Internal Systems + Automation

HR System Consolidation & Process Automation

Eliminated 15 hours/week of manual HR data entry and reduced leave approval from 5 days to 1 hour — replacing 3 disconnected tools.

15h/wk

manual data entry eliminated

40%

reduction in HR admin overhead

5 days → 1h

leave approval cycle

3 → 1

tools consolidated

Role

Lead Business Systems Analyst — Internal Systems

Timeline

Q1–Q2 2023 · 4 months

Delivery context

Service: Product Design Strategy Phase: 01 · Discover Phase: 04 · Deliver Phase: 05 · Adopt Phase: 06 · Value

HR SystemsProcess AutomationRequirementsChange ManagementSQL

The Problem

An 80-person company using three disconnected tools with no single source of truth. 15 hours per week lost to manual data entry and error reconciliation. Payroll entries were created days late, causing accounting blind spots and compliance risk.

My Contribution

I led requirements elicitation across HR, payroll, finance, and management stakeholders for this system consolidation initiative. I documented current-state workflows across three disconnected tools — identifying the integration points, data duplication, and the manual steps creating the 15-hour weekly overhead. I authored the functional specifications for the unified platform, documented payroll API integration requirements for ADP and Gusto, and designed the UAT framework across all HR workflows. I also delivered the change management plan and user training programme that brought the HR team onto the new system with high adoption from week one.

The Solution

Requirements-led consolidation: current-state workflow mapping across three tools, unified data model specification, payroll API integration requirements, structured UAT, and a change management programme with user training to ensure adoption at go-live.

Results

15 hours/week of manual data entry eliminated
Leave approval: 5 days → 1 hour
Payroll processing: 2 days → 30 minutes
100% error reduction via single source of truth
40% reduction in HR admin overhead

The most valuable feature wasn't the one we planned — it was the org chart that managers could see in real time. Once that was in requirements, managers started engaging with the platform for workforce planning, not just record-keeping. Listening carefully in requirements workshops for what stakeholders wished they had — not just what they were asking for — unlocked that scope.