Kincentric Org Manager

My team and I worked on this product from inception to its latest release. Hundreds of our clients are now using it  —  and it's completely transformed how they manage their employee data.

Role  –  Lead Product Designer

UX Team  –  3 UX Designers

Kincentric org manager screen shot

Hierachies = non-stop headaches

Client hierarchies fed into all aspects of our platform. Our data scientists were managing these manually in Excel. Any change took days or weeks to make.

We needed to make this easier and faster — a new, custom SaaS tool. One that could make changes instantaneously, calculate all the necessary counts and feed this to our other applications.

The preliminary feature set and KPIs in visual form.

The product acceleration workshop

I helped conduct a 3 day product acceleration workshop to get Org Manager off the ground.

Day 1: Problems, solutions

We spent day defining photo-personas, their problems encountered with client org management and solutions to these problems.

Day 2: Narrowing the scope

Day 2 was devoted to narrowing the scope of features to an doable MVP test, then putting together sketched prototypes.

Day 3: Testing, then iterate

Finally, we ran user tests to validate the features, information, etc and iterated to a final rough wireframe of the MVP.

Workshop results: answers and more questions

The workshop helped answer a lot of questions, but brought up many more.

A: Focus on managerial hierarchies

This was the most common hierarchy the our clients used (and misused), according to our data scientists. We focused on the this type of hierarchy first.

A: the mvp Features, info

For the most part. Moving employees, deleting, total employee counts, direct report counts, etc mattered most. Total level employee counts, changing attribute values, etc not so much for the MVP.

A: Visualizing the levels

We tried a number of different combinations to visualize the levels in all states (open, closed, no children, unparented, etc), and hit on a good UI that represented all of these well.

Q: How to move employees around?

We didn't realize how many usecases there were for moving employees - at least a dozen. Getting these usecases correct was paramount.

Q: How to get better usability?

Over and over the users liked the features but found many tasks hard to accomplish. We needed to solve this.


Usability, requirements testing

We conducted 4 rounds of testing, evaluating everything from language used to information needed to user tasks. By round 4 we were confident that the design solved the core problems.

Click to view prototype

user: client1
pass: pass1

Click to view testing script

Mapping the move usecases

The ease of moving hierarchy nodes and covering all the usecases was of upmost importance. The data scientists, business team and I spent 3 days mapping out dozens of move scenarios and how to deal with them in the UI.

Click to view move usecases

The launch

We launched the MVP with a user login, a table with all uploaded hierarchies and the application.

Creating hierarchies from an employee file

An employee file is a company database that kepts all employee information: ID, email, title, pay, location, etc. Management of it was vital to our applications.

We needed a way to not just visualize hierarchies, but create them from an employee file. And also manage and change the employee information in bulk.

The preliminary feature set and KPIs in visual form.

Dealing with multiple hierarchies

Because hierarchies are created from a single source, how would we deal with conflicts when one hiearchy changes. Would the others change too? Would the source change as well?

My team and I mapped out 3 solutions and worked with product management and the data scientists on deciding which approach was best.

Click to view coupling options

The preliminary feature set and KPIs in visual form.

Click to view testing script

The preliminary feature set and KPIs in visual form.

Click to view testing script

The preliminary feature set and KPIs in visual form.

Mapping out the upload process

The uploaded employee file had to be error free and able to generate hierarchies. The data scientists did all this using macros and R. I mapped the upload process below and converted this into interfaces.

Click to view process map

Click to view the wireframes

The launch

V2.0 could create/manage a new category hierarchies, process and manage employee files, calculate relevant column counts, and make bulk or individual edits an employee information.

Integrating the hierarchies

The final step was to pipe over the hierarchy data when and where it was needed in all our other applications. This included survey branching, reporting analytics, survey distribution, reporting setups, survey administration and more.

The preliminary feature set and KPIs in visual form.

How to deal with multiple users?

One major issue was when users made changes to the same employee file at the same time. My team and I mapped out varous async processes for this and user notifications. We user tested multiple times until we arrived to following below.

Click to view async process and designs

Integrating into Survey Builder

The main application of integration was Survey Builder, which had a number of features like question branching and survey distribution that required a hierarchy. My team and I went over 10+ rounds of designs and user testing.

Click to view integration designs

Creating, integrating reporting users

Reporting survey results to the proper employees was a key piece of our entire platform. We needed to be able to create reporting users in Org Manager / hierarchies. And then integrate this into our Reporting and Analytics applications.

Click to view reporting wireframes and designs

Click to view reporting wireframes and designs

More revenue, less time wasted

Kincentric has signed over $15 million dollars worth of new business since our new application suite has launched, with Org Manager being at the center of it. Org Manager has also allowed clients to manager their own hierarchies and cut down on lead time for survey reporting by 90% in some cases.

Org Manager has been a huge success and the linchpin of our new platform.