Empowering Hong Kong Businesses: Streamlined HR Management with Local Expertise.

- vWork | The Human Resource Management System -

Details

Client | Polywin Computer Ltd.

Date | 2024

Role | UX UI Lead

Deliver | System , Apps

Background

In today's competitive business landscape, efficient human resource management (HRM) is essential for organizational success. The vWork project seeks to develop an innovative HRM system that automates and streamlines HR processes. By integrating features such as employee onboarding, attendance tracking, payroll processing, and compliance with local labor laws, vWork aims to meet the diverse needs of businesses, enhancing both efficiency and accuracy.

Aim

The primary aim of the vWork project is to deliver a comprehensive, user-friendly HRM platform that simplifies HR operations for organizations of all sizes. Utilizing advanced technologies such as AI and mobile applications, vWork will enable real-time data synchronization, improve communication between management and employees, and automate routine tasks, ultimately creating a more productive and engaging work environment.

User Pain Points

  • Relying on manual processes leads to time-consuming tasks like data entry, elevating administrative burdens on HR staff and diverting focus from strategic initiatives vital for Hong Kong's competitive market.

  • Older HRM systems often lack real-time data access, complicating critical metric analysis. This reactive decision-making reduces organizational agility and effectiveness, particularly in Hong Kong's fast-paced business environment.

  • Outdated HRM systems impede effective communication, resulting in delayed responses and inadequate onboarding. This can cause employee dissatisfaction and high turnover rates, which are especially harmful in Hong Kong's competitive job market.

  • Using outdated HRM systems increases compliance risks due to an inability to adapt to Hong Kong's evolving labor laws. Non-compliance can incur costly penalties and significantly harm the organization's reputation.

Key Features

  • vWork’s integrated employee management feature centralizes all employee data, simplifying performance tracking and development. This reduces administrative burdens, enhances workflow efficiency, and addresses issues related to inefficient HR processes.

  • vWork automates attendance tracking and payroll processing, minimizing errors and saving time for HR staff. This feature alleviates compliance challenges, allowing for improved decision-making and reduced administrative stress.

  • The real-time analytics dashboard in vWork provides actionable insights into critical HR metrics. This feature enables proactive decision-making and enhances organizational agility, effectively meeting the demand for timely data in dynamic environments.

Information Architecture

User flow

Comprehensive Company Profile Management

Company Profile Setup

This interface allows companies to easily set up and manage their profiles by inputting essential details like company name, address, contact info, registration numbers, logo, and signatures, ensuring accurate and compliant data management.

Efficient Branch Management

Easily manage multiple branches by inputting key details such as branch name, address, contact info, and operating hours. vWork streamlines branch data management, ensuring smooth operations across all locations.

Department and Job Position Management

vWork simplifies department management by displaying key details such as department head, employee distribution, and performance metrics. Easily create and manage job positions with an intuitive interface, ensuring seamless organization and oversight of roles.

Integrated Employee Management System

Employee Overview

Easily view employee details, including roles, departments, and contact info, while utilizing metric charts for employee distribution and grading. vWork ensures a comprehensive and visually organized workforce overview.

Profile Management

Manage all employee details in one section, including personal information, attendance records, leave records, and salary details. vWork ensures efficient access to complete employee profiles for streamlined HR management.

Change Log

Track and manage all updates to employee profiles in one section. View changes to personal details, job positions, and more, ensuring accurate record-keeping and transparent employee information management.

Workforce Scheduling and Attendance Management

Flexible and Efficient Roster Management

vWork’s roster management feature allows employees to submit shift requests via the mobile app, while management can assign shifts through the system. Employees can easily swap shifts with colleagues, ensuring flexibility and smooth operations. Monitor and approve changes seamlessly for optimized workforce scheduling.

Clock In & Out

vWork supports multiple clock-in methods: Bluetooth, GPS location, and QR code scanning. Employees can also manually clock in if they forget. These flexible options ensure accurate attendance tracking for efficient workforce management.

Overtime Request and Approval

Employees can easily submit overtime (OT) requests, and once approved, the system automatically adjusts salary based on predefined settings. This ensures accurate compensation and seamless management of overtime hours.

Real-Time Report

vWork’s real-time clock in & out report instantly updates employee attendance data in the system, allowing management to monitor attendance status accurately and make timely decisions for efficient workforce oversight.

Leave Request Submission and Approval

vWork allows employees to submit leave requests via the mobile app. Notifications are sent to managers for quick approval. If unpaid leave is requested, the system will automatically adjust the employee's salary accordingly.

Customizable Leave and Report Line Settings

vWork allows companies to tailor leave policies and report line settings to fit their specific requirements. Customize leave types, accrual rates, and approval workflows, ensuring flexibility for diverse organizational needs.

Comprehensive Salary and Benefits Management

Convenient Claim Submission

Employees can easily submit claim forms through the vWork mobile app. Input claim details, upload receipts, and track status seamlessly, ensuring fast processing and transparency for accurate reimbursement and financial management.

Efficient Claim Form Approval

Managers can review claim details, including expense type, amount, and receipts, directly through the system. Easily approve or reject claims, with automatic notifications sent to employees and salary adjustments processed instantly.

Customizable Salary Adjustments with MPF Integration

vWork allows managers to easily set and adjust salary components, including base pay, bonuses, and allowances. With a special design for Hong Kong, the system fully integrates MPF contributions, ensuring compliance with local regulations. Real-time updates are reflected in employee profiles and payroll, streamlining salary management and ensuring accurate compensation.