PeopleDesk for mobile

The PeopleDesk Mobile App changes the game in HR management and supply chain digitalization. It turns complex, manual processes into smooth, efficient operations, making it an essential tool for modern businesses.

Images: Powerful information architecture seamlessly merges multiple business functions and features, working like magic.

Problem

One of the most challenging part of this project is designing the Information Architecture (IA). The app needs to handle HR functionalities like rewards and recognition, HR applications, attendance, salaries, performance (KPIs) and announcements. At the same time the same employees are involved in supply chain activities like product sales, purchases, deliveries, machine maintenance records, bill submissions, GRN records, purchase orders and requests. These tasks are traditionally managed through Paper Record, ERP systems and spreadsheets. Internal processes relied on phone calls and manual entries for tracking purchase orders, supplier deliveries and GRN/Bill submissions which was inefficient. Procurement in big businesses required manual handling of supplier bids and RFQs which was not streamlined.
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The challenge is to combine all these functionalities into a single mobile app that employees can use daily for both HR and supply chain activities. An additional complexity arises with AKIJ Shipping employees who don’t have stable internet connection while at sea and use satellite internet. Recording activities of these employees was a major challenge.

Also management wants to sell this mobile app as a SaaS model along with PeopleDesk Web. The solution is designed for AKIJ Resource with over 12,000 employees, suppliers and customers. But to make this solution SaaS compatible, we need to consider small and medium enterprises who might only need HR solutions without the supply chain components. This is a unique design and implementation challenge.

Solution

We designed a world class information architecture (IA) to cater to multiple business functions, we call it a “super app”. Behind this IA our process was:

HR management segment we did empathy mapping for HRs and employees, observed their needs, behaviors, thoughts, feelings and frustrations. We created a paper prototype, tested with users and iterated based on feedback. The challenge was to keep everyone engaged throughout the process, balancing user wants vs needs.

Rapid Prototyping and Testing, We used the Cognitive Walkthrough method to test the prototype with users. HRs and employees were given different tasks to complete, verbalizing their thoughts as they used the app. This gave us real time feedback on how users reacted to different parts of the experience.

Images HR features: Empowered employees with a user-friendly mobile interface for managing their HR activities, increasing convenience and productivity.

Supply chain segment we identified project stakeholders, their expectations and their relationships. We identified the people involved in different tasks such as sales, purchases and deliveries and clustered their activities with sticky notes. By mapping these connections we understood how they worked and built a Minimum Viable Product (MVP) for them. Throughout the process we tracked what worked, what needed to change, new things to try and questions to ask. The Feedback Grid was key to this iterative process.

We built an information architecture to tie supply chain and HR features together in the app so it’s a seamless and efficient experience.

Image Supply Chain features: Launched the first mobile app in the country to facilitate complex procurement processes, setting a new standard in the industry.

Achievement, and Role

I was the solo UX Designer working with business analysts, and large software engineering team on this project. From June 2023 to present we have been rapid designing and developing the PeopleDesk mobile app. We are proud to say 100% satisfaction with this super app concept.

Amazingly 90% of AKIJ Resource employees are using the supply chain functionality in the app. Users can also personalize their dashboard and menu preferences to make their experience even better.

We moved from manual ERP entries to digitalization of supply chain data, we were the first in the country to have a mobile app for complex procurement processes, we set the standard. Our implementation included automated notifications, robust design and lots of customization options, user satisfaction increased big time. We prioritized security and accessibility, the mobile app interface is as secure and user friendly as the desktop version, we protected sensitive info for all employees.

On the other hand our powerful architecture allowed us to market and sell the HR features of PeopleDesk to SaaS clients even without the supply chain functionality.