BRAND
Teno
PROJECT
Teacher Attendance
AIM
To design a teacher attendance system/dashboard where teachers can mark their daily attendance and leaves and the admin will approve and maintain the data.
RESPONSIBILITIES
Entire product design from research to conception.
Visualization
Testing
A NEW BEGINNING.
During the pandemic time, all teachers started working from their homes. It was difficult for the admin to maintain teachers' attendance. Multiple schools requested a feature where teachers can automatically mark their daily attendance through the Teno app.
Our main objective was to design a feature, where the teachers can mark their attendance and the admin can approve those requests and also maintain that data. Our designs were backed by Quantitative & Qualitative Survey Research, User Interviews & Competitive Analysis.
PROBLEM DIAGNOSIS
Our team used a variety of qualitative research methods such as one-on-one user interviews, quantitative surveys, etc. We conducted user research before the start of the design process to understand the user needs and requirements. We also wanted to understand user behaviour, problem statement, and motivations to develop the teacher attendance feature.
The purpose of our user research was to broaden our understanding of any potential problem areas faced by the teachers and the admin. We also wanted to conduct benchmarking through competitive analysis to identify additional gaps in the market for this feature.
USER INTERVIEWS
We conducted interviews with teachers and admin to understand what exactly they are facing the problems to mark/manage the attendance. During this interview, we kept open-ended questions to get maximum and valuable input from them.
FINDINGS FROM INTERVIEWS AND SURVEYS
सब का attendance मुझे मार्क करना पढ़ाता है।
During the pandemic, some schools created a WhatsApp group where all teachers sent their login and log-out times. But sometimes, when, some teachers shared their login and logged out time after working hours, then only the admin was able to enter all teacher data into their existing system or enter it in excel.
कधि कधि मी विसरुन जातो ऍडमिनला inform करायला की मी Logged out केला...
Sometimes teachers forget to inform admins that they have logged in and logged out for the day. So, they wanted something that notified you that they didn’t mark or inform admin login and logout times.
It is hard to maintain working hours
By the end of the day after receiving all the teachers’ in and out times, the admin calculated all teachers’ working hours and based on that he marked full-day or half-day attendance for that particular date.
Payroll issues
Improper maintenance of teachers’ attendance data made payroll calculation tedious and time-consuming. It also made it difficult to provide accurate payments to the teachers.
BUILDING EMPATHY
Using the quantitative and qualitative data from interviews and survey results, we defined the target group profile Pranav Sharma (Admin, 38) and Suvidha Mane (Teacher, 48) to better empathize with our main user group and prioritize goals according to their needs.
SCHOOL ADMIN
Pranav is 38 years old, a school admin working for the past 13 years in Hill Top School, Jamshedpur. He is very passionate about his work and he loves to explore new technologies which help school admissions and make his life easy During a pandemic, all teachers and staff worked from home. Teachers started marking their attendance via WhatsApp and he started maintaining those attendances manually. It made his life more difficult. He wanted an application where teachers can mark their attendance and he can just approve those attendances and maintain the data automatically.
SCHOOL TEACHER
Suvidha is 48 years old, a high school teacher working for the past 26 years in Parle Tilak Vidya Mandir, Dombivli. She is a very energetic, ambitious persona and loves to read historical stories. She teaches history and Marathi subjects to class 8 to 10 standard students. She feels that telling stories is the best way to teach history subjects.
She stayed with her husband and in-laws. She had a child who went to the UK to pursue a master's.
During the pandemic, schools started conducting online classes. Because she has been staying with her in-laws and husband, all household responsibilities came to her shoulder. During those days she forgot to mark her in and out time via WhatsApp so the time admin texted her that submit today attendance by the end of the day but she did not properly maintain her time so she randomly submits in time and out time for the days. So, she wanted an application where she would get the notification that she has not marked or submitted her daily attendance.
BRAINSTORMING
After taking insight from the Admin and Teacher, we started the brainstorming process to come up with solutions for each of these problems. We decided to use mind mapping so that we could quickly generate as many ideas as we could. How might we help Pranav maintain their daily attendance?
SITE MAP
Focusing on the prioritized solutions, we created a site map to help define the overall structure of the Teacher attendance flow. This will help us to create logic and is easy to navigate for our users.
TASK FLOW
Next, we wanted to understand how the users would be interacting with attendance flow. We started by identifying the key tasks for the admin flow which helped us to complete the flow based on goals, the key pages, and detailed requirements that would help us to complete those tasks outlined in a UI Requirements document. Using these key tasks, the admin needs to approve teachers' daily attendance.
USER FLOW
Now we wanted to take an even deeper look into the overall user’s journey while interacting with the new features. To empathize more deeply with the user, we created a user flow to explore the scenarios the users would be in and the different paths and decisions they would encounter when trying to complete the key tasks defined.
LO-FI WIREFRAME SKETCHES
Using everything we learned throughout this phase, we worked on creating lo-fi wireframe sketches to make informed decisions on how these screens will help our users complete these tasks and meet their goals.
HIGH FIDELITY WIREFRAME
Taking the lo-fi wireframe sketches, I digitized them on Adobe Photoshop and added all information for users to be able to navigate through the pages and complete tasks. We would present to them during usability testing. This high-fidelity helps us focus on what needs to be improved in terms of the functionality of my design.
Attendance Page
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Through this page, the admin can view teacher’s and student’s attendance and also set holidays for their school.
Teacher Attendance
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You can create different shifts as per admin requirements on the teacher attendance page.
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Showing the total number of shifts created by the admin.
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Also, navigation to the attendance approve page
Create Shift
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On the create shift page, admin can create a shift by defining a shift name, week-off, holiday, shift start time and end time, late mark, half-day and also add teachers into this shift.
Set Holiday Calendar
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On this page, the admin can define public holidays and other holidays for the school.
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Also, the admin can align these holidays with the school shifts.
Approval
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On this page, the admin can approve or reject teachers' daily attendance, regularisation and teachers' leaves.
USABILITY TESTING
Using the high fidelity, limited functionality prototype we created, we started to test our design on users to measure its usability and identify any areas of improvement.
Admin web flow test case
FEEDBACKS
During user testing 1st, we gave the task to the admin to create a shift and add a teacher list to that particular shift.
The insight which we found are:
1) Some schools have sandwich-level policy.
2) Some schools have alternate Saturday week offs.
3) Give proper information regarding Half-day and Late marks.
4) Show teacher location or define a specific area from there only teachers will allow to mark theirs in time and out time.
5) Improve messaging language.
6) Too many colour legends are used in the table.
