Kolegahr

Revolutionize Payroll Processing with Kolegahr

Exploring the Journey of Crafting an MVP Payroll Module for Internal Company Efficiency

2023

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Role

UI/UX Designer

Timeline

2 months

Tools

Figma

Reading time

4 min read

Overview

After the Kolegahr Presence Module was released internally within the company, the next product focus was the MVP version of the payroll module that was integrated with the previous presence module.

The Challenge

  • The development time is very short, which is carried out in less than 3 month. Therefore, it requires a lot of design adjustments along the way.

  • The process of testing the value of the payroll component takes a long time to ensure that all data is appropriate.

Approach

  • Discover

  • Define

  • Design

  • Deliver

Output

MVP Kolegahr payroll module

Status Project

The payroll module is currently undergoing the process of testing formulas and value relations between components.

Problem Statement

The attendance module that has been created is in accordance with the data used internally by the company to be submitted to third parties who process data for payroll. How might we make a payroll module that can meet the company's needs in carrying out the payroll process.

Created User Flow

The research process is carried out by UX researchers and feature determination is carried out by APM together with Product Owner. After the feature list has been compiled, the UI/UX designer's role is to create user flow.

Example of user flows

Design Highlights

Admin Privileges

Admin web access are divided into three roles; super admin, presence admin and payroll admin. All employee payroll data can only be accessed by the payroll admin.

Component Master

Component Master

There is a component master which contains a collection of components that by default have been provided by the system (basic salary, BPJS, etc.) and components integrated by the presence module (overtime, reimbursement, etc.). The payroll admin can also create components independently according to company needs such as allowances, buybacks and others.

There is a component master which contains a collection of components that by default have been provided by the system (basic salary, BPJS, etc.) and components integrated by the presence module (overtime, reimbursement, etc.). The payroll admin can also create components independently according to company needs such as allowances, buybacks and others.

Payroll Settings

Payroll Settings

Users can make payroll settings to determine what components are used, cut off time and payroll allocation.

Users can make payroll settings to determine what components are used, cut off time and payroll allocation.

Payroll Component

Payroll Component

All components that have previously been set will appear on the payroll component menu along with the employees who have these components. Users can change component values in a single or bulk update.

All components that have previously been set will appear on the payroll component menu along with the employees who have these components. Users can change component values in a single or bulk update.

Change logs

The change log contains all track records of component data value changes made by the payroll admin.

Payroll Process

Payroll Process

Before publish a payroll report, the user can view the payroll report draft to check the data. If there is incorrect data, the user can cancel the process first to make changes to the data. The process of publishing this report is also integrated with the status of payments on overtime and reimbursement requests.

Before publish a payroll report, the user can view the payroll report draft to check the data. If there is incorrect data, the user can cancel the process first to make changes to the data. The process of publishing this report is also integrated with the status of payments on overtime and reimbursement requests.

Payroll Report

All payroll reports that have been published can be accessed via this page.

Takeaways

Here’s what was working

  • The payroll module has been integrated automatically with attendance data (attendance incentives, overtime, unpaid leave, etc.). So company payroll data can be retrieved via the Kolegahr attendance module

  • The payroll admin can make changes to values independently (single or bulk updates) and can see changes in component values in real time

  • Payroll admin can publish payroll reports and payment status on reimbursement requests and over will change the payment status automatically

Here’s where we need continued iteration

  • UT needs to be conducted in the "run payroll" user flow section (especially editing component values) to determine user efficiency in finishing the task of publishing payroll reports

  • Evaluation of several copies of the "pop up" information because there are repeated words in the payroll process

  • Creating a pay slip feature that can be accessed via mobile app so employees can access secure pay slips easily

Leason Learned

  • The payroll module creation process time is very short, so the team must adapt to the tech team. UI/UX designers are involved in the component value testing process, while UX researchers play a role in formulating all component values, including taxation.

  • When designing for a short time, it is important for the designer to pay attention to the copy being created. So there is no repetition of words or miss information.

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