3k - Microsoft - Jacob

Girish Suryajoies

Principal UX Designer

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Time Management

role: Senior Design Consultant

team: 1

responsibility: Design & Strategy

duration: 2 Months

Introduction

At Jacobs, we're challenging today to reinvent tomorrow – delivering outcomes and solutions for the world's most complex challenges. Jacobs provide end-to-end services in advanced manufacturing, cities and places, energy, environmental, life sciences, transportation and water. From advisory and consulting, feasibility, planning, design, program and lifecycle management, we’re creating a more connected and sustainable world.

Requirement

Welcome to @Work, the next generation of timekeeping at Jacobs! @Work is an interface between you and ETS and provides you with convenient, added functionality not available in ETS. Unlike ETS, @Work is available in use-friendly formats on any device giving you the flexibility to record, submit, and approve

Allows employees to easily record and submit timesheets from any device.
Empowers managers (approvers) to review and approve submissions efficiently.
Offers advanced functionality and flexibility beyond the legacy ETS system.
Integrates smoothly into Microsoft Teams via Power Apps, providing convenience and broader accessibility.

User

Timesheet - First time user
Approver - Manager

Goal

Provide a seamless, flexible, and efficient timekeeping experience that increases compliance, reduces errors, and saves time for both employees and managers—while fostering greater productivity and satisfaction across the organization.

Decision Design

Design clear, step-by-step onboarding for first-time users, including tooltips, in-context help, and a “first day” checklist.
Use conversational UI elements for ease of use, mirroring chat and app experiences familiar to employees.
Ensure responsive design for web, tablet, and mobile—allowing users to record, submit, or approve on the go.
For managers, provide dashboard overviews of open timesheets, bulk-approval actions, and flagged time entries for quick attention.
Include visual indicators for submission status, deadlines, and pending approvals.
Integrate @Work as a native Microsoft Teams Power App, enabling users to access timekeeping directly where they collaborate daily, boosting engagement and reducing workflow interruption.

AI Integration

AI analyzes past work patterns to pre-fill common time entries, reducing manual input and errors for users.
System prompts users if unusual patterns are detected (e.g., missed days or overtime anomalies), helping ensure data integrity.
Conversational Assistance: Integrate an AI-powered chatbot within the @Work Teams interface to answer FAQs, guide first-time users through processes, or help managers resolve approval bottlenecks quickly.
Predictive Reminders & Notifications: AI-driven reminders prompt employees before submission deadlines and alert managers to outstanding approvals, tailored based on previous user behaviors.
Insightful Analytics: Use AI to surface actionable insights for managers, such as trends in overtime, recurring submission delays, or resource allocation challenges—presented via simple visual graphs.

Girish Suryajoies

Principal UX Designer

Time Management

Introduction

Requirement

Allows employees to easily record and submit timesheets from any device.

Empowers managers (approvers) to review and approve submissions efficiently.

Offers advanced functionality and flexibility beyond the legacy ETS system.

Integrates smoothly into Microsoft Teams via Power Apps, providing convenience and broader accessibility.

User

Timesheet - First time user

Approver - Manager

Goal

Provide a seamless, flexible, and efficient timekeeping experience that increases compliance, reduces errors, and saves time for both employees and managers—while fostering greater productivity and satisfaction across the organization.

Decision Design

Design clear, step-by-step onboarding for first-time users, including tooltips, in-context help, and a “first day” checklist.

Use conversational UI elements for ease of use, mirroring chat and app experiences familiar to employees.

Ensure responsive design for web, tablet, and mobile—allowing users to record, submit, or approve on the go.

For managers, provide dashboard overviews of open timesheets, bulk-approval actions, and flagged time entries for quick attention.

Include visual indicators for submission status, deadlines, and pending approvals.

Integrate @Work as a native Microsoft Teams Power App, enabling users to access timekeeping directly where they collaborate daily, boosting engagement and reducing workflow interruption.

AI Integration

AI analyzes past work patterns to pre-fill common time entries, reducing manual input and errors for users.

System prompts users if unusual patterns are detected (e.g., missed days or overtime anomalies), helping ensure data integrity.

Conversational Assistance: Integrate an AI-powered chatbot within the @Work Teams interface to answer FAQs, guide first-time users through processes, or help managers resolve approval bottlenecks quickly.

Predictive Reminders & Notifications: AI-driven reminders prompt employees before submission deadlines and alert managers to outstanding approvals, tailored based on previous user behaviors.

Insightful Analytics: Use AI to surface actionable insights for managers, such as trends in overtime, recurring submission delays, or resource allocation challenges—presented via simple visual graphs.