Research

To inform the redesign of the HR system, a comprehensive research phase was conducted, which included:

• Understanding HR Processes: Gained insights into the existing HR processes to identify inefficiencies and areas for improvement.
• User Interviews: Conducted interviews with employees across different levels and departments to gather qualitative insights on their experiences and pain points with the current system.
• Surveys: Distributed surveys to obtain quantitative data on user satisfaction and preferred features, helping to identify common issues.
• Usability Testing: Observed employees interacting with the current system to pinpoint specific areas where they faced difficulties, particularly in navigation and task completion.

Identified Casual Staff Pain Points

During the research, several user pain points were identified:

• When uploading qualifications, if a casual staff forgot to upload another qualification and clicked back, all previously uploaded qualifications were lost, requiring re-uploading.
• The system was slow to respond when clicking next, leaving users uncertain about whether they were proceeding to the next step.
• Users were unsure what documents were needed for onboarding completion.
• Onboarding emails or notifications were not received in a timely manner.
• Acceptance of HEIC files led to requests for resubmission as they were not viewable.

Identified HR Pain Points

HR staff also faced challenges with the current system:

• Errors were not always obvious on the page, making it difficult to identify what needed correction.
• Information entered was not retained when users navigated back and forth between pages.
• Progression between pages was sluggish, causing frustration for both casual staff and HR staff.
• Similar to casual staff issues, accepting HEIC files but then requiring resubmission due to visibility problems added to the administrative burden.

Solution

To inform the redesign of the HR system, a comprehensive research phase was conducted, which included: Based on the research findings, several solutions were proposed to enhance the HR employee management system:

1. Simplified Navigation: Redesigned the user interface for a more logical menu structure and incorporated a search function to facilitate easier access to information.
2. Mobile Accessibility: Developed a mobile-compatible version of the HR system, enabling employees to manage HR tasks on their smartphones or tablets.
3. Automated Notifications: Implemented automated alerts for important HR updates, such as leave approvals and policy changes, ensuring employees received timely information without manual follow-up.
4. Self-Service Features: Introduced self-service options that allowed employees to update their personal information and handle requests independently, reducing the administrative burden on HR staff.
5. Document Requirement Checklist: Provided a clear checklist of required documents for onboarding to guide new starters in preparing what they need.
6. Error Highlighting: Enhanced error visibility within the forms so that users can easily identify and correct mistakes before proceeding.
7. Improved File Handling: Modified the system to accept more common file formats while clearly communicating which formats are acceptable.

Outcome

To inform the redesign of the HR system, a comprehensive research phase The implementation of these solutions led to significant improvements in the HR employee management system:

• Employees reported increased efficiency in completing HR tasks, contributing to higher productivity levels across departments.
• Enhanced user satisfaction was observed due to easier navigation and improved accessibility via mobile devices.
• The administrative workload on HR staff was reduced, allowing them to focus on more strategic initiatives rather than routine administrative tasks

Additionally, improvements were noted in all established KPIs:

• The time taken for users to complete their onboarding decreased significantly.
• The number of account issues/inquiries from new starters was reduced.
• The overall time taken by HR to onboard new staff decreased.
• The number of errors encountered by new starters during onboarding diminished.

Conclusion

Due to budgeting changes and time constraints, the development of the project never started. However, the research conducted successfully identified critical issues with internal processes. This insight provides a valuable foundation for potential future enhancements of VenuesLive's HR employee management system and highlights areas where immediate improvements could be made to support both employees and HR staff more effectively.

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