Giving employees a faster way to manage routine HR needs
Astra Daihatsu Motor (ADM), part of Astra International, operates in Indonesia’s automotive industry. To support workplace health and employee coordination, ADM had previously launched WeCare, a web application that included health-related tools and human resource services.
The HRIS feature allowed employees to submit time-off requests, request overtime, track attendance, submit notification letters, and monitor SKTA-related absences. But access depended on a desktop website with slow performance and VPN requirements.
Suitmedia helped ADM move these services into a WeCare mobile application. The new experience allowed employees to manage routine HR requests through their smartphones, while helping the HR team collect, organize, and archive employee information more efficiently.
A routine HR process had become harder than it needed to be
1. Important employee services were trapped in a desktop workflow
Employees needed the HRIS feature for common tasks such as requesting leave, submitting overtime, tracking attendance, and sending notification letters.
However, the system could only be accessed through a website on a desktop computer. This meant employees could not easily complete requests when they were away from their desks or working outside the office.
Routine tasks became tied to a specific location and device. That reduced convenience and made the system less suitable for a workforce whose work patterns were becoming more flexible.
2. Slow website performance delayed simple actions
The web-based HRIS experience had fairly slow performance.
This created friction for tasks that should have been quick. Employees might need to wait for pages to load, repeat actions, or delay submitting a request until they had more reliable access.
Slow performance also affected perception. When employees use a system for basic administrative needs, delays can make the organization feel less responsive and reduce willingness to use the platform consistently.
3. VPN requirements made access less practical
The HRIS website required VPN access. This created an additional technical step for employees who were trying to complete a simple request.
VPN requirements can be appropriate for protecting internal systems, but they can also create barriers when the process is not designed for mobile or remote use.
ADM needed a solution that preserved appropriate access controls while making the service easier to reach in daily situations.
4. Employees needed flexibility outside the office
Time-off requests, overtime submissions, attendance updates, and notification letters do not always arise when employees are sitting at a desktop computer.
An employee may need to submit a request from home, while traveling, or after working outside regular office conditions.
The system needed to fit these moments. Mobile access would allow employees to complete tasks when they occurred rather than postponing them until the next opportunity to connect through the website.
5. The HR team was also affected by the poor access model
The problem was not limited to employees. When staff struggle to submit information, HR teams receive incomplete, late, or inconsistent requests.
This makes data collection and archiving harder. HR may need to follow up manually, clarify submissions, or reconcile information across different records.
Improving the employee interface could therefore improve the HR process behind it. Easier submission creates better data for the HR team to manage.
6. HR information needed to be accurate and organized
Attendance, leave, overtime, and absence-related records affect workforce administration. If information is incomplete or delayed, HR teams may struggle to maintain accurate records.
The mobile app needed to make submission simple without reducing the quality of the information collected.
This required clear forms, understandable steps, and a reliable way to store and retrieve the resulting data.
7. ADM wanted WeCare to become a broader employee medium
WeCare was originally intended to support workplace health and physical distancing, including contact history.
Adding mobile HRIS functionality created an opportunity to make the platform more useful to employees. It could become a central internal application for both health-related information and routine employee services.
The application needed to remain clear despite serving several purposes. Employees should be able to find the HRIS functions they needed without navigating through unrelated health features.
8. The solution had to improve more than convenience
Moving the HRIS feature to mobile could make access easier, but ADM also needed better internal efficiency.
The application needed to help HR collect, manage, and archive employee data more effectively. It had to reduce manual follow-up and make the process more predictable from submission through record keeping.
The project therefore had two connected goals: improve the employee experience and strengthen the administrative process behind it.
Designing the mobile HRIS around everyday employee actions
1. Start with the tasks employees complete most often
Suitmedia focused the mobile experience on the core HRIS activities employees needed to perform:
- Time-off requests.
- Overtime requests.
- Attendance tracking.
- Notification letter submissions.
- SKTA tracking for employee absences.
These functions were already part of the website. The challenge was to make them easier to access and complete through a mobile environment.
Starting with clear employee tasks helped keep the application focused. Users could recognize what the app was for and find the relevant action without learning a complicated system structure.
2. Move HRIS access into the WeCare mobile app
The HRIS feature was incorporated into the WeCare mobile application.
This allowed ADM to build on an existing internal platform rather than introduce a separate application for every employee service. The mobile app could bring health-related functionality and HR services into one employee-facing environment.
The approach also supported broader adoption. Employees were more likely to use a platform that consolidated relevant internal services instead of requiring them to manage several applications.
3. Make time-off requests easier to submit
The mobile app allowed employees to submit time-off requests through their smartphones.
This removed the need to wait for desktop access and made it easier for employees to submit information close to the moment they needed to request leave.
A simpler process also helped HR receive requests in a more consistent format. Employees could provide the required information through a defined mobile workflow rather than sending informal messages or incomplete documents.
4. Support overtime requests from anywhere
Employees could also submit overtime requests through the app.
This was useful because overtime may occur outside normal office hours or in locations where desktop access is limited. Mobile access allowed employees to record and submit the request without waiting to return to the office.
For HR, earlier and more structured submission improved the availability of information needed for workforce records and review.
5. Make attendance tracking more accessible
Attendance-related requests and information could be managed through the mobile platform.
This helped employees interact with the system using a device they already carried throughout the day. It also reduced dependence on a slow website for routine attendance actions.
The feature supported better timeliness. Information could be submitted closer to when the attendance event occurred, reducing reliance on memory or delayed updates.
6. Simplify notification letter submissions
The application enabled employees to submit notification letters through their mobile devices.
This reduced the effort required to provide documentation and helped employees manage absence-related communication more directly.
A structured mobile submission also improved HR’s ability to collect and archive these documents. The process became less dependent on paper, email, or manual handoffs.
7. Include SKTA tracking for absence management
SKTA tracking was included in the mobile HRIS experience to help manage employee absences.
This gave employees and HR a clearer way to follow the status of the relevant records. Visibility reduced the need for repeated clarification and helped ensure that information remained connected to the appropriate employee process.
The feature demonstrated that mobile access could support not only submission but also follow-through and status awareness.
8. Use mobile access to reduce VPN-related friction
The mobile application provided a more accessible alternative to the previous website and VPN-based process.
This made it easier for employees to complete routine HR actions without navigating the technical barriers associated with desktop access.
Security remained important, but the experience could be designed around the user’s need for simple and dependable access rather than requiring employees to manage infrastructure details themselves.
9. Create an interface employees could understand quickly
HR services are often used by employees with different levels of technical confidence. The app needed to make the primary tasks easy to locate and complete.
Clear labels, simple navigation, and focused actions reduced the learning required. Employees should not need training to understand where to submit leave or check attendance.
Ease of use was also important for adoption. A system that is technically available but difficult to understand will continue to create dependence on HR support.
10. Support HR data collection at the source
When employees enter information directly through structured forms, HR receives data in a more consistent format.
This reduces the need for HR staff to interpret different email messages, handwritten documents, or incomplete submissions. It also improves the quality of records that are stored and archived.
The mobile interface therefore benefited both users and administrators. The employee completed a task more easily, while HR received more usable information.
11. Improve archiving through digital records
The app helped ADM collect and archive employee data digitally.
Centralized records were easier to retrieve and manage than information distributed across paper documents, email threads, and individual files.
This improved the HR team’s ability to maintain a reliable history of requests and submissions. It also created a stronger basis for future reporting and review.
12. Build the app around anytime, anywhere access
The central value of the mobile approach was flexibility.
Employees could use the app when and where a request occurred, rather than waiting until they were at a desktop with VPN access. This supported a more realistic relationship between employee behavior and HR administration.
The app became a practical workplace tool instead of a system employees had to approach only under specific technical conditions.
13. Connect employee-facing simplicity with internal control
A mobile app should not make HR processes informal or less controlled. It should make the controlled process easier to use.
ADM’s solution kept the need for structured requests and records while removing unnecessary access barriers. The employee experience became simpler without weakening the organization’s ability to manage information.
This balance was central to the project’s success.
14. Create a platform that could support future employee services
Once HRIS functions were available in WeCare, ADM had a stronger base for adding other employee communication or administrative features.
The app could continue to evolve with workplace needs. New services could be introduced within a familiar employee environment rather than requiring a separate digital channel.
This created longer-term value beyond the initial HRIS migration.
A mobile workflow made HR services faster and easier to manage
1. Employees gained access without relying on a desktop
The mobile app removed the need for employees to use a desktop website for core HRIS tasks.
This increased flexibility and allowed employees to submit requests from more locations and at more appropriate times.
The change was especially useful for employees who were away from the office or did not have immediate VPN access.
2. Routine requests became more convenient
Time off, overtime, attendance, notification letters, and SKTA tracking were brought into a more accessible mobile experience.
Employees could complete routine actions through a single application with clearer steps and less technical friction.
This improved the perceived quality of internal services. Administrative tasks felt more like simple digital interactions than burdensome procedures.
3. HR received more structured information
Because employees submitted data through the app, HR teams could collect information in a more consistent format.
This reduced time spent clarifying submissions and organizing records. It also improved the accuracy of information used for HR administration.
The result was greater efficiency across the full process, not only at the employee entry point.
4. Data collection and archiving became easier
The mobile system helped ADM store and manage employee information digitally.
HR teams could access records more efficiently and reduce dependence on scattered documents. This supported better continuity when employees or HR staff needed to review previous requests.
Digital archiving also reduced the risk of misplaced information and made the process easier to manage at scale.
5. Processing time was reduced
The case study reports that the mobile application made employee requests and HR data management more effective and time-saving.
This reflected the combined effect of easier access, structured submissions, and reduced manual handling.
The improvement created capacity for HR teams. Less time could be spent processing routine requests, leaving more attention for employee support and higher-value workforce activities.
6. Accuracy improved through direct submission
Direct mobile input reduced the need to transcribe information from emails, paper documents, or informal messages.
Fewer transcription steps can reduce errors and make employee records more dependable. The system also created a clearer connection between the person submitting the information and the resulting record.
Accuracy is especially important for attendance, leave, and overtime information because these records may affect broader workforce administration.
7. WeCare became more useful to ADM employees
Adding HRIS functionality expanded the role of WeCare beyond its initial health and workplace safety purpose.
Employees could use the application for multiple internal needs, increasing its practical value and the likelihood of repeat use.
A platform that supports several relevant employee services can become a more natural part of daily work.
8. The application reduced reliance on slow web performance
Employees no longer needed to depend on the previous website for routine HRIS actions.
This improved the experience by reducing delays associated with slow page loading and desktop-only use.
The application could respond more directly to the way employees expected mobile services to work.
9. The system reduced the burden of VPN access
The mobile experience gave employees a more convenient alternative to the earlier VPN-dependent process.
This removed a technical barrier that had little to do with the actual HR request. Employees could focus on submitting the required information rather than managing access conditions.
The result was better alignment between system security and user convenience.
10. HR gained a stronger operating foundation
The mobile application did not simply improve employee access. It also created a more structured way for HR to manage requests, documents, and records.
This strengthened the HR function’s ability to support a large workforce. The process became more systematic, easier to review, and less dependent on manual coordination.
11. The platform supported future workplace digitalization
ADM gained a mobile foundation that could support additional employee services and internal communications.
As workplace expectations change, the application can become a channel for new requests, notifications, health information, surveys, and other employee needs.
The second-order effect was greater organizational readiness. ADM had a platform that could evolve instead of relying on a slow and inflexible legacy experience.
12. Employee convenience became part of operational efficiency
The project demonstrated that a better employee experience can also improve internal performance.
When employees can submit accurate information quickly, HR receives better data with less follow-up. When HR processes information more efficiently, employees receive clearer and faster administrative support.
The experience and the operation strengthened one another.
The deeper lesson: internal digital services should remove administrative friction
1. Routine employee services should be accessible at the moment of need
Employees should not have to wait until they reach a particular device or location to submit a basic request.
Mobile access supports a closer relationship between the event and the record. This improves timeliness and reduces the chance that information is forgotten or delayed.
2. A slow internal system affects employee trust
Employees may not separate the HRIS from the organization that provides it. A difficult process can make the company feel less responsive.
Improving speed and access sends a different signal: the organization respects employees’ time and has designed services around how they work.
3. Better employee input creates better HR data
Structured mobile forms reduce ambiguity, incomplete submissions, and manual transcription.
This improves the quality of records while making the process easier for employees. Good internal experience design therefore supports better administrative control.
4. Security should not create unnecessary complexity
VPNs and access controls may be necessary, but employees should not be forced to manage technical complexity for routine tasks.
The system should protect information behind the scenes while presenting a clear, dependable path for authorized users.
5. Multi-purpose employee platforms can improve adoption
WeCare became more useful when it included both health-related services and HRIS functions.
Employees are more likely to return to a platform that supports several relevant needs. Consolidation can improve adoption as long as navigation remains clear.
6. Digital HR should support both employees and administrators
A self-service app is successful when it improves the employee journey without creating more work for HR teams.
The strongest systems structure information at the source, automate routine handling, and preserve reliable records for administration.
7. Mobile access is especially valuable for distributed work
Employees may work across factories, offices, field locations, and changing schedules.
A mobile HRIS reduces the importance of physical location and helps the organization provide a more consistent internal service across the workforce.
8. Employee platforms should evolve with workplace expectations
Once employees become accustomed to convenient mobile services, expectations for other internal processes may change.
A well-designed HRIS app creates a foundation for continued workplace digitalization. It helps the organization respond to those expectations rather than falling behind them.
Strategic Insights for the C-Suite
- Treat employee access as part of operational performance. Slow, location-bound HR systems consume time across the workforce. Mobile access can improve both employee satisfaction and administrative efficiency.
- Design routine HR services around the moment of need. Leave, overtime, attendance, and absence requests should be easy to submit when they occur. Delayed access creates incomplete data and unnecessary follow-up.
- Improve data quality at the point of entry. Structured mobile submissions reduce transcription, ambiguity, and missing information. Better employee experience can directly strengthen HR records.
- Hide technical complexity from authorized users. Security remains essential, but VPNs and infrastructure constraints should not make routine services difficult. The system should protect information while keeping the user journey simple.
- Build employee platforms for multiple, connected needs. Health, HR, communication, and workplace services can share one trusted environment when the information architecture remains clear. Consolidation increases recurring value and adoption.
