Sharjah Asset Management is a multinational corporation with thousands of employees spread across various departments. To streamline their work processes and improve internal communication, they decided to develop an internal mobile app. The app is to provide quick and easy access to a range of applications that are essential to their daily operations. The app featured a range of modules including TimeNow, Successfactor and Microsoft 365 integration.
Problem :
Sharjah Asset Management is facing several challenges with their current system and seeks to address them effectively.
User Experience: The existing system lacks a user-friendly interface and intuitive navigation, making it challenging for employees to utilize its features efficiently. Users find it difficult to locate relevant information, perform tasks, and access the functionalities offered by the integrated software systems.
Limited Functionality: The system's current functionality is limited and fails to fully exploit the potential of the integrated software systems. Employees are unable to leverage advanced features and capabilities provided by TimeNow, Successfactor and Microsoft 365, thereby hindering their productivity.
Security and Data Privacy: The company has concerns regarding data security and privacy. As the app interacts with sensitive employee information stored in Successfactor and Microsoft 365, ensuring secure data transmission, authentication, and access control becomes crucial.
Performance and Stability: The current system experiences occasional performance issues and lacks stability. Frequent crashes, slow loading times, and unresponsive screens disrupt employee workflows and hinder the adoption of the app.
Training and Adoption: Many employees are unaware of the full capabilities and benefits of the current system. Inadequate training and a lack of clear documentation contribute to low user adoption rates. Employees need proper guidance and support to effectively utilize the integrated features and maximize their productivity.
Solution:
Let's explore each module in further detail and how it has helped the organization.
1. TimeNow: The new mobile app allows employees to easily clock in and out of work, view their work schedules, and request time off. Managers can easily approve and manage employee schedules, ensuring that the business runs smoothly and efficiently.
2. Successfactor : The Successfactor module simplifies the performance management process by allowing employees to easily track their performance goals and objectives. Managers can quickly review employee performance and create personalized development plans for individual team members. The module also includes an employee self-service portal where employees can access important HR information such as benefits and payroll.
3. Microsoft 365 Integration: The Microsoft 365 integration allows employees to access their email, calendar, and files all in one place. This module helps employees stay organized and productive, even when working remotely. The internal mobile app has transformed the way Sharjah Asset Management works. It has provided employees with quick and easy access to critical applications, improving efficiency, and reducing the administrative burden on managers. The app has also enhanced communication and collaboration across departments, improving the overall performance of the organization. By leveraging the power of technology, Sharjah Asset Management has driven innovation, improved employee satisfaction, and increased competitiveness in the market.
I created two user personas to represent these two user groups, to inform design and ensure a user-centric focus. Came up with varying user personas based on individual personality and use cases.
Name:
Rachel
Occupation:
Human Resources Manager
Age:
35
Background:
Rachel is organized, driven, and highly motivated. She values efficiency and organization and strives to ensure her team is working effectively and efficiently. She is a multitasker, thrives under pressure, and enjoys taking on new challenges. She values clear communication and transparency and appreciates tools and systems that allow her to provide this to her team.
Challenges :
Rachel finds it challenging to manage HR tasks while working remotely or on-the-go, as she is often away from her desk and computer. Additionally, she often finds it difficult to streamline processes between multiple tools and applications.
Goals and Objectives :
Rachel needs a user-friendly mobile application that integrates various HR tools and information in one place. She would benefit from an app that allows her to manage her tasks and team remotely, update employee records, monitor team performance, and approve time off requests – all from the convenience of her smartphone. She would like to have quick access to important HR information such as employee benefits, salaries, and performance reviews. Additionally, she would like the app to integrate with other business tool such as Microsoft 365 and Successfactor-HR, making it easier and more efficient to manage HR tasks and data.
Solution :
To overcome these challenges, a mobile app was developed to integrate TimeNow, SuccessFactor, and Office 365 providing a unified platform for workforce management. The app offered the following key features and functionalities:
• Time and Attendance Management: Employees could clock in and out using the app, which seamlessly synchronized with TimeNow, ensuring accurate time tracking and attendance records.
• HR Self-Service: Employees had access to their HR profiles, enabling them to view personal information, request leaves, access payslips, and update their details directly through the app, linked with SuccessFactor.
• Office Productivity Tools: The app integrated with Office 365, offering features such as document collaboration, email, calendar management, and task assignment, fostering efficient communication and productivity.
Name:
James Reece
Occupation:
Head of Operations
Age:
42
Background:
James leads a team of 20 employees who work in different departments across multiple locations. He is responsible for the overall performance of his team, ensuring that they meet all their targets and deadlines. He is always on the go and travels a lot to meet clients and attend meetings.
Challenges:
James finds it hard to keep track of all his team’s performance-related data and HR information while he is on the go. He also often struggles with the difficulty of managing his team’s schedules and appointments.
Goals and Objectives:
James wants to be able to manage his team effectively while on the go. He wants to have access to all the crucial data and updates on his team’s performance and HR related matters. He also wants to be able to access his emails, calendar, and documents when he is travelling.
Solution :
How can the internal mobile app help James?
With TimeNow, James can keep track of his team’s attendance, absences, and performance-related data on the go. It will enable him to easily manage data related to his team's performance and make informed decisions on how to improve it.
Successfactor-HR will enable James to keep up to date with all the HR-related information of his team, such as employee onboarding, performance management, and compensation. It will also provide him with valuable insights such as understanding each employee's skill sets to create future development plans.
Microsoft 365 will enable him to access his emails, schedule, and documents from anywhere in the world, streamlining his workflow between in-office and on-the-go.
Overall, the internal mobile app can help James save time and remain organized. It will make it easier for him to stay on top of the most important data related to his work and maintain high levels of productivity, even when traveling.
