Business Context
Managing a large-scale manufacturing workforce across changing rosters, overtime limits, and complex compliance frameworks.
The Problem
Attendance, shift logs, overtime requests, and leave approvals were managed via paper forms, verbal handshakes, and fragmented chats. Tracking errors created discrepancies in payroll-related records. Management lacked a centralized, audit-logged dashboard to track changes and approve requests. The problem was not that there was no information. The problem was that the information existed in too many places, with too many versions of the truth.
Discovery Process
Audited the existing paper paths, interviewed HR managers, and mapped the approval steps for rosters and overtime.
Requirements Mapped
- Central database for employee files.
- Multi-tier approval system (Department Manager to GM).
- Automated shift duration and overtime calculation rules.
- Audit logging for all payroll-sensitive modifications.
- Granular role-based access control.
Key Decisions
- Use Supabase/PostgreSQL as the working data platform.
- Design audit-history and amendment controls for payroll-sensitive changes.
- Design a mobile-friendly portal layout for managers on the factory floor.
Workflow Rules
- An authorised user creates or records a request.
- The request is routed according to the relevant department, role and approval rules.
- Approved users review, approve, reject or return the request as permitted.
- The system records the decision and retains the relevant change history.
System Solution
A clean administrative dashboard showing real-time roster structures, pending approvals, and audit histories.
Current Outcome & Limitations
The current prototype has helped clarify workflows, approval responsibilities, access requirements and data structures before wider operational testing.
Limitation Warning: The system remains under development. Production data migration, biometric integration, security review, user acceptance testing and deployment controls require further work.
Lessons Learned
Involving HR staff in early UI prototyping minimizes training friction.
Remaining Work Checklist
Review database constraints, test permissions with HR team, and ensure mock data is clean before staging trials.
Next Phase Directions
The system applies the configured calculation and recordkeeping rules where those features have been implemented and approved. Continue controlled testing, confirm production requirements, review security and permissions, and assess integration with existing attendance and payroll processes.