcm

i) Product reviews to understand the flow and fill any gaps

i) Insights gather focusing on mobile interaction
of the applications

i) Insights gather focusing on mobile interaction of the applications

*The most noted observation was that users overwhelmingly preferred laptops over phones, finding the flow easier to understand on larger screens.

Emergent need

Reframing the goal statement.

The company aims to design and implement a mobile-optimized payroll management system tailored to the needs of a medium-sized business. They referenced platforms like Keka, Darwin, and Zoho Payroll for case studies.

The company aims to design and implement a mobile-optimized payroll management system tailored to the needs of a medium-sized business. They referenced platforms like Keka, Darwin, and Zoho Payroll for case studies.

i) Applications categories into large, medium and smaller sized enterprise

Competitor Analysis

Curating Competitors to streamline features.

Curating Competitors to streamline features.

Redefining competitors by focusing on those that cater specifically to medium-sized companies to streamline features and avoid overwhelming users.

Redefining competitors by focusing on those that cater specifically to medium-sized companies to streamline features and avoid overwhelming users.

i) Competitor analysis table of medium-sized application fit

3C's Insights

Key insights across the three main segments.

The following notes showcase examples of the top company applications in the market, analyzed to gain insights into their user experiences and operational processes. These operations can later be discussed and aligned with the company's policies.

The following notes showcase examples of the top company applications in the market, analyzed to gain insights into their user experiences and operational processes. These operations can later be discussed and aligned with the company's policies.

i) The 3C's Model analysis covering 3 main segments of a business

i) The 3C's Model analysis covering 3 main segments of a business

moodboard + Inspirational Board

Capturing the essence

Capturing the essence

Capturing the essence

Understanding the company’s visual needs by using a moodboard and an inspiration board placed side by side. This approach helps align and capture the visual aesthetics the company aspires to achieve.

Understanding the company’s visual needs by using a moodboard and an inspiration board placed side by side. This approach helps align and capture the visual aesthetics the company aspires to achieve.

i) Applications spread out into quadrants based on their usage

i) Top companies in India currently using HRMS applications

Task Flow analysis

Understand user flow through card sorting

Understand user flow through card sorting

Understand user flow through card sorting

After understanding what fits well with the organization needs the screens from the competitors were extracted from product reviews through card sorting they were assembled with flow and the highlighted red dot is for consideration while making the screens.

After understanding what fits well with the organization needs the screens from the competitors were extracted from product reviews through card sorting they were assembled with flow and the highlighted red dot is for consideration while making the screens.

i) Screens gathered from product reviews

i) Screens gathered and arranged according to journey of user

FEATURE LIST

Key Factors in Payroll Management

Key Factors in Payroll Management

Key Factors in Payroll Management

Listing features screen by screen based on the task flow to map out the complete feature set of the payroll management system.

Listing features screen by screen based on the task flow to map out the complete feature set of the payroll management system.

i) Feature list of payroll management system

Task model + hi-fi Screens

Structure of Payroll Management system

Structure of Payroll Management system

Structure of Payroll Management system

Since the screens needed to replicate the task flow analyzed from curated competitor screens, I was assigned to design the final screens directly. This approach facilitates easier visualization while streamlining the design process.

Since the screens needed to replicate the task flow analyzed from curated competitor screens, I was assigned to design the final screens directly. This approach facilitates easier visualization while streamlining the design process.

i) Payroll screens organized in a hierarchical tree structure.

Usuability testing + Gaps

Listing obstacles and gaps in task flow

Listing obstacles and gaps in task flow

Listing obstacles and gaps in task flow

The screens were derived directly from competitor designs and rearranged based on efficiency and effectiveness criteria to create a streamlined feature list. As a result, usability testing could bypass traditional heuristic evaluations and proceed directly to user reviews. This approach allowed for the identification of obstacles and gaps in the workflow mentioned below:

The screens were derived directly from competitor designs and rearranged based on efficiency and effectiveness criteria to create a streamlined feature list. As a result, usability testing could bypass traditional heuristic evaluations and proceed directly to user reviews. This approach allowed for the identification of obstacles and gaps in the workflow mentioned below:

Need for a Quick and Easy Loan Application

Need for a Quick and Easy Loan Application

Need for a Quick and Easy Loan Application

The blue CTA button for applying for a loan requires a basic application that includes fields for identification, the reason for the loan, and supporting proof.

The blue CTA button for applying for a loan requires a basic application that includes fields for identification, the reason for the loan, and supporting proof.

Requirement of custom payslip

Requirement of custom payslip

Requirement of custom payslip

The screens include a monthly payslip that opens in a new tab for download. My role was to design a custom payslip tailored to the company's needs.

The screens include a monthly payslip that opens in a new tab for download. My role was to design a custom payslip tailored to the company's needs.

Lack of verified Tax deduction summary

Lack of verified Tax deduction summary

This includes a comprehensive yearly tax deduction summary for employees of the organization. My role was to extract and verify the tax deduction summary in accordance with government regulations.

This includes a comprehensive yearly tax deduction summary for employees of the organization. My role was to extract and verify the tax deduction summary in accordance with government regulations.

Discover

Understanding the gaps in task flow

Understanding the gaps in task flow

Understanding the gaps in task flow

After analyzing the task flow and high-fidelity screens based on usuability testing, some obstacles and gaps were identified in the payroll model. Addressing these required a deeper understanding of new terminologies and extensive brainstorming. The following are the key gaps in the payroll task model:

i) Applications spread out into quadrants based on their usage

Improvements

3 Key Improvements in Task Flow

3 Key Improvements in Task Flow

3 Key Improvements in Task Flow

Below are some research findings identified in the task flow, covering the discovery of payslip and formslip terminologies to the creation of the application forms.

Before

Before

After

After

i) Absence of an application form

i) Loan application form for requests

i) Loan application form for requests

i) Requirement of monthly payslip

i) Customized monthly payslip with company logo

i) Claim of yearly formslip

i) Customized monthly payslip with company logo

Final screens

Payroll management screens

Payroll management screens

Payroll management screens

The following notes showcase examples of the top company applications in the market, analyzed to gain insights into their user experiences and operational processes. These operations can later be discussed and aligned with the company's policies.

i) Applications spread out into quadrants based on their usage

prototype

i) Applications spread out into quadrants based on their usage

Takeaways + reflection

Payroll management screens

Payroll management screens

Payroll management screens

The following notes showcase examples of the top company applications in the market, analyzed to gain insights into their user experiences and operational processes. These operations can later be discussed and aligned with the company's policies.