Moleac HRIS
Overview
Through the discovery phase, Moleac relied on fragmented HR systems where functions like payroll, leave, onboarding, policies, and learning are spread across multiple platform . This created unclear workflows, inconsistent employee experiences, and increased dependency on HR teams for routine tasks such as leave requests and payroll queries.
This Human Resource Information System (HRIS) platform was designed to centralize core HR functions into a single employee-first experience. By simplifying workflows, improving visibility, and automating repetitive processes, the platform reduces operational friction while improving overall employee efficiency and accessibility.
Goals
Design a centralized HRIS platform that:
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Prioritizes employee usability
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Enables self-service workflows
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Improves transparency
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Reduces HR administrative burden
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Creates a unified employee experience
Role & Task
Project Manager
Lead UX/UI Designer
Duration
16 Weeks
Tools
Adobe XD
Miro
Platform
Desktop
Problem statement
Employees relied on fragmented HR systems for tasks like payroll, leave, claims, policies, and onboarding, resulting in unclear workflows, poor visibility, inconsistent experiences, and increased manual workload for HR teams.
Research
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Focus group interviews were conducted with these departments: Finance, Human Resource and Supply Chain
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Surveys sent to employees and managers to understand current situation
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Current workflow research and platform analysis
Insights
Employees
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Unable to find policies quickly
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Too many different applications for different purposes
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Frequently asked HR for leave and payroll matters
Managers
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Needed better visibility into team out of office notices
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Wanted faster approvals with contextual information
HR & Finance Team
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Spent excessive time on repetitive queries
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Needed better workflow automation
General Consensus
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Unable to find policies quickly
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Too many different applications for different purposes
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Frequently asked HR for leave and payroll matters
Core Features
Defining the core features for employees
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Employee Dashboard
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Profile Management
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Digital Onboarding
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Payroll Management
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Claims & Benefits Reimbursement
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Leave Management and Out-of-Office Overview
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Policies and knowledge hub
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Approval Workflows
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Document Management
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Design principles and approach towards the HRIS platform.
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Employee-first, not HR-first: Prioritize self-service and simplicity
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Lifecycle-centric journeys: Design around hire → work → grow → exit
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Progressive disclosure: Avoid overwhelming users with complexity
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Automation over manual tasks: Reduce HR operational load
Information Architecture and screens
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Personal Overview (Tasks and alerts)
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Team Calendar and Availability
1. Employee Dashboard
Designed as a centralized workspace that gives employees quick access to tasks, leave updates, payroll reminders, and company announcements in one place.
By surfacing relevant information based on user roles, the experience reduced navigation time and helped employees manage daily HR tasks more efficiently.
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Personal Information
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Employment details
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Contact & Emergency Information
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Documents & Certifications
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Career Journey
2. Profle
The profile section centralized employee information, documents, and employment records into a single self-service platform. Employees could easily update personal details and access important information without relying heavily on HR support, improving convenience and data accuracy.
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Welcome Overview
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Task Checklist
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Document Submission
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Policy Acknowledgement
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Training & Orientation
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Team Introduction & Resources
3. Onboarding
The onboarding experience guided new hires through tasks such as document submission, policy acknowledgement, and training schedules using a structured step-by-step flow. This reduced confusion during the joining process while helping employees feel more prepared and connected from day one.
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Payslips
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Salary Breakdown
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Tax Documents
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Payment History
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Bonuses & Allowances
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Payroll Support
4. Payroll
The payroll module simplified access to payslips, salary breakdowns, tax documents, and payment history through a clear and secure interface. Employees benefited from greater transparency and faster access to financial information without needing manual HR assistance.
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Claims Submission
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Claim History & Status
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Medical & Insurance Benefits
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Allowances & Reimbursements
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Benefits Eligibility
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Support Documents Upload
5. Claims & Benefits
The claims and benefits section streamlined reimbursement submissions and benefits tracking through guided forms and real-time status updates. This improved visibility into claim progress while making it easier for employees to understand and utilize their available benefits.
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HR Policies
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SOPs & Guidelines
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Employee Handbook
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FAQs
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Company Announcements
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Search & Resource Categories
6. Policies and Learn Management System
The policies and LMS hub centralized company resources, HR guidelines, and operational documents into a searchable platform. Employees benefited from faster access to accurate information, reducing dependency on emails or manual clarification from HR teams.
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Apply Leave
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Leave Balances
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Approval Status
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Team Calendar
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Holiday Calendar
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Leave History
7. Leave Management
The leave management module simplified leave applications, balance tracking, and approval workflows through a mobile-friendly interface. Employees could quickly submit requests, check entitlements, and plan schedules with better transparency and reduced administrative delays.
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Managers are able to get notifications in their email to review leave applications immediately.
Despite initial adoption challenges from fragmented HR tools, the unified HRIS improved operational efficiency within three months by reducing software costs, streamlining workflows, and saving significant administrative time through a centralized employee experience.
Useability Testing
Testing was conducted over a period of 1 month to obtain both qualitative and quantative results for future enhancements
50%
Faster Onboarding time
50% reduction in onboarding time.
Step by step onboarding with clear progress indication was effective during the onboarding phase. New joiners were able to locate important policies effectively.
-35%
Reduction in payroll queries
Users were able to find all payrolls and relevant tax documentations in the payroll module.
This resulted in ~35% reduction of emails relating to payroll matters.
~60%
Reduction in HR processes
Leave approval turnaround rate improved and HR onboarding was more streamlined compared to using additional 3rd party SaaS to handle HR matters that were complicated.
Next steps | E2E maintenance and Enhancement roadmap
Maintenance across:
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Product
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Continuous UX optimization through analytics
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Quarterly usability testing
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Feature adoption monitoring
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Design system governance
Technical
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API and integration monitoring
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Security and compliance updates
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Performance optimization
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Cloud infrastructure scalability
Phase 2 Enhancements
Comprehensive backend system to improve reporting and audit system.
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Mobile Responsiveness.
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Multi language support.
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Supply Chain Logistics resource planning
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Digital Asset Management
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