SunFish Mobile App for the Professionals on the Go

Posted: November, 07 2016 00:00:00

Mobility has changed the way we work, live and play. And our smartphones and tablets are at the center of that mobility. We use our mobile devices for everything these days – personal and work-related: a quick chat or message exchange with friends, families, colleagues, customers, partner; to arrange and/or look up meeting times and locations; to do email; to quickly get answers; to entertain ourselves; to order our food or taxis; and even to capture milestones moments that we want to share with others almost immediately.

As ‘Generation Mobile’ is more and more relying on the flexibility and effectiveness of technical devices to handle the administrative and communicational side of their work in and out the office, the company’s HR function becomes an important pillar in connecting, informing, and engaging the workforce in that mobile environment. Moving HR tasks from laptops and kiosk terminals to apps is not just a great opportunity to do so, but almost seems a natural, evolutionary path.

ADP revealed in a study from 2014 that already 37% of registered mobile users access their pay information via mobile HR applications, compared to 23% who use desktops and laptops.1But mobile HR apps don’t stop there; many tasks can be and already have been transferred over to mobile platforms. Some of the most common areas for the use of mobile HR apps include recruitment, scheduling and ESS (employee self-service).

In DataOn’s case, we have developed the SunFish mobile HR app for our customers to extend the reach of their HR back-end system to your employee’s mobile phones, smartphones and tablets. This does not only provide customers with an opportunity to maximize their investment in our technology but to make their workforce more flexible, productive and engaged. Time to take a quick look at, what the SunFish mobile app currently allows its user to do.

Once the user downloads the mobile app and logs in, the app presents an intuitive and easy-to-use interface that lets employees perform a variety of HR tasks at any moment including record attendance record, leave or reimbursements requests, look up organizational and employee information, view their pay slips, react to reminders and notifications, see reports and analysis, assign tasks, or give feedback.

As simplicity is the key to any mobile app, each main activity is represented by an easily recognizable icon, leading the user with only a few taps to the task that needs to be done – whether that is a request, task assignment, approval, or analysis.

A click on the Notification icon allows the user to quickly check on all of their requests – whether they sent it or have to approve it. From the main list of requests, a quick click on the request in question provides a status update on the approval stage and a link to review more request details in order to finalize the approval. The Request List is organized in 3 tabs: Inbox – which holds all requests that need an approval decision; My Request – which holds the users’ own requests sent out to superiors for consideration, and All – combining the first two tabs in one list. The requests that can be found combines requests made through the mobile app as well as from the back end system so approvals for all types of requests can be made on the go. Moreover, looking at the top of the Notification main page, users also have the options to jump to task assignments, give feedback or view company announcements.

With the Dashboard, users can review and arrange a variety of trackers, KPI’s, graphical analysis and drillable data to meet their reporting and ad hoc analytical needs. The dashboard items can be customized so users can monitor performance issues belonging to their area of expertise. Through the prominently placed button on top of the page, each user receives access to the list of analysis items they are allowed to see in accordance with their data & function security clearance. From that list they can pick the items they wish to track by markinga checkbox and tapping on the save button.

The Organization Structure icon not only holds data on where in the hierarchical structure of the company employees are placed, but also leads to more detailed employee information. When first opened the user sees their position in the company structure, who are his/her supervisors and who are the employees they supervise. Clicking on another employee’s picture shows their placement in the company hierarchy structure, whereas a click on the name leads to more information of the employee. Viewable employee information includes ID, join date, supervisor and managers name, assigned tasks and feedback comments. Actionable data shown are the employee’s phone number which can be tapped to place a call as well as their email address, which can also be pressed to email them. Additionally, you can easily assign a new task to them right here, or submit new feedback in this instance.

A search button is part of the overall app design that will help locate employee details from anywhere inside the app.

Although the access to task assignments is ‘hidden’ within other menus like notifications and employee information the direct access to this activity is available from the Task icon. Following the simplicity principle to achieve a maximum of mobile efficiency, one tap gets users to an overview page of their own task assignments including a task progress status. A tap on a task shows its due date and allows the employee to change its status and/or submit comments to report on the task progress. The second tab ‘Sent’ has the same sub functions of reviewing, status change and commenting, however, it relates to tasks user has assigned to peers and subordinates. Authorized users will also see a + button that enables them to assign any range of low to high priority tasks and deadlines to other employees as they spring to mind.

The Feedback function is structured and designed the same way as the Task function. A tap leads users to a list of feedbacks they have received from others, which they can read or react to. And the Sent tab holds a list of all the feedback they have given to other employees including comments by the employees. If the need for a new feedback arises while on the road, the + button is there to do so.

Work time recording is a basic function in most mobile HR apps, and SunFish is no different. With the Attendance icon, employees can use theirsmartphoneto log their working start and end time. The app will then automatically identify the GPS location and WiFi networks in their proximity in order to determine from where the employee logged in. This information is then shown in a report to help track the mobile workforce. Of course, the app allows to disable this option in case employees are only allowed to log in from the office.

Submitting requests is another commonly used function made moreefficient with SunFish mobile. While on the move, users can currently submit leave and/or reimbursement requests. Requests are submitted by simply selecting the type of request and then entering the additional information such as dates. Reimbursements can be requested for the employee or the family depending on the type and a balance will be show regarding limits and remaining values. In case the leave or reimbursement balance is insufficient (data, which the app retrieves from the back end system), the mobile app will inform the user thereof, so he or she can contact their HR department Receipts can easily be attached to the request by using the smart phone camera to capture the receipt.

Last but not least, employees can use the SunFish mobile app to check their pay slips. Once they tap the Payslip menu, they define the period of time for which to review the payslips and submit it. The app then returns a list of payslips showing a few summary details for each, from which the user chooses the record they want to view in more detail. Once selected they can see their basic salary, allowance and deduction information arriving at their take home pay. However, the complexity or level of details of the payslip can be configured to a company’s requirements and policies.

As mobile technology has such a profound impact on the daily routines of our generation, enterprises and forward thinking HR department need to embrace the shift towards mobile HR apps. Using this integrated and convenient way of providing immediate and secure access to work data not only improves the efficiency within HR and the workforce but also keeps the employees engaged on a whole new level. 2

As we are consistently striving to add more value and benefits to SunFish mobile app, we will see the release of additional mobile functions. New ESS request types such as overtime request, on duty, attendance correction, and leave cancelation are expected to be launched. And we will also venture into bringing mobility to some ERP areas by enabling Sales Order, Customer List, Stock Info, and Book Entry Requisition in our SunFish mobile app. So please, make sure to come back to our blog section to check for announcements of those new features.