enterprise, UX Redesign
The internal time tracking and HR reporting system was a legacy platform used by an IT development agency to manage work hours, leave requests, sick days, and financial reporting. Employees frequently voiced concerns about the system’s outdated interface and usability issues, prompting leadership to commission a UX/UI redesign that would improve functionality while ensuring a seamless transition with minimal development effort.
The key challenge was to enhance usability without requiring significant backend changes, as well as ensuring that employees could quickly adapt to the new system without disrupting their workflow.
The key challenge was to enhance usability without requiring significant backend changes, as well as ensuring that employees could quickly adapt to the new system without disrupting their workflow.
Internal Time Tracking & HR Reporting System
Challenges Identified
1
Difficult Report Generation for Employees
Users struggled with creating reports, leading to frequent errors and additional manual effort from HR
2
Manual HR Workload for Payroll Processing
HR teams had to manually identify missing timesheet entries and contact employees through line managers to ensure records were completed on time
3
Lack of Mobile Usability
Employees had no option to fill in their timesheets via mobile, limiting accessibility and flexibility
Process & Approach
1
System Analysis & Initial Hypothesis
Started by using the system as an employee to identify pain points firsthand.
Formulated hypotheses about usability issues to be validated through research
2
User Research & Stakeholder Alignment
Conducted 7 in-depth interviews with employees across different roles.
A satisfaction survey was conducted with 30 participants to quantify common frustrations.
Organised a session with a data specialist and backend developer to ensure the redesign aligned with financial reporting requirements
3
Identify focus areas & UX Enhancements
Key Priorities:
✔ Report Generation & Data Entry Simplification – Redesigned the report creation flow for easier data input and retrieval
✔ Automated Reminders – Introduced system notifications for missing timesheets, reducing manual follow-ups by HR
✔ Mobile-Friendly Responsive UI – Enabled employees to fill out timesheets on their phones, improving accessibility
✔ Draft Saving & Entry Duplication – Allowed users to save drafts and copy records, reducing redundant data entry
✔ Visual Indicators for Missing Entries – Introduced clear status indicators for incomplete timesheets and budget overuse warnings
✔ Simplified Report Exporting – Made HR reports more intuitive with clear data structures and filtering options.
✔ Automated Reminders – Introduced system notifications for missing timesheets, reducing manual follow-ups by HR
✔ Mobile-Friendly Responsive UI – Enabled employees to fill out timesheets on their phones, improving accessibility
✔ Draft Saving & Entry Duplication – Allowed users to save drafts and copy records, reducing redundant data entry
✔ Visual Indicators for Missing Entries – Introduced clear status indicators for incomplete timesheets and budget overuse warnings
✔ Simplified Report Exporting – Made HR reports more intuitive with clear data structures and filtering options.
Results & Impact
This redesign modernised the agency’s internal time tracking system, improving both user experience and HR efficiency, all while ensuring a seamless transition with minimal backend development impact
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Reduction in HR manual work – Automated timesheet reminders reduced HR follow-ups by 70%. - Increased user adoption – 85% of employees reported improved usability after the redesign
- Higher accuracy in financial reports – Clear status indicators minimised payroll errors and reduced correction requests by 40%