Keystone HRMS | UI/UX Design

Keystone Bank initiated a project to modernize its HR systems, addressing operational challenges and improving employee satisfaction. The goal was to integrate key HR functions—payroll, onboarding, leave management, loans, recruitment, HMO and learning—into a cohesive platform. This transformation aimed to enhance operational efficiency and create a more satisfying employee experience. This case study focuses on the development of the leave management module, exploring the challenges faced and the innovative solutions that were implemented.

I worked in the team as a product designer alongside two other designers. My role in the team included UX research, wireframing, Prototyping, UI design etc.

Keystone Bank's existing HR systems were inefficient and poorly integrated, leading to fragmented management of essential HR functions. Critical areas such as payroll, employee onboarding, leave management, loans, recruitment, HMO and learning were handled separately, resulting in cumbersome processes that hindered productivity and lowered employee satisfaction. The lack of a unified platform created operational challenges, making it difficult for the HR department to manage tasks effectively and support the overall employee experience. Addressing these issues was essential for the bank to improve its HR operations and better meet the needs of its workforce.

For the purpose of this case study, the focus will be on the leave management module. While the overall HR system encompassed multiple critical areas, including payroll, onboarding, loans, recruitment, HMO and learning, this case study will specifically explore the challenges, solutions and outcomes related to the design and implementation of the leave management module.

To develop an effective leave management solution for Keystone Bank, we began by conducting thorough research and holding detailed sessions with both employees and the HR team. These discussions were crucial in identifying the specific challenges and difficulties within the existing leave management process. The feedback we gathered provided a clear understanding of the exact needs and expectations from both employees and HR personnel.

Based on the insights, we focused on designing a leave management module that would simplify the process of requesting, approving and tracking leave. Our aim was to improve accuracy, reduce manual errors and offer timely insights into leave balances and patterns, enabling better decision-making.

During the development of the leave management module, we made sure that the solution was easy to use and closely aligned with the daily operations of Keystone Bank’s employees. The final design was crafted to make leave management more straightforward, allowing employees to request time off easily and HR to manage and monitor leave history and approval workflow more effectively. This module was designed to enhance operational efficiency and directly address employee needs, leading to a more positive overall experience.

Below is a typical flow for an employee to apply for a leave or manage an existing application.

The screens below showcase the interface employees use to request leave. The design prioritizes clarity, making it easy for users to select their leave type, choose dates and submit requests. The process is straightforward, ensuring that employees can quickly manage their time off without complications.

The development of the leave management module for Keystone Bank was a pivotal step in modernizing their HR operations. Despite the difficulties of integrating with older systems, the solution effectively met the needs of both employees and HR staff. The module made leave management easier, reduced mistakes and increased efficiency.

This project not only resulted in a practical tool but also provided important insights into the complexities of HR management in a large organization. The leave management module is now a key part of Keystone Bank’s HRMS, playing a vital role in making the HR function more organized and responsive to the bank’s needs.