Payroll Management
This case study covers the comprehensive research and design of a fully functional, mobile-optimized Payroll Management system for employees implementing at Ayekart Fintech, based in Pune.
Mobile-Optimized Integration +Designing
Role
UX/UI Designer
Focus Group
EMPLOYEES
Timeline
4 WEEKS
TOOLS
Figma, photoshop
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
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
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
Systematic categorization for quick access to payroll data like pay history and deductions.
Organized data
Systematic categorization for quick access to payroll data like pay history and deductions.
Seamless flow
Clean, uncluttered design focusing on essential information for easy navigation.
Seamless flow
Clean, uncluttered design focusing on essential information for easy navigation.
Minimal Interface
Step-by-step task guidance to enhance efficiency and reduce time on payroll tasks.
Minimal Interface
Step-by-step task guidance to enhance efficiency and reduce time on payroll tasks.
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.
CONTEXTUAL RESEARCH
i) Brainstorming to explore and understand the topic
Industry standard applications
Exploring the overall operation of HRMS, its modular components like HRIS and HCM, and brainstorming the terminologies and features of the payroll management system.
Competitor Mapping
i) Applications spread out into quadrants based on their usage
i) Top companies in India currently using HRMS applications
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.
USER INsights
i) User engagement with the different applications
i) Product reviews to understand the flow and fill any gaps
i) Insights gather focusing on mobile interaction of the applications
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.
Emergent need
i) Applications categories into large, medium and smaller sized enterprise
Curating Competitors to streamline features
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.
Competitor Analysis
i) Overlapping information on mobile screens on HRMS application
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.
3C's Insights
i) The 3C's Model analysis covering 3 main segments of a business
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.
moodboard +
Inspirational Board
i) Design system + mood board of existing HRMS platform
i) Inspirational board of similar applications
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.
Task Flow analysis
i) Screens gathered from product reviews
i) Screens gathered and arranged according to journey of user
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.
FEATURE LIST
i) Feature list 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.
Task model + hi-fi Screens
i) Payroll screens organized in a hierarchical tree structure.
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:
Usuability testing + Gaps
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.
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.
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.
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:
Discover
i) Understanding the gaps and terminologies related tax summary
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.
Improvements
i) Absence of an application form (before)
i) Loan application form for requests (after)
i) Requirement of monthly payslip (before)
i) Customized monthly payslip with company logo (after)
i) Legal Government TDS formslip (after)
i) Claim of yearly formslip (before)
Payroll Management Experience Enhancements
After identifying areas for improvement to enhance the user experience, the results are outlined below. The first figure presents the sitemap of Payroll Management, integrated with the main HRMS dashboard to showcase Payroll as a module within HRMS. The second figure displays all interface screens within the Payroll Management system.
final Sitemap +
Interface
i) Sitemap of payroll management connected to dashboard of HRMS
i) Final screens of payroll management
The entire journey of this project feels surreal. Payroll, being a fundamental right for every working individual, made this project deeply impactful and gave me chills as I dove into its complexities. The challenges became a powerful catalyst for my growth, pushing me beyond my comfort zone. Ultimately, I learned how to approach a high-level project with attention to detail and gained invaluable insights into the corporate world.
reflection
PROBLEM
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
PROBLEM
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
Mobile-Optimized Integration + Designing
Mobile-Optimized Integration + Designing
Payroll Management
Payroll Management
This case study covers the comprehensive research and design of a fully functional, mobile-optimized Payroll Management system for employees implementing at Ayekart Fintech, based in Pune.
Role
UX/UI Designer
Focus Group
EMPLOYEES
Timeline
4 WEEKS
TOOLS
Figma, photoshop
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
The responsive HRMS platform needs a mobile-optimized payroll module to improve employee usability and fill the gap in payroll management.
i) Overlapping information on mobile screens on HRMS application
CHALLENGE
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
Systematic categorization for quick access to payroll data like pay history and deductions.
Organized data
Systematic categorization for quick access to payroll data like pay history and deductions.
Seamless flow
Clean, uncluttered design focusing on essential information for easy navigation.
Seamless flow
Clean, uncluttered design focusing on essential information for easy navigation.
Minimal Interface
Step-by-step task guidance to enhance efficiency and reduce time on payroll tasks.
Minimal Interface
Step-by-step task guidance to enhance efficiency and reduce time on payroll tasks.
CHALLENGE
Addressing an Intuitive Flow
- Understanding payroll functionality to design a smooth navigation flow.
- Integrating payroll into the HRMS system.
- Enhancing user experience with mobile optimization.
- Prioritizing ease of use and efficiency for employees.
Organized data
Systematic categorization for quick access to payroll data like pay history and deductions.
Seamless flow
Clean, uncluttered design focusing on essential information for easy navigation.
Minimal Interface
Step-by-step task guidance to enhance efficiency and reduce time on payroll tasks.
CONTEXTUAL RESEARCH
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.
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
CONTEXTUAL RESEARCH
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
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:
CHALLENGE
Organized data
Systematic categorization for quick access to payroll data like pay history and deductions.
Organized data
Systematic categorization for quick access to payroll data like pay history and deductions.
Seamless flow
Clean, uncluttered design focusing on essential information for easy navigation.
Seamless flow
Clean, uncluttered design focusing on essential information for easy navigation.
Minimal Interface
Step-by-step task guidance to enhance efficiency and reduce time on payroll tasks.
Minimal Interface
Step-by-step task guidance to enhance efficiency and reduce time on payroll tasks.
Competitor Mapping
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.
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
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) User engagement with the different applications
i) Product reviews to understand the flow and fill any gaps
i) Insights gather focusing on mobile interaction
of the 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.
Competitor Mapping
i) Applications spread out into quadrants based on their usage
i) Top companies in India currently using HRMS applications
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.
USER INsights
i) Applications spread out into quadrants based on their usage
i) Questionnaires asking while user review on the application
i) User engagement with the different applications
i) Insights gather focusing on mobile interaction of the applications
i) Product reviews to understand the flow and fill any gaps
Curating Competitors to streamline features
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.
Competitor Analysis
i) Overlapping information on mobile screens on HRMS application
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.
3C's Insights
i) The 3C's Model analysis covering 3 main segments of a business
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.
moodboard + Inspirational Board
i) Design system + mood board of existing HRMS platform
i) Inspirational board of similar applications
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.
Task Flow analysis
i) Screens gathered from product reviews
i) Screens gathered and arranged according to journey of user
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.
FEATURE LIST
i) Feature list of payroll management system
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:
Discover
i) Understanding the gaps and terminologies related tax summary
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:
Usuability testing + Gaps
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.
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.
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.
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.
Task model + hi-fi Screens
i) Payroll screens organized in a hierarchical tree structure.
Payroll Management Experience Enhancements
After identifying areas for improvement to enhance the user experience, the results are outlined below. The first figure presents the sitemap of Payroll Management, integrated with the main HRMS dashboard to showcase Payroll as a module within HRMS. The second figure displays all interface screens within the Payroll Management system.
final Sitemap + Interface
i) Sitemap of payroll management connected to dashboard of HRMS
i) Final screens of payroll management
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.
Improvements
i) Absence of an application form (before)
i) Loan application form for requests (after)
i) Claim of yearly formslip (before)
i) Customized monthly payslip with company logo (after)
i) Legal Government TDS formslip (after)
i) Requirement of monthly payslip (before)
The entire journey of this project feels surreal. Payroll, being a fundamental right for every working individual, made this project deeply impactful and gave me chills as I dove into its complexities. The challenges became a powerful catalyst for my growth, pushing me beyond my comfort zone. Ultimately, I learned how to approach a high-level project with attention to detail and gained invaluable insights into the corporate world.
reflection
Emergent need
Reframing the goal statement
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
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.
Emergent need
Emergent need
Emergent need
i) Applications categories into large, medium and smaller sized enterprise
Competitor Analysis
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.
i) Overlapping information on mobile screens on HRMS application
3C's Insights
Key insights across the three main segments
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
moodboard + Inspirational Board
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) Design system + mood board of existing HRMS platform
i) Inspirational board of similar applications
Task Flow analysis
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.
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
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
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
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
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
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
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.
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.
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.
Discover
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:
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) Understanding the gaps and terminologies related tax summary
i) Understanding the gaps and terminologies related tax summary
Improvements
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.
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
After
i) Absence of an application form
i) Loan application form for requests
i) Requirement of monthly payslip
i) Customized monthly payslip with company logo
i) Claim of yearly formslip
i) Legal Government TDS formslip
final Sitemap + Interface
Payroll Management Experience Enhancements
Payroll Management Experience Enhancements
After identifying areas for improvement to enhance the user experience, the results are outlined below. The first figure presents the sitemap of Payroll Management, integrated with the main HRMS dashboard to showcase Payroll as a module within HRMS. The second figure displays all interface screens within the Payroll Management system.
After identifying areas for improvement to enhance the user experience, the results are outlined below. The first figure presents the sitemap of Payroll Management, integrated with the main HRMS dashboard to showcase Payroll as a module within HRMS. The second figure displays all interface screens within the Payroll Management system.
i) Sitemap of payroll management connected to dashboard of HRMS
i) Final screens of payroll management
reflection