OrbitHR
A collaborative and automated platform designed to streamline your company’s HR workflows.
Overview
Purpose:
Introduced to reduce disputes between employees and HR by simplifying the leave request and approval process.Goal:
Eliminate hassle and improve transparency through a user-friendly leave management experience.Extended HR Features Planned:
Manage employee information efficiently
Conduct and track performance reviews
Facilitate team collaboration via directory and organisational chart
Provide centralised access to the employee handbook and company policies
The Challenge
Manual Leave Tracking
The HR team relied on a time-consuming, manual process to monitor employee leave statuses. This led to inefficiencies, delays, and extra administrative burden.
Frequent Leave Conflicts
Due to the lack of a centralised system, there were recurring disputes between employees and HR regarding leave balances, entitlements, and approvals.
No Standardised Leave Request Process
Employees had no clear or consistent way to request leave, and managers had no structured workflow to approve or reject requests efficiently.
Lack of Performance Tracking System
There was no proper tool to systematically track and review employee performance. Reviews were irregular, unstructured, and often lacked transparency or alignment with company goals.
Disconnected Teams & Poor Collaboration Visibility
There was no internal directory or organisational chart, making it hard for teams to understand reporting structures, collaborate effectively, or connect across departments.
My Role
As the sole product designer, I was also entrusted with the responsibility of managing a team of developers and QA engineers, balancing product design with delivery execution. Though leaning into product management, I was committed to meeting our ambitious three-month MVP deadline through close collaboration and structured planning.
To achieve this, I helped define user stories and MVP features while organising deliverables using the Agile Scrum framework.
My Responsibilities Included:
Breaking down epics into user stories and actionable tasks.
Defining the scope and aligning it with business priorities.
Planning team capacity to avoid bottlenecks and burnout.
Writing and reviewing acceptance criteria for development tasks.
Reviewing UX/UI designs for consistency and feasibility.
Monitoring sprint progress and ensuring task completion.
Communicating updates and risks to stakeholders regularly.
This section outlines the step-by-step approach I took as a hands-on project manager across each MVP phase, from planning to launch
The process of building the MVP
1. Define the Problem Statement
We began by identifying the core challenges faced by HR teams and employees; primarily the inefficient, manual leave tracking and approval processes that often led to confusion and disputes.
2. Competitive Analysis
We examined existing tools and competitors in the HR tech space to understand common pitfalls and identify best practices.
3. Market Research
Additional research was conducted to uncover user expectations, common workflows, and gaps in current market offerings.
4. Identify Key Features
Using insights from the problem definition and research phases, we outlined the essential MVP features, including leave requests, approvals, leave balance tracking, performance reviews, and team visibility.
5. Prioritise and Simplify
To ensure usability and meet the 3-month deadline, we focused on high-impact features, keeping the MVP lean, intuitive, and valuable.
6. Develop and Pre-Launch Testing
The product was developed in sprints using Agile methodology. We conducted internal testing, usability reviews, and QA to validate both functionality and user experience before launch.
7. Launch MVP
We successfully launched OrbitHR’s MVP and immediately began collecting feedback from real users to guide future iterations.
8. Practice B.M.L. (Build–Measure–Learn)
Post-launch, we adopted the Build–Measure–Learn feedback loop, enabling us to iterate quickly and continuously improve the product based on user insights.
By following this structured approach, we delivered a functional, user-focused leave management solution that addressed key pain points and laid the groundwork for expanding future HR features.
STEP 1
Define the problem statement
As the sole product designer, I initiated the project by conducting a preliminary stakeholder meeting with the Talent Acquisition & People Operations Manager and Chief Delivery Manager. The goal was to gain a deep understanding of the HR challenges the client faced and define what success would look like for a streamlined MVP solution.
Key Findings:
The client had previously tested several HR tools but faced issues:
Too complex.
Costly.
Not compliant with local legal requirements.
Need identified:
A simplified, cost-effective solution.
Focus on core workflows (leave management, employee data, performance tracking).
Flexibility for regional compliance.
Approach Taken:
Started from a well-defined client requirements document.
Collaborated with stakeholders to:
Clarify product goals.
Streamline scope.
Align on business priorities.
Outcome:
Facilitated a focused brainstorming session.
Ensured all critical workflows were captured.
Established a strong foundation for a user-friendly, scalable product.
Objectives
STEP 2
Market Research
The next phase involved conducting thorough market research to identify existing solutions in the HR tech space and assess how our offering could stand out.
Our goal was twofold:
Understand how competitors structure their features and user flows.
Identify gaps, pain points, and opportunities for differentiation and innovation.
We selected several well-known HR platforms and conducted a competitive feature analysis.
comparing aspects such as:
Leave management flows.
Performance tracking mechanisms.
User self-service capabilities.
Integration support (e.g., SSO, authentication systems).
UI/UX patterns and complexity.
Adaptability to regional compliance needs.
Key Outcomes:
Identified areas where existing tools were either overly complex or lacked flexibility.
Validated the demand for a lean, modular HR solution tailored to specific workflows.
Discovered opportunities for innovation, especially in simplifying core tasks and offering seamless integration with systems like Intellimorph Identity.
Target Audience Identification
Define and understand core user groups.
Conducted comprehensive user research.
Primary User Profiles Identified:
Employee
Admin
Super Admin
Gained deep insights into each group's:
Needs
Preferences
Functional requirements
Informed a product design tailored to meet user expectations and ensure success.
Below are the user personas developed for OrbitHR’s main user groups.
Employee persona
Admin persona
Super admin persona
Understanding User Needs – HMW Analysis
Gain deeper insight into user motivations, needs, and expectations.
Conducted a How Might We (HMW) analysis with the team.
Focus Areas:
Uncover specific user requests and requirements.
Identify key pain points users want resolved.
From Ideas to Action – Structuring Insights into Features
Brainstorming session: Revisited and refined the HMW-generated solutions.
Categorisation: Organised responses and selected the most relevant ideas.
Affinity mapping: Grouped similar solutions to uncover patterns and priorities.
Outcome:
Identified key processes (epics) for the application.
Broke down processes into specific tasks.
Translated tasks into user stories (features) for implementation.
Ensured the product design aligned meaningfully with actual user needs.
Identifying MVP Assumptions and Constraints
Assumptions:
All users must authenticate before accessing the system.
The system will manage basic employee details (name, contact info, job title, department).
Ability to track and manage time-off requests (e.g., paid leave, sick leave, absences).
Compliance with HR regulations, including labour laws and data privacy standards.
Constraints:
Limited time and budget.
Dependent on available technical expertise.
Must ensure strong data privacy and security protections for sensitive employee information.
The system must be scalable and adaptable to evolving organisational needs.
Setting MVP Success Criteria
After defining the assumptions and constraints, I collaborated with the team and stakeholders to establish clear success metrics for evaluating the MVP's performance and value.
Success Metrics:
Task Completion Time: How quickly users can complete core actions.
Task Completion Rate: Percentage of users able to successfully complete tasks.
Error Rate: Frequency of user or system errors encountered during workflows.
User Satisfaction: Measured through feedback and user sentiment post-launch.
STEP 3
Identify Key Features
Map a complete user journey from initial interaction to successful task completion.
Held follow-up sessions with the team to define detailed user flows.
Outcomes:
Identified critical steps and decision points in the user journey.
Uncovered edge cases that were previously overlooked.
Helped refine missing or under-defined features.
Ensured a smoother, more intuitive user experience.
STEP 4
Feature Prioritization and simplify for MVP
Conducted a team brainstorming session to generate a comprehensive list of potential features.
Each feature was evaluated and categorized by:
Priority level
Impact on product value
Client’s Core Need:
The highest priority was given to leave management features, as managing employee leave was the client’s primary concern.
Constraints Considered:
MVP timeline
Available resources
Outcome:
Collaborated with the team to filter and prioritize features using a prioritization matrix, ensuring a focused, streamlined MVP scope.
STEP 5
Develop and Pre-Launch Test
Post-Prioritization Challenge:
The biggest challenge was implementing all prioritized features within a limited timeframe.
Required balancing scope, time, and resources effectively.
Solution Approach:
Broke features into smaller, manageable parts.
Adopted two-week sprint cycles to maintain steady progress.
Pre-Launch Testing Plan:
Allocated dedicated time for internal pre-launch testing.
Engaged internal employees to validate functionality and UX.
Client Collaboration:
Shared and aligned the plan with the team.
Received client approval to proceed with MVP development
06
Sprints
12
User stories
05
Employees for pre-launch
usability testing
05
Employees for pre-launch
usability testing
While features were being prioritized, the development team began back-end work on common functionalities.
This created a buffer between design and development and saved time during testing.:
Assigned as project manager to accelerate the design process.
Provided hands-on support to the team by contributing to UI screen design.
Took ownership of final UX deliverables.
Combined efforts of the UX and development teams enabled the timely completion of UI designs for all prioritized features.
Successfully designed key screens as part of the final product.
Screens I Designed for the Leave Management Module
Leave Overview
The Leave Overview UI provides a clear and concise view of leave information. It highlights who are out on leave and lists public holidays. This comprehensive view helps users stay informed about their leave status and make informed decisions.is
My Leave & Create a Leave Request
The My Leave interface simplifies the leave management process with a clean and intuitive design. Key functionalities include:
A streamlined option to apply for leave.
Real-time display of leave balances by category.
Tabbed navigation showing active requests and full leave history.
Visibility of team availability aids better planning.
This all-in-one UI empowers users to manage their time off confidently with minimal effort.
Leave Request Form
The Create a Leave Request form allows employees to easily submit leave requests. Users can:
Select a leave type, time period, and away type (full day, morning half-day, or evening half-day).
Add a reason for the leave and specify the approval.
This intuitive form design ensures a smooth experience for employees, reducing errors and simplifying the request process.
Leave Requests Status View
This screen gives users an overview of their leave request status, clearly showing:
Pending requests
Approved and rejected requests
A complete history of submissions
By consolidating all leave-related actions into a user-friendly interface, this screen helps employees stay informed and organized.
Sprint Completion & Usability Testing Summary
High-Priority Features Delivered
The majority of high-priority features were completed by the end of Sprint 5, thanks to strong team collaboration.
Key Findings from the Usability Testing
80%
of users happy with the simplified are
user flow to complete a task.
40%
of users found it difficult to understand
some of the terminologies used in the UI.
70%
of users were able to apply a
leave without having any errors.
Sprint 6 - Pre-Launch Testing Phase
Week 1:
Dedicated to remote moderated usability testing.
5 volunteers participated, each session lasting 30+ minutes.
Focused on testing the most critical user flows.
Final Week -
Stabilization & QA
Final sprint week used for bug fixing and application stabilization.
Product was successfully tested and prepared for release to client’s employees.
STEP 6
Launch MVP
MVP Launch Success
Pre-launch testing helped the team identify and fix key issues before going live.
MVP was successfully released on schedule.
STEP 7
Practice B.M.L
Conducted a feedback review with the client’s employees.
Gathered insights to evaluate MVP acceptance, usability, and competitiveness.
Feedback is used to plan future iterations and improvements.
Learnings and Outcomes
Sole Product Designer Experience
Gained hands-on experience managing an MVP project end-to-end.
Self-studied Agile Scrum methodology and product management principles to onboard and guide new team members.
Managed timelines, priorities, and team coordination.
Key Takeaways
The importance of clear communication and aligning all stakeholders early.
The value of iterative design and feedback loops for better outcomes.
Balancing project scope, resources, and timelines is crucial.
Hands-on collaboration across functions leads to stronger team ownership and better product quality.
We have also successfully launched our app.
Previous
Let's work together
I’m open to remote positions. Also, feel free to reach me if you need a hand on your side / open source project. I would love to connect with you.Let's build something awesome together, Say hi!
uderandi1221@gmail.com
© All Rights reserved by Erandi Attanayake
OrbitHR
A collaborative and automated platform designed to streamline your company’s HR workflows.
Overview
Purpose:
Introduced to reduce disputes between employees and HR by simplifying the leave request and approval process.Goal:
Eliminate hassle and improve transparency through a user-friendly leave management experience.Extended HR Features Planned:
Manage employee information efficiently
Conduct and track performance reviews
Facilitate team collaboration via directory and organisational chart
Provide centralised access to the employee handbook and company policies
The Challenge
Manual Leave Tracking
The HR team relied on a time-consuming, manual process to monitor employee leave statuses. This led to inefficiencies, delays, and extra administrative burden.
Frequent Leave Conflicts
Due to the lack of a centralised system, there were recurring disputes between employees and HR regarding leave balances, entitlements, and approvals.
No Standardised Leave Request Process
Employees had no clear or consistent way to request leave, and managers had no structured workflow to approve or reject requests efficiently.
Lack of Performance Tracking System
There was no proper tool to systematically track and review employee performance. Reviews were irregular, unstructured, and often lacked transparency or alignment with company goals.
Disconnected Teams & Poor Collaboration Visibility
There was no internal directory or organisational chart, making it hard for teams to understand reporting structures, collaborate effectively, or connect across departments.
My Role
As the sole product designer, I was also entrusted with the responsibility of managing a team of developers and QA engineers, balancing product design with delivery execution. Though leaning into product management, I was committed to meeting our ambitious three-month MVP deadline through close collaboration and structured planning.
To achieve this, I helped define user stories and MVP features while organising deliverables using the Agile Scrum framework.
My Responsibilities Included:
Breaking down epics into user stories and actionable tasks.
Defining the scope and aligning it with business priorities.
Planning team capacity to avoid bottlenecks and burnout.
Writing and reviewing acceptance criteria for development tasks.
Reviewing UX/UI designs for consistency and feasibility.
Monitoring sprint progress and ensuring task completion.
Communicating updates and risks to stakeholders regularly.
This section outlines the step-by-step approach I took as a hands-on project manager across each MVP phase, from planning to launch
The process of building the MVP
1. Define the Problem Statement
We began by identifying the core challenges faced by HR teams and employees; primarily the inefficient, manual leave tracking and approval processes that often led to confusion and disputes.
2. Competitive Analysis
We examined existing tools and competitors in the HR tech space to understand common pitfalls and identify best practices.
3. Market Research
Additional research was conducted to uncover user expectations, common workflows, and gaps in current market offerings.
4. Identify Key Features
Using insights from the problem definition and research phases, we outlined the essential MVP features, including leave requests, approvals, leave balance tracking, performance reviews, and team visibility.
5. Prioritise and Simplify
To ensure usability and meet the 3-month deadline, we focused on high-impact features, keeping the MVP lean, intuitive, and valuable.
6. Develop and Pre-Launch Testing
The product was developed in sprints using Agile methodology. We conducted internal testing, usability reviews, and QA to validate both functionality and user experience before launch.
7. Launch MVP
We successfully launched OrbitHR’s MVP and immediately began collecting feedback from real users to guide future iterations.
8. Practice B.M.L. (Build–Measure–Learn)
Post-launch, we adopted the Build–Measure–Learn feedback loop, enabling us to iterate quickly and continuously improve the product based on user insights.
By following this structured approach, we delivered a functional, user-focused leave management solution that addressed key pain points and laid the groundwork for expanding future HR features.
STEP 1
Define the problem statement
As the sole product designer, I initiated the project by conducting a preliminary stakeholder meeting with the Talent Acquisition & People Operations Manager and Chief Delivery Manager. The goal was to gain a deep understanding of the HR challenges the client faced and define what success would look like for a streamlined MVP solution.
Key Findings:
The client had previously tested several HR tools but faced issues:
Too complex.
Costly.
Not compliant with local legal requirements.
Need identified:
A simplified, cost-effective solution.
Focus on core workflows (leave management, employee data, performance tracking).
Flexibility for regional compliance.
Approach Taken:
Started from a well-defined client requirements document.
Collaborated with stakeholders to:
Clarify product goals.
Streamline scope.
Align on business priorities.
Outcome:
Facilitated a focused brainstorming session.
Ensured all critical workflows were captured.
Established a strong foundation for a user-friendly, scalable product.
Objectives
STEP 2
Market Research
The next phase involved conducting thorough market research to identify existing solutions in the HR tech space and assess how our offering could stand out.
Our goal was twofold:
Understand how competitors structure their features and user flows.
Identify gaps, pain points, and opportunities for differentiation and innovation.
We selected several well-known HR platforms and conducted a competitive feature analysis.
comparing aspects such as:
Leave management flows.
Performance tracking mechanisms.
User self-service capabilities.
Integration support (e.g., SSO, authentication systems).
UI/UX patterns and complexity.
Adaptability to regional compliance needs.
Key Outcomes:
Identified areas where existing tools were either overly complex or lacked flexibility.
Validated the demand for a lean, modular HR solution tailored to specific workflows.
Discovered opportunities for innovation, especially in simplifying core tasks and offering seamless integration with systems like Intellimorph Identity.
Target Audience Identification
Define and understand core user groups.
Conducted comprehensive user research.
Primary User Profiles Identified:
Employee
Admin
Super Admin
Gained deep insights into each group's:
Needs
Preferences
Functional requirements
Informed a product design tailored to meet user expectations and ensure success.
Below are the user personas developed for OrbitHR’s main user groups.
Employee persona
Admin persona
Super admin persona
Understanding User Needs – HMW Analysis
Gain deeper insight into user motivations, needs, and expectations.
Conducted a How Might We (HMW) analysis with the team.
Focus Areas:
Uncover specific user requests and requirements.
Identify key pain points users want resolved.
From Ideas to Action – Structuring Insights into Features
Brainstorming session: Revisited and refined the HMW-generated solutions.
Categorisation: Organised responses and selected the most relevant ideas.
Affinity mapping: Grouped similar solutions to uncover patterns and priorities.
Outcome:
Identified key processes (epics) for the application.
Broke down processes into specific tasks.
Translated tasks into user stories (features) for implementation.
Ensured the product design aligned meaningfully with actual user needs.
Identifying MVP Assumptions and Constraints
Assumptions:
All users must authenticate before accessing the system.
The system will manage basic employee details (name, contact info, job title, department).
Ability to track and manage time-off requests (e.g., paid leave, sick leave, absences).
Compliance with HR regulations, including labour laws and data privacy standards.
Constraints:
Limited time and budget.
Dependent on available technical expertise.
Must ensure strong data privacy and security protections for sensitive employee information.
The system must be scalable and adaptable to evolving organisational needs.
Setting MVP Success Criteria
After defining the assumptions and constraints, I collaborated with the team and stakeholders to establish clear success metrics for evaluating the MVP's performance and value.
Success Metrics:
Task Completion Time: How quickly users can complete core actions.
Task Completion Rate: Percentage of users able to successfully complete tasks.
Error Rate: Frequency of user or system errors encountered during workflows.
User Satisfaction: Measured through feedback and user sentiment post-launch.
STEP 3
Identify Key Features
Map a complete user journey from initial interaction to successful task completion.
Held follow-up sessions with the team to define detailed user flows.
Outcomes:
Identified critical steps and decision points in the user journey.
Uncovered edge cases that were previously overlooked.
Helped refine missing or under-defined features.
Ensured a smoother, more intuitive user experience.
STEP 4
Feature Prioritization and simplify for MVP
Conducted a team brainstorming session to generate a comprehensive list of potential features.
Each feature was evaluated and categorized by:
Priority level
Impact on product value
Client’s Core Need:
The highest priority was given to leave management features, as managing employee leave was the client’s primary concern.
Constraints Considered:
MVP timeline
Available resources
Outcome:
Collaborated with the team to filter and prioritize features using a prioritization matrix, ensuring a focused, streamlined MVP scope.
STEP 5
Develop and Pre-Launch Test
Post-Prioritization Challenge:
The biggest challenge was implementing all prioritized features within a limited timeframe.
Required balancing scope, time, and resources effectively.
Solution Approach:
Broke features into smaller, manageable parts.
Adopted two-week sprint cycles to maintain steady progress.
Pre-Launch Testing Plan:
Allocated dedicated time for internal pre-launch testing.
Engaged internal employees to validate functionality and UX.
Client Collaboration:
Shared and aligned the plan with the team.
Received client approval to proceed with MVP development
06
Sprints
12
User stories
05
Employees for pre-launch
usability testing
05
Employees for pre-launch
usability testing
While features were being prioritized, the development team began back-end work on common functionalities.
This created a buffer between design and development and saved time during testing.:
Assigned as project manager to accelerate the design process.
Provided hands-on support to the team by contributing to UI screen design.
Took ownership of final UX deliverables.
Combined efforts of the UX and development teams enabled the timely completion of UI designs for all prioritized features.
Successfully designed key screens as part of the final product.
Screens I Designed for the Leave Management Module
Leave Overview
The Leave Overview UI provides a clear and concise view of leave information. It highlights who are out on leave and lists public holidays. This comprehensive view helps users stay informed about their leave status and make informed decisions.is
My Leave & Create a Leave Request
The My Leave interface simplifies the leave management process with a clean and intuitive design. Key functionalities include:
A streamlined option to apply for leave.
Real-time display of leave balances by category.
Tabbed navigation showing active requests and full leave history.
Visibility of team availability aids better planning.
This all-in-one UI empowers users to manage their time off confidently with minimal effort.
Leave Request Form
The Create a Leave Request form allows employees to easily submit leave requests. Users can:
Select a leave type, time period, and away type (full day, morning half-day, or evening half-day).
Add a reason for the leave and specify the approval.
This intuitive form design ensures a smooth experience for employees, reducing errors and simplifying the request process.
Leave Requests Status View
This screen gives users an overview of their leave request status, clearly showing:
Pending requests
Approved and rejected requests
A complete history of submissions
By consolidating all leave-related actions into a user-friendly interface, this screen helps employees stay informed and organized.
Sprint Completion & Usability Testing Summary
High-Priority Features Delivered
The majority of high-priority features were completed by the end of Sprint 5, thanks to strong team collaboration.
Key Findings from the Usability Testing
80%
of users happy with the simplified are
user flow to complete a task.
40%
of users found it difficult to understand
some of the terminologies used in the UI.
70%
of users were able to apply a
leave without having any errors.
Sprint 6 - Pre-Launch Testing Phase
Week 1:
Dedicated to remote moderated usability testing.
5 volunteers participated, each session lasting 30+ minutes.
Focused on testing the most critical user flows.
Final Week -
Stabilization & QA
Final sprint week used for bug fixing and application stabilization.
Product was successfully tested and prepared for release to client’s employees.
STEP 6
Launch MVP
MVP Launch Success
Pre-launch testing helped the team identify and fix key issues before going live.
MVP was successfully released on schedule.
STEP 7
Practice B.M.L
Conducted a feedback review with the client’s employees.
Gathered insights to evaluate MVP acceptance, usability, and competitiveness.
Feedback is used to plan future iterations and improvements.
Learnings and Outcomes
Sole Product Designer Experience
Gained hands-on experience managing an MVP project end-to-end.
Self-studied Agile Scrum methodology and product management principles to onboard and guide new team members.
Managed timelines, priorities, and team coordination.
Key Takeaways
The importance of clear communication and aligning all stakeholders early.
The value of iterative design and feedback loops for better outcomes.
Balancing project scope, resources, and timelines is crucial.
Hands-on collaboration across functions leads to stronger team ownership and better product quality.
We have also successfully launched our app.
Previous
Let's work together
I’m open to remote positions. Also, feel free to reach me if you need a hand on your side / open source project. I would love to connect with you.Let's build something awesome together, Say hi!
uderandi1221@gmail.com
© All Rights reserved by Erandi Attanayake