Leave & OT tracking system

Initiating the creation of company’s leave and OT tracking system

COMPANY

Multisys Technologies Corporation

ROLE

Product Designer

EXPERTISE

UI/UX, Design System

YEAR

2021

Background

A lot of established companies are using their own leave and OT tracking/filing system. It helps not just with security and privacy, but also saves time of both employees and the management.

The problem that we're trying to solve is the current use of traditional procedure in overtime, vacation, and sick leave request management. It’s a common filling up a PDF form-send to email-for approval process.

The goal is to create a digital process for the company’s leave and OT tracking/filing system. Create the product using design thinking process from scratch.

A lot of established companies are using their own leave and OT tracking/filing system. It helps not just with security and privacy, but also saves time of both employees and the management.

The goal is to create a digital process for the company’s leave and OT tracking/filing system. Create the product using design thinking process from scratch.

The process

Focusing on design thinking process

The design thinking process is composed of five phases: Empathize, Define, Ideate, Prototype, and Test.

Empathize

All designers involve presented proposals for the project. As part of the Empathize process, we discussed and understood what our co-workers currently needs the most.

We used Miro as our main collaboration tool, there we decided which role we will take part in and finalized the timeline of the project.

Define

Conducting interviews on different departments within the company to get their thoughts about the current leave and OT filing process.

Understanding how the users feel, we defined what we need to focus on, hence created the goal of the project.

We started brainstorming for the product’s identity. The team came up with the name Olive from the combination of Overtime and Leave.

Ideate

This phase involves the creation of the User Persona, User Journey Map, and Low-Fidelity Wireframes.

The user personas served as the characterization segmented from the survey conducted as part of the UX research. Through this process the designers are able to create a user journey map and understood how the target users will interact in each feature provided as well as their expectations. This activity allowed the design team to finalize the system’s requirements, the information architecture, and created the low-fidelity wireframes.

Along this process, the designated UI designers created the Olive Design System. Here we created components such as buttons, banners, modals, tooltips, etc.

Prototype

Compared to our respective traditional projects, creating the prototype for Olive is much easier and lighter in terms of task weight. We have the components from the design system to use, we have the research as foundation for project information, and low fidelity wireframes as a solid guide. Less stress, more fun in building.

Here’s what the actual product look like (What the employees and management will see):

Test

Our team lead presented the Olive System to company stakeholders, who were thrilled with the outcome of the design thinking process behind this passion project. With plans now in motion to implement the system, we’re gearing up for testing once it goes live — stay tuned!

Conclusion

What happened?

The overall experience was refreshing. Personally, I had fun collaborating with other designers and it did not feel like work at all. Being able to use this process made the flow of this project smoother.

Design sprint = secure and fun!

msaekmri@gmail.com

Masae Komori

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