HR document management software

Customer 

PIK – a large real estate developer with over $5 billion revenue

Problem

The HR department at PIK used SharePoint to manage internal company documents. The processes included issuing orders, handling sick leaves and vacations, and submitting these requests for approval.

The system was complex and inconvenient due to its numerous functions and led to cognitive overload. The situation got worse after PIK updated its website and app design system. People quickly adapted to the improved UX of the updated services, and working with the SharePoint system became even more time-consuming.

According to Sharp’s research, using outdated systems takes up to 40 minutes of working time every day per employee, equivalent to 167 working hours per year and approximately $2,580 in expenses per person.

Solution

Rubius redesigned the user interface logic for the document HR management system and integrated it into the PIK brand book. As a result, employees can access all the necessary SharePoint features through a more user-friendly interface.

Document interface: Before vs. Now

Unnecessary elements have been marked in red and crossed out. For example, the ‘actual performer’ field was rarely filled out, since it was typically the same as the performer. The spell-check function, which was always enabled by default, took up extra space and wasn’t widely used.

The updated service also introduced different levels of document access: administrators, HR employees, and managers. Depending on their role within the system, employees can perform various tasks with documents, including:

• creating, editing and deleting
• reviewing, agreeing, and signing
• saving electronically or downloading as PDF, DOC, or TXT

Roles and access rights

Result

Rubius specialists redesigned the SharePoint-based user interface logic to make it more user-friendly. At the same time, the system continues to serve as a repository for company documents. The optimization of document access levels offers distinct capabilities for different user categories. Now, employees in the PIK HR department no longer waste time switching between different interfaces and dealing with unfamiliar designs.