TCS DigiGOV HRMS
A Streamlined ‘Hire-to-Retire’ Solution
The TCS DigiGOV HRMS and Payroll solution is an end-to-end platform designed to manage employee lifecycle processes and payroll with accuracy and compliance. It streamlines the HR process for organizations by automating manual workflows, providing analytics, and ensuring transparency.
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The descriptions included in my portfolio provide a high-level overview of the processes, methodologies, and general outcomes of these projects, without revealing sensitive or proprietary details. If you'd like to discuss my experience further, please feel free to reach out directly.
01
Role, Target Audience, and Project Timeline
02
Current Process
The existing systems relied heavily on manual workflows, leading to inefficiencies, errors, and dissatisfaction among employees and HR professionals alike. Here's an overview of the numbers, task flow, and user journey in the existing system
03
Understanding User
To create an effective solution, it was critical to understand the needs, frustrations, and expectations of the primary users of the HRMS system. This involved conducting interviews, surveys, and task observations with two key user groups:
04
Key Insights from User Research
Self-Service Portal: 70% of employees wanted access to a portal for managing personal information and payslips.
Automation: 80% of HR professionals prioritized automating repetitive workflows like payroll processing and onboarding.
Notification Efficiency: 65% of employees desired real-time notifications with acknowledgment tracking.
05.1
User Task Flow: Payroll Management
The payroll process relied heavily on manual workflows, leading to inefficiencies and inaccuracies. Data collection, verification, and salary calculations were time-consuming and error-prone, causing delays in disbursement and reporting.
Pain Points Detected:
Frequent errors in payroll calculations due to manual data entry.
Approval delays caused bottlenecks in salary processing.
Employees experienced frustration with delayed payslips and disbursement.
05.2
User Task Flow: Employee Management
Managing the employee lifecycle was fragmented and inconsistent. Onboarding, promotions, and offboarding were handled manually, resulting in delayed processes and a lack of centralized tracking.
Pain Points Detected:
Onboarding required significant manual effort, increasing errors and processing time.
Updates for promotions, benefits, or transfers were delayed due to poor tracking systems.
Offboarding lacked standardization, causing inefficiencies and delays in employee clearance.
05.3
User Task Flow: Notification Management
The notification process was disorganized and lacked transparency. Notifications were drafted and distributed manually, often leading to missed updates and no acknowledgment tracking.
Pain Points Detected:
Notifications were frequently delayed due to a lack of structured approval workflows.
Employees missed important updates due to inconsistent delivery channels.
HR teams had no tools to track acknowledgment or confirm notification receipt.
06
Journey Map
The journey map outlines the stages, actions, pain points, and opportunities for improvement in HR workflows before implementing DigiGOV HRMS. It highlights inefficiencies faced by both HR teams and employees across critical processes:
Onboarding: Time-consuming and error-prone manual data collection created delays.
Notification Sending: Lack of tracking led to delayed and unacknowledged updates.
Payroll Calculation: Manual errors caused dissatisfaction and delays in salary processing.
Employee Data Updates: Inefficient tracking resulted in delayed promotions and updates.
Offboarding: Paper-based processes increased processing time and reduced efficiency.
The emotions track below reflects the frustration and dissatisfaction experienced throughout these stages. By automating workflows and enabling self-service tools, DigiGOV HRMS aimed to transform these challenges into opportunities for seamless and efficient HR operations.
07
Feedback on Current Process
08
Problem Statement
09.1
User Task Flow: Payroll Management
The DigiGOV HRMS platform automates the entire payroll process, from data collection to salary disbursement and reporting. It integrates attendance, leave records, and overtime data seamlessly, ensuring accuracy and eliminating manual errors. Real-time validation and automated workflows reduce delays, while instant payslip generation improves employee satisfaction.
Problems Resolved:
Eliminated manual payroll errors with automated calculations.
Reduced delays in approvals and salary disbursement.
Provided real-time compliance reporting for audits.
09.2
User Task Flow: Employee Management
DigiGOV transforms employee lifecycle management by automating key processes like onboarding, promotions, and offboarding. The self-service portal empowers employees to update personal details and access benefits independently, while HR benefits from centralized data management and automated workflows.
Problems Resolved:
Reduced time-consuming onboarding and offboarding tasks.
Centralized tracking of promotions and updates for better transparency.
Empowered employees with self-service tools to reduce HR dependency.
09.3
User Task Flow: Notification Management
With DigiGOV, HR teams can create, approve, and distribute notifications through an integrated platform. Notifications are delivered promptly, and acknowledgment tracking ensures that employees stay informed. Real-time metrics help HR measure engagement and follow up on unread updates.
Problems Resolved:
Streamlined communication with automated notification delivery.
Ensured acknowledgment tracking for improved transparency.
Eliminated delays and inconsistencies in notification management.
10
DigiGov SiteMap
The sitemap outlines the structured hierarchy of the TCS DigiGOV HRMS, designed for seamless navigation by HR professionals, employees, and payroll administrators. Key sections like Dashboard, Payroll Management, Employee Management, and Self-Service Portal prioritize accessibility and efficiency, while subsections address critical workflows such as onboarding, salary processing, and notification tracking. This streamlined design ensures ease of use and adaptability for evolving needs.
11
High Fidelity
The high-fidelity designs present an intuitive and streamlined solution to address key HR challenges:
HR Dashboard: Provides workforce insights, pending tasks, and performance trends.
Payroll Management: Simplifies payroll creation, tracking, and reporting with visual analytics.
Employee Management: Centralizes employee records with search, filtering, and status tracking.
Notification Management: Enables creation, scheduling, and tracking of notifications for effective communication.
These designs enhance usability, automate workflows, and empower HR teams to manage processes efficiently.
12
Employee Management Task Flow Prototype
The video demonstrates the streamlined employee management workflow in DigiGOV HRMS. It highlights how HR professionals can effortlessly manage the employee lifecycle, from onboarding to status updates:
Onboarding: Easily create new employee profiles with automated data validation.
Search and Filter: Quickly locate employees using search and filter functionalities.
Status Updates: Seamlessly update employee details such as promotions, transfers, or benefits.
Centralized View: Access comprehensive employee records, ensuring accurate and up-to-date information.
This task flow eliminates manual inefficiencies, improves data accuracy, and empowers HR teams to manage employees efficiently within a single platform.
13
User Interface
14
Business Impact for End-User Companies
Operational Efficiency:
Reduced payroll errors by 30%, saving approximately 10+ hours per week of manual corrections.
Improved onboarding and offboarding times by 25%, leading to a productivity boost equivalent to 2 full-time HR employees annually.
Cost Savings:
Eliminated manual tasks, reducing HR operational costs by 20%.
Automated compliance reporting decreased penalties by up to 15%, saving organizations an average of $10,000 annually.
Employee Satisfaction:
Empowered 80% of employees to resolve HR queries independently using self-service portals.
Improved notification delivery acknowledgment rates by 40%, ensuring timely communication for critical updates.
Data-Driven Decisions:
Enabled HR teams to make better workforce decisions using dashboards, resulting in a 15% improvement in team performance tracking and optimization.
15
Business Impact for TCS (Provider Perspective)
Market Growth:
Expanded TCS’s HR tech market reach by 20%, positioning DigiGOV HRMS as a preferred solution for mid-to-large enterprises.
Increased product adoption across 5+ new industries, including IT, manufacturing, and healthcare.
Client Acquisition:
Attracted 15% more new clients seeking automated HR solutions.
Improved client retention rates by 18% through measurable results and satisfaction.
Revenue Generation:
Boosted revenue from HR solutions by 25% annually.
Enabled cross-selling opportunities, contributing to an additional 10% increase in revenue from complementary digital solutions.
16
Challenges
Balancing User Needs: Addressed distinct goals of HR teams (automation, accuracy) and employees (simplicity, transparency).
Complex Workflows: Streamlined fragmented HR processes into scalable digital workflows, requiring iterative testing.
Data Accuracy: Ensured error-free payroll calculations and employee records through robust data validation.
Change Resistance: Overcame user concerns about transitioning from manual systems to automated platforms.
17
Learnings
User-Centric Design: Focused research and user pain points led to solutions addressing HR inefficiencies and employee frustrations.
Scalability Matters: Flexible workflows accommodated organizations of varying sizes and needs.
Iterative Success: Usability testing refined features like self-service portals and notification tracking.
ROI of Automation: Achieved 30% fewer payroll errors, 25% faster onboarding, and significant cost savings.
Real-Time Insights: Dashboards enabled faster, data-driven decisions, improving performance by 15%.
18
Conclusions
TCS DigiGOV HRMS successfully optimized HR operations, reduced inefficiencies, and delivered measurable business value for organizations. By automating workflows, centralizing processes, and enhancing user satisfaction, the platform emerged as a game-changer for HR management.
