2015
My Role:
Need analysis, Primary research, secondary research,
Information Architecture, wireframe, Visual design of the key screens,
Pitching concept to the management
Acting as a liaison between design and development
joineezest is a tool for easing out the joining process. it was inspired by the thought that the traditional joining processes are cumbersome. it was observed that a new employee had to do the following writing on the joining formality paperwork;
Write his/her own name in block letters 7 times
Write the communication address, once in block letters, 3 times in regular
Write the permanent address 3 times
Write the nominee info twice, once in block letters and once in regular
Write the educational details
Write the previous employment details, if applicable (a long list if the employee has a few years of experience)
Write other details which take considerable time and effort
Write a small introduction about herself/himself, which then will be typed in a template and circulated in the team
and most important, sign 7 times
Beyond this, there was other stuff, that made the joining process riskier.
The employee had to carry all the document in original so that the HR team can scan them and record them
The Employee had to carry photographs, which s/he had to stick on 4 different places
So the thought was, can we streamline the process and utilize the digital expertise to make joining a pleasant experience? also, while we are at it, can we expand this in such a way that the manual errors can be avoided and the HR's time can be well utilized?
The input was given from the Talent acquisition side. Once a candidate clears the interviews, the same gets added into the system, along with the compensation and chosen deductions. HR can input the numbers and the salary will be calculated automatically.
The selected candidate is sent a link. on this link, the prospective employee can start filling in his/her own data. There is an average of 2 months period from selection to joining and hence the prospective employee has a lot of time to complete this form. HR can monitor the progress and can also view the information that has been filled up by the prospective employee. There is also a built-in chat function where the HR and prospective employee can communicate.
The prospective employee can also scan his/her documents and upload them into the system, same with the photograph. This way, HR has all the necessary details about the employee even before joining. The requests like printing an ID card can be triggered based on the delivery time
The system admin has a view as well, where the admin can see the kind of machine the prospective employee has requested. Admins can also see the requested configurations and other special software needs.
On the day of joining, when the employee reports at the HR desk, HR just has to click one button "joined". all the forms will be printed out with all the details pre-filled. All that is needed is for the employee to check the correctness of the information and sign them
Also, once they get the confirmation, the admin can prepare the machine, install software and place the machine on the allocated desk on the day of the joining, so that the new employee can start working immediately.
A templatized email with all the details about the new employee will be automatically sent to the team. HR does not have to do any manual typing.
Pilot release within the company, which was tested with 10 recruits, resulted in
Reduced workload on TA team
Reduced onboarding time
Manual data entry errors
Rated innovative and friendly