TimeKeeper

1. TimeKeeper.com Montida Apithanakoon Elizabeth Gruenther Mindi Levine Jim Williams Justin Mandell HCI 445 – Analysis and Design for HCI

2. The Need for TimeKeeper • Manager pain points in current scenario: • Too much time spent preparing/revising the weekly schedule • Human errors in schedule preparation • Lost or illegible schedule requests • Schedule misunderstandings linked to employee absenteeism, lowered morale and turn-over HCI 445 – Analysis and Design for HCI

3. The Need for TimeKeeper • Employee pain points in current scenario: • Need to travel to work to retrieve schedule • Loss of shift due to schedule misunderstandings • Not working requested hours • No control over scheduling process HCI 445 – Analysis and Design for HCI

4. Current Conceptual Model • Process is disorganized and decentralized HCI 445 – Analysis and Design for HCI

5. Part 1: Identifying and Understanding Our Users HCI 445 – Analysis and Design for HCI

6. Business Case • Address business needs • Reduce absenteeism due to schedule misunderstandings and mistakes • Reduce time consumed by scheduling process • Increase communication among managers and employees HCI 445 – Analysis and Design for HCI

7. Business Case • Target Customers • Retail Store Franchise Corporations • Restaurant Franchise Corporations • Cost Savings • Store franchises can save upwards of $44,000 in one year HCI 445 – Analysis and Design for HCI

8. Primary User Constituents • Store/Restaurant Managers • Employees with Internet Access • Employees without Internet Access HCI 445 – Analysis and Design for HCI

9. User Goals: Managers • Personal Goals: • Decrease time spent preparing weekly schedule • Decrease time spent notifying employees of weekly schedule • Simplify scheduling process • Organize scheduling process • Practical Goals: • Decrease employee absenteeism • Decrease miscommunication regarding employee scheduling HCI 445 – Analysis and Design for HCI

10. User Goals: Employees • Personal Goals: • Work desired hours • Eliminate having to travel to work to retrieve schedule • Practical Goals: • Have access to employee contact information for shift change needs • Have more control and input over scheduling process HCI 445 – Analysis and Design for HCI

11. User/Task Matrix HCI 445 – Analysis and Design for HCI

12. Manager Assumptions • Current scheduling process dissatisfactory • Current scheduling process too time-consuming • Electronic system preferable to current system • Managers are computer literate • Managers have access to computers/the Internet in store We made 11 manager assumptions, some of which included: HCI 445 – Analysis and Design for HCI

13. Employee Assumptions • Web-based schedule submission is desirable, convenient and efficient • Schedule misunderstandings contribute to employee absenteeism • Current schedule retrieval method inconvenient and time-consuming • Employees are computer literate • A majority of employees have access to a computer/the Internet We made 12 employee assumptions, some of which included: HCI 445 – Analysis and Design for HCI

14. Part II: Testing and Validating Our Assumptions HCI 445 – Analysis and Design for HCI

15. Research Methods Selected • Demographic Questionnaires • We developed one questionnaire for both mangers and employees • Questionnaires designed to gather purely demographic data such as stage of computer use, frequency of computer use, access to computers, etc. • Surveys • We developed two separate surveys—one for employees and one for managers • Question formats included yes/no, free response, and attitude measures using Likert scales HCI 445 – Analysis and Design for HCI

16. Research Methods Selected • Interviews • We developed two sets of scripted, in-depth interview questions—one each for employees and managers • Contextual Inquiry • Our contextual inquiry focused on managers • The inquiry session was based on the interview questions, but allowed for more accurate responses • LogBook • Developed as a contingency measure for use if manager did not have time for a contextual inquiry HCI 445 – Analysis and Design for HCI

17. Demographic Questionnaires 6 from store managers 14 from employees Surveys 6 manager surveys 9 employee surveys Interviews 2 manager interviews 8 employee interviews Contextual Inquiry 1 manager contextual inquiry LogBook 1 manager logbook Research Results We gathered user data at six separate locations: HCI 445 – Analysis and Design for HCI

18. Assumption Validation: Managers HCI 445 – Analysis and Design for HCI

19. Assumption Validation: Employees HCI 445 – Analysis and Design for HCI

20. Design Implications for theTimeKeeper Interface HCI 445 – Analysis and Design for HCI

21. Part III: Designing and Evaluating Our Interface HCI 445 – Analysis and Design for HCI

22. Key Interface Development Tools • User Personas • Research uncovered broad user categories • To help envision our users as we developed the interface, we created three main personas on which to focus our designs HCI 445 – Analysis and Design for HCI

23. Key Interface Development Tools • Workflow Diagrams • Created diagrams to understand complicated use task-flows and decision making processes • Mapped out the most critical system tasks • Helped to determine the breadth of functionality for the system HCI 445 – Analysis and Design for HCI

24. Conceptual Model • The ultimate goal of the TimeKeeper interface is to increase communication • Scheduling process is now centralized and efficient • Contrast with previous model HCI 445 – Analysis and Design for HCI

25. Creation of Lo-Fi Prototypes Step 1: • Pencil and Paper Prototypes • Created initial drafts of interface together as a team • Iterated through the pencil and paper prototypes several times, changing layout and terminology Example of pencil and paper prototype HCI 445 – Analysis and Design for HCI

26. Creation of Lo-Fi Prototypes Step 2: • Illustrator Wireframe Prototypes • Once we were satisfied with the pencil and paper interface designs, we created “clean” versions of the pencil and paper versions to test with users Example of wireframe prototype HCI 445 – Analysis and Design for HCI

27. Usability Testing Goals/Objectives Will managers… • Be able to figure out how to edit current schedule information? • Be able to successfully generate a master schedule? • Understand the difference between long-term availability and special requests? • Be satisfied with the format of the master schedule? • Be satisfied with their access to employee data when working in TimeKeeper? • Find shift replacements easy to complete using TimeKeeper? • Be satisfied with the TimeKeeper system overall? • Trust the system to provide accurate data and comprehensive schedules? The goal of the manager usability tests were to determine the following: HCI 445 – Analysis and Design for HCI

28. Usability Testing Goals/Objectives Will employees… • Be able to interpret the online schedule format without help from the Test Monitor? • Understand the difference between submitting their availability and submitting a special request without help from the Test Monitor? • Be able to figure out the three-step process for finding a shift replacement and submitting a shift change without help from the Test Monitor? • Be satisfied with the TimeKeeper system overall? • Be satisfied with the format of the weekly schedule? • Be satisfied with the process of submitting their availability? • Be satisfied with the ease of the shift change process? • Be satisfied with the convenience of the shift change process? The goal of the employee usability tests were to determine the following: HCI 445 – Analysis and Design for HCI

29. Usability Testing Process • Our team conducted formal, scripted usability tests to evaluate our product interfaces • Testing team included Test Monitor, “Computer,” Data Logger and Observers • Each participant asked to: • sign a consent form • complete a series of tasks using the appropriate interface • complete a Post-Test Questionnaire as an attitude measure after testing • participate in a team-led debriefing session HCI 445 – Analysis and Design for HCI

30. Evaluation Measures • Data collected during the usability tests included the following: • Sequential actions the user performed • Number of errors in executing the task • If task was completed successfully • Time it took user to complete task • User comments, body language, etc. • User responses to post-test questionnaire HCI 445 – Analysis and Design for HCI

31. Results of User Testing • Managers • Encountered only one major difficulty—finding employee shift replacements • Added explanatory text to interface • Employees • Encountered small difficulties that required changes in the interface terminology • Major change involved the submission of long-term availability; changed layout of interactive form for this task HCI 445 – Analysis and Design for HCI

32. Results of User Testing HCI 445 – Analysis and Design for HCI

33. Results of User Testing HCI 445 – Analysis and Design for HCI

34. Creation of Hi-Fi Prototypes • Hi-Fi prototypes created in Macromedia Dreamweaver MX 2004 • All elements evaluated in lo-fi prototype implemented in hi-fi prototype • All interactions simulated/hard coded to give the appearance of a fully functional website • Color palette neutral, muted to allow for future customer customization View Employee Version View Manager Version HCI 445 – Analysis and Design for HCI

35. Next Steps • Perform usability testing on hi-fi prototype • Refine designs as needed • Code fully functional interface • Test/Debug functional interface • Implement/customize interface for new TimeKeeper customers HCI 445 – Analysis and Design for HCI

36. Conclusions • Our user research has demonstrated that TimeKeeper is • Innovative • Needed • Effective • Both the concept of the system and the system itself tested well with users • Managers and employees indicated they would be extremely interested in using a system such as TimeKeeper • We are confident that TimeKeeper will yield a maximum return on investment HCI 445 – Analysis and Design for HCI

37. Questions? HCI 445 – Analysis and Design for HCI