Workforce Management

INTRODUCTION

Across the country, there are various establishments who provide essential goods and services (food products, bakeries, freighting, furnishing, public services and more). A set of these establishments are assigned to a manager.

The manager's job is to manage shifts at the establishments' work sites. They also have access to a pool of candidates who may be eligible to work at these sites. Currently, the manager uses a web portal to:

• shifts at the work site
• assign eligible candidates to the shifts
• manage the candidates timesheets and leave plans

Our task was to design a mobile app for the manager, to do these tasks on the go.

FLOWS

First, we started digging through the web portal to map out every possible user flow to understand its overall structure. Throughout the mapping process, we discussed with the stakeholders and users to understand how they used the web portal.

The portal is divided into three modules: Scheduler, Time Tracker and Leaves.

CHALLENGES

It was clear that the web portal was originally designed with only the desktop interface in mind. So our biggest obstacle was to cram these features into a smartphone-sized app. Additionally, while mapping out the user flows, we found a vast number of scenarios to cover in our prototype.

It was important not to change any of the user flows too much from the existing web portal to minimize the need for retraining users on a system they already use every day. We conducted weekly design reviews with the stakeholders to make sure we got everything right.

PROTOTYPING

Using low fidelity clickable prototypes, I gathered feedback and reiterated on my screen designs quickly. Through constant communication with my developers, I designed with the development effort and time constraints in mind.

FINAL DESIGN

Once the prototype screens were finalized, I handed them over to the UI designer to create the final designs. Due to the project being under an NDA, the original UI designs cannot be shared. Instead, the designs shown below were created by me.

SCHEDULER

Shifts are managed in the scheduler. Users can go through dates to view various shifts, create new shifts and see who's available to work.

TIME TRACKER

Timesheets submitted by candidates when starting their shifts are accumulated here as "time entries" for the user to monitor and approve. Users can also manually create time entries if needed.

LEAVES

Leaves can be tracked in a list view and a calendar view. They are categorized into pending and previously actioned.

OUTCOME

The final product was met with high praise by the stakeholders, who highlighted that the onboarding and training sessions planned for the app's launch were cut short, as their internal users were able to jump right in without requiring much assistance.

After a successful launch on iOS and Android, the app continues to be improved with quality-of-life improvements.