Redesigning HR Operations: Unified Employee Platform
Led the consolidation of fragmented HR tools into a unified platform by mapping workflows and defining new Information Architecture, reducing administrative errors and improving employee clarity.
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HR operations suffered from severe inefficiencies because existing tools were fragmented and technologically limited. The primary pain point was the issue of non-connected data tables: employee data resided in disparate systems, requiring staff to manually copy and paste information.
This fragmented process effectively doubled the effort for HR staff, leading to wasted time, inconsistent employee data, and difficulty managing key processes (leave, onboarding). This operational failure resulted in widespread confusion among employees and managers.
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UX Lead (Me): Led the redesign and consolidation. Directed the project, built the Information Architecture (IA), and aligned stakeholders across Product and HR teams.
HR Team (Primary Stakeholder): Provided critical workflow mapping, validation, and feedback sessions to ensure the platform matched real-world processes.
Product Team/Developers: Managed technical implementation and system capabilities.
Employees/Managers (Secondary Users): Target users for the centralized platform (leave management, onboarding, etc.).
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The unified platform delivered immediate organizational value and measurably improved efficiency by eliminating manual data handling:
Workload Reduction: Estimated to reduce manual administrative workload by 40-50% by eliminating copy-pasting and data reconciliation efforts.
Error Rate Reduction: The centralized master list is projected to minimize data entry errors by over 70% by ensuring consistency across all connected modules.
Time Savings: Consolidated workflows are projected to reduce the time required for key processes (e.g., leave filing and approval) by 30%.
Consolidation: Successfully integrated multiple fragmented tools (Leave, Employee Data, Hierarchy, Onboarding) into a single, cohesive interface.
Information Architecture Mapping
A key part of the redesign was creating a high-level information architecture in close collaboration with HR. This was a necessary step to consolidate fragmented assets, streamline categories, and align role-based access with actual employee needs. The IA served as the foundation for the design work that followed, enabling a unified platform with a consistent UI, intuitive navigation, and a role-based landing page that made tools easier to find and use.
Outcome
The result is a unified platform that simplifies access and delivers a consistent experience—highlighted in the next section.
Leave Management
The leave management system was redesigned to simplify the employee leave filing process. Managers can view leave schedules through a Gantt chart and approve or decline requests, while employees can easily track leave credits and review their requests. The redesign improves usability and streamlines leave management for both employees and managers.
Employee Management
A new employee management system was implemented to serve as a centralized master list, connecting employee information to benefits, digital onboarding, recruitment, and organization management. By streamlining enrollment into a single process, the system eliminates redundancies, ensures data consistency, and provides a seamless experience for both HR and employees.
Organization Management
The employee management system integrates closely with organization management to establish and maintain the company’s hierarchy. It enables the creation of divisions, departments, and functional groups, while allowing leaders to be assigned to each entity. This integration ensures a clear, organized structure that supports effective management and streamlined workflows.
Digital Onboarding
To streamline the onboarding process, we developed a digital onboarding system that guides new hires after selection. It provides clear instructions, training schedules, and all necessary steps to complete pre-employment requirements, ensuring employees are well-informed and supported throughout the process.