Problem

One of the internal HR processes was slow because it required employees to use three different IT systems. Each system depended on approval from the previous one before it could be accessed, forcing the process to happen sequentially rather than in parallel. This could cause employees to be unable to work, costing money for the company.

Approach

As part of a larger system migration to SAP Fiori, I was tasked with designing the experience in the SAP-based system. The goal was for users to request all their changes at once and have the approval process run in parallel instead of serial.

As with all projects at the beginning, the number of unanswered questions was many. To ensure questions were kept track off, I used tables in Miro accessible by the whole team to ensure nothing was forgotten. All questions were split into categories for easy searching and could have subquestions, if something else needed answering before the main question could be answered.

From there I talked with stakeholders/system owners and users to find the specific needs and requirements, along with learning limitations for the design down the road.

Initial research with users revealed that system 2 contained only two yes/no approvals and that over 90% of employees needed both. On the other side, system 3 had over 80 different options, where users needed to pick the singular one to match their specific use case.

Superusers and frequent users also indicated that the approval form in system 1 had many irrelevant fields for them, due to some information always being the same, leading to daily time waste when doing their tasks.

Solution

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Learnings

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