Resolve an Employee Record Change
Design an HR operations workspace for reviewing employee changes, coordinating approvals, and protecting sensitive records.
The brief
Understand the problem
Background
A change to an employee's manager, salary, location, or legal details can affect payroll, access, reporting, and compliance. Different teams own different parts of the process.
User context
Sanjay is an HR operations manager handling an employee's move from Singapore to Kuala Lumpur. The change requires payroll, tax, manager, and equipment updates on different dates.
Product problem
A single edit form hides dependencies and authority. HR needs a coordinated case with field-level permissions, effective dates, approvals, and evidence of completion.
Objective
Create an HR case workflow for reviewing and applying a multi-system employee change.
What to design
Define the experience
Required experience
- HR case queue with urgency and ownership
- Employee change detail with current and proposed values
- Dependency and approval checklist
- Field-level access and audit history
- Completion summary across connected systems
Screens and states
- Case queue
- Change detail
- Approval checklist
- Permission-limited view
- Completion summary
Core user flow
Follow the critical path
- 01
Sanjay opens the relocation case and reviews the effective date
- 02
He checks which proposed fields affect payroll and access
- 03
He requests missing tax documentation from the employee
- 04
Finance and the new manager approve their assigned sections
- 05
Sanjay applies the change and verifies connected-system updates
Product rules
Requirements and constraints
Requirements
- Show current and proposed values with effective dates
- Limit sensitive fields according to role
- Assign each dependency and approval to a clear owner
- Preserve comments and documents within their permitted audience
- Track changes across payroll, directory, and equipment systems
- Provide an immutable audit history for material decisions
Constraints
- Permissions vary by country, role, and data field
- Connected systems update at different speeds
- Legal and payroll deadlines may not align
- Employee records contain highly sensitive data
Reality check
States worth considering
Finish line
What to deliver
- Design five desktop screens for a permission-aware HR change case from intake through system reconciliation.
Optional direction
Visual resources
Use these as a starting constraint if you want one. They are not part of the required solution.