People's work engine: An automation case study

Empowering HR with automation to deliver superior employee experience, saving thousands of dollars and hours in manual process-based paperwork/legacy systems.

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Background

For taking digital developments to the next level, our client wanted to leverage the power of automation for everyday manual, repetitive & time-intensive processes in the HR operations, and they chose Healthinnovation Toolbox as its strategy and tech partner. As a digital partner, we were responsible for the platform’s design & development. For us, the very first logical step was setting up an HR design system, consisting of a collection of the best principles, practices, and modules within the organization where we involved multiple stakeholders in the design process. Fast forward a couple of months, we have developed a customized HR Platform for our client.

Problem Areas

Legacy HR systems, paper, and excel based work processes and manual operations were error-prone, cumbersome, and fragmented across different functions and departments. The current processes are complex & HR department and the employees themselves couldn't get the right information at the right time, incurring the loss of valuable time & increasing costs. As an early stage investment towards digital transformation, our client wanted to digitize & automate their end-to-end internal HR functions, from employee data management to payroll, recruitment, benefits, training, talent management, employee engagement, employee attendance etc.

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3.The business challenge

The HR function handles a variety of processes within the organization & each of these processes was composed of multiple sub-activities that were not only labor-intensive but also crucial for employee satisfaction. The current system was challenging the efficient handling of huge volumes of transactions. The digitization effort is needed to tackle the time-critical needs of the business while maintaining the quality, and compliance requirements & boosting employee satisfaction. We started by conducting an audit of the current processes and technology ecosystem, along with a business analysis. Findings concluded that the reliance on legacy systems, paperwork and complicated change processes were holding the business back.

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Our recommendations

An easy-to-use web-based application that will help integrate the HR operations seamlessly. The platform can automate key HR processes, saving our clients huge costs and hours in manual process-based paperwork. It will enable our client to access all the stats and reports on time. The multi-disciplinary teams within the organisation will be empowered to collaborate seamlessly. Additionally, the software gives you the freedom to access the system from multiple devices and multiple locations. It will manage people, automate manual tasks, and keep the information orderly. It will save labor time for managers and HR staff through automation. It will also assist with HR processes that allow for better planning, budget management, and decision-making.

Gluing great experiences

Processes we planned to automate and our primary focus areas

We considered tasks, such as recruitment, performance management, employee experience, and attendance management. The processes we were planning to automate, our focus was on:

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Achieving seamless & early buy-in by the HR department & all the other employees in the organization

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Applying human-centered design to highly technical actions

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Establishing trust and credibility within the HR team & other departments in the organization

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Validating application design and journey flows with real users, by involving multiple stakeholders

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Designing intuitive employee experience with the selected HR functions for automation

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Knowledge transfer

The scope

We studied the client’s HR processes and analyzed each of their stages in detail to understand the suitability of introducing automation. A random move to automating some processes and leaving others may only result in more operational roadblocks for the HR department. Hence, along with the internal team, we identified tasks that were a) most repetitive, b) most error-prone, and c) took the maximum time to complete. We categorized various stages of the HR processes into four groups based on the scope for automation: Very High, High, Medium, and Low.

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The Ux Process

  • The initial quantitative and qualitative analysis helped us to be even more efficient when creating the first UX elements, which included the primary user flows, user personas and wire-framing.
  • We conducted a number of UX tests with real users to validate the performance of the key user actions. Since the UI experience is extremely important for this product, we quickly moved to tests with the final mockups, using the UI elements of the new and the final product architecture.
  • The clickable prototypes were used to test a number of key features with the real users. The identified UX and design gaps were fixed quickly and efficiently, busting some of our hypotheses and confirming others.

    • Result

    HR automation revolutionized our client’s HR processes, replacing offline and disjointed ways of working. The new streamlined process makes it much easier for the HR Operations team to manage administrative tasks flawlessly. Automation capabilities are already adding significant value to the business, ensuring all information is compliant with industry standards and regulatory requirements. Also, the newly configured dashboards have equipped non-technical teams to have more control, and enabled them to react quickly to requirements. We’re proud to have launched the core aspects of the digital roadmap, which are systemically evolving operational processes. This transformation has empowered the HR team & employees to focus on great experiences, value add services and innovation.

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