ezWFM, short for 'Easy Workforce Management,' encompasses an staff app and an administrative webpage plugin. This project served as a technical solution that we developed for our client, a Hong Kong-based airline cargo company, to alleviate their significant workload challenges in managing their workforce. The mobile app enables convenient roster checking, leave applications, and shift swapping, seamlessly connecting with the HR system to ensure effortless synchronization and accuracy, ultimately saving time and reducing human errors.
Research and Analysis
Focus Group Workshop
At the start of the project, we organized weekly focus group workshops with the app users, especially the client's staff who follow a set roster. Our main objective was to understand the challenges they face when it comes to tasks such as checking their roster, applying for leave, and other related activities.
During these workshops, we utilized sticky notes and a whiteboard to gather and consolidate data from the focus group. We have learned that every time a new roster is prepared, HR prints a few hard copies and displays them in the office for staff to review. If staff wish to swap shifts or request leave, they must obtain approval from their supervisor. Upon receiving approval, they make manual changes to the printed roster, resulting in a messy document. HR is then required to collect these copies to calculate payroll each month. This is painful to everyone involved.
Similar problem also happened for clock in/out process. If a staff's clock in/out time doesn't align with the scheduled roster, they are required to fill out a paper form explaining the discrepancy and submit it to their supervisor and HR. Failure to do so may impact their payroll.
Planning and Strategy
Use Case Diagram
After conducting interviews and observations during the focus group workshops, we designed 3 personas to represent staffs, managers, and HR personnel.
Planning and Strategy
Use Case Diagram
Following the workshop, we gained insights into the distinct challenges and requirements of various user segments. Subsequently, our focus shifted to examining the interactions of these user groups with the existing Workforce Management (WFM) online system.
We illustrated a use case diagram to comprehend how events flow between various users and the system, thereby facilitating clear communication with stakeholders regarding project scope and progress.
