Inefficient and time-consuming process for requesting, approving, and reimbursing employee upskilling activities discourages professional development and hinders the organization's skill enhancement. A streamlined and user-friendly system is needed to facilitate employee development and ensure competitiveness in the industry.

1. L & D P ro g r a m M a n a g e m e n t
f o r E m p l o y e e s
Prasanna Hegde

2. agenda
Introduction Overview Empathize Define
▪ Assignment Introduction​ ▪ Challenges: Mid-sized
company's upskilling
challenges.
▪ Importance: Streamlined
system for employee
development.
▪ Research methods used:
interviews, surveys, etc.
▪ Key findings, pain points, and
emotions of stakeholders.
▪ Clearly state the defined
problem or pain points.
▪ Present a concise problem
definition capturing the
challenges faced.
Ideate Prototype Test/Analyze Conclusion
▪ Brainstorming sessions and
ideation techniques used.
▪ List 3-4 generated ideas to
address the problem.
▪ Display low-fidelity
prototypes using relevant
tools.
▪ Highlight key features and
UI/UX design considerations.​
▪ Testing process: Stakeholders and process
overview.
▪ Feedback: Usability, efficiency, satisfaction.
▪ Insights: Feedback analysis and insights.
▪ Iteration steps: Further improvements
▪ Roadmap: Implementation plan.
▪ Summarize key findings,
proposed solutions, and next
steps.
▪ Reinforce the importance of
the system for employee
development

3. I n t ro d u c t i o n
3
▪ Assignment: Designing a System for
Employee Upskilling
▪ Objective: Address challenges in
employee upskilling
▪ Importance: Enhance skills and
knowledge within the organization
Introduction
▪ Design a system for employees to
upskill themselves
▪ Enable workshop attendance and
course enrollment
▪ Streamline request submission,
approval, and reimbursement
processes
Goal
▪ Foster employee development and
growth
▪ Improve the overall skill level of the
organization
▪ Enhance competitiveness in the
industry
Benefits

4. overview

5. C h a l l e n g e s : M i d - s i z e d c o m p a n y ' s u p s k i l l i n g c h a l l e n g e s .
5
Outdated Skills and
Knowledge
▪ Potential gap in up-to-date skills within the
organization
▪ Risk of falling behind competitors in the
industry
Inefficient Processes
▪ Cumbersome request submission process
▪ Lengthy approval and reimbursement
procedures
Employee
Discouragement
▪ Frustration due to complex procedures
▪ Lack of motivation to pursue professional
development
Lack of Opportunities
▪ Limited availability of workshops and
courses
▪ Insufficient access to upskilling resources

6. I m p o rt a n c e : S t r e a m l i n e d s y s t e m f o r e m p l o y e e d e v e l o p m e n t .
6
Enhanced Employee
Experience
▪ Simplified processes for requesting and
enrolling in workshops or courses
▪ Improved user interface and experience for
seamless interaction
Increased Employee
Engagement
▪ Empowering employees to take ownership
of their development
▪ Motivating employees to pursue
professional growth opportunities
Organizational Growth
▪ Cultivating a learning culture within the
company
▪ Driving overall organizational growth and
success
Competitive Advantage
▪ Ensuring a skilled workforce to meet
industry demands
▪ Staying ahead of competitors through up-
to-date skills and knowledge
Efficient Resource
Management
▪ Streamlined approval and reimbursement
processes for better resource allocation
▪ Optimal utilization of training budgets and
resources

7. Empathize

8. R e s e a rc h m e t h o d s u s e d : i n t e rv i e w s , s u rv e y s , e t c .
8
Surveys
▪ Distributed online surveys to gather quantitative data on
employee experiences and preferences
▪ Collected insights on pain points, satisfaction levels, and
suggestions for improvement
Interviews
▪ Conducted one-on-one interviews with employees, managers,
and finance team members
▪ Explored their perspectives, challenges, and suggestions
regarding the current upskilling process
Observations
▪ Engaged in direct observation of the existing upskilling
processes
▪ Noted inefficiencies, bottlenecks, and areas of confusion
Data Analysis
▪ Analyzed the collected data to identify recurring themes,
patterns, and common pain points
▪ Derived meaningful insights to inform the design process

9. K e y f i n d i n g s , p a i n p o i n t s , a n d e m o t i o n s o f s t a k e h o l d e r s .
9
Key Findings
▪ Identified common pain points and challenges faced by
stakeholders
▪ Uncovered insights related to the existing upskilling
process.
Stakeholder Emotions
▪ Frustration: Stakeholders expressed frustration due to complex processes
▪ Disengagement: Employees felt discouraged from pursuing professional development
opportunities
▪ Concern: Finance team members showed concern over resource allocation and budget
management
Pain Points
▪ Inefficient and time-consuming request submission process
▪ Lack of clarity and transparency in the approval workflow
▪ Lengthy reimbursement procedures causing delays

10. Define

11. C l e a r l y s t a t e t h e d e f i n e d p ro b l e m o r p a i n p o i n t s .
11
IMPACT
▪ Discouragement of employees from
pursuing professional development
opportunities
▪ Potential lack of up-to-date skills and
knowledge within the organization
▪ The competitiveness of the company may
be affected in the industry
PAIN POINTS
▪ Cumbersome request submission: Employees
face difficulties in submitting course or workshop
requests
▪ Lengthy approval process: Managers and the
finance team experience delays in reviewing and
approving requests
▪ Complex reimbursement procedures: Employees
face challenges in receiving timely
reimbursements
PROBLEM STATEMENT
Inefficient and time-consuming process for
requesting, approving, and reimbursing
employee upskilling activities

12. P r e s e n t a c o n c i s e p ro b l e m d e f i n i t i o n c a p t u r i n g t h e
c h a l l e n g e s f a c e d.
12
Problem Definition
The current upskilling process
in the mid-sized company is
inefficient and time-
consuming, creating
challenges for employees to
pursue professional
development opportunities.
Challenges Faced
▪ Cumbersome Request
Submission: Employees
encounter difficulties in
submitting course or
workshop requests.
▪ Lengthy Approval
Procedures: Managers and
the finance team
experience delays in
reviewing and approving
requests.
▪ Complex Reimbursement
Processes: Employees face
challenges in receiving
timely reimbursements for
approved activities.
Impact
These challenges discourage
employees from actively
engaging in professional
development, potentially
leading to a lack of up-to-date
skills and knowledge within
the organization.
Objective
A streamlined and user-
friendly system is needed to
address these challenges and
facilitate efficient employee
development, ensuring the
organization remains
competitive in the industry.

13. Ideate

14. B r a i n s t o r m i n g s e s s i o n s a n d i d e a t i o n t e c h n i q u e s u s e d.
14
Brainstorming Sessions
▪ Collaborative sessions conducted with
employees, managers, and finance
team members.
▪ Focus: Generating ideas to address the
challenges in the employee upskilling
process.
Ideation Outputs
▪ Generated a diverse range of ideas to
streamline the employee upskilling
process.
▪ Identified potential solutions to
improve request submission,
approval efficiency, and
reimbursement procedures.
▪ Explored innovative approaches to
enhance user experience and
engagement.
Ideation Techniques
▪ Brainstorming: Participants freely
shared ideas to improve the upskilling
system.
▪ Mind Mapping: Visualized different
aspects of the system, such as
request submission, approval, and
reimbursement processes, to identify
areas for enhancement.
▪ Analogies: Leveraged analogies from
other industries to inspire fresh
perspectives and novel approaches to
the problem.

15. L i s t 3 - 4 g e n e r a t e d i d e a s t o a d d r e s s t h e p ro b l e m .
15
01 02 03 04
Streamlined Online
Portal
▪ User-friendly portal for
upskilling requests with
automated notifications.
▪ Centralized dashboard
for efficient request
review and approval.
Simplified Approval
Workflow
▪ Standardized workflow
with defined timelines
and clear criteria.
▪ Digital approval forms or
workflows to streamline
the process.
Seamless
Reimbursement
Process
▪ Digital reimbursement
system integrated with
payroll or financial
systems.
▪ Clear guidelines and
timely reimbursement of
approved expenses.
Learning and
Development
Marketplace
▪ Internal platform for
exploring and enrolling
in workshops and
courses.
▪ Curated selection of
learning resources
aligned with employee
goals.
▪ Rating and review
system for informed
choices.

16. Prototype

17. D i s p l a y l o w - f i d e l i t y p ro t o t y p e s u s i n g r e l e v a n t t o o l s .
17
Low-fidelity Prototypes
Low – fidelity prototype can be accessed from
the link :
https://www.figma.com/file/F0sCVBZWas2foSE
iNYejek/L%26D-Program-Management-for-
Employees?type=design&node-
id=0%3A1&t=tbd3FpYySpshZ10l-1
Tool Used
▪ I used the digital wireframing tool Figma to
create our low-fidelity prototypes.
▪ Figma allowed me to rapidly create and test
multiple design ideas with different
stakeholders.
Prototype Screens
▪ I have selected screens to display that
represent key features and functionality of
the employee upskilling system.
▪ Screens that I have selected for creating
low-fidelity wireframes are :
▪ Request Submission Form
▪ Approval Dashboard
▪ Course Search Interface
▪ Reimbursement Status Page
▪ These screens demonstrate how the system
will look and function, and provide a
tangible representation of my design ideas.
Introduction
▪ Low-fidelity prototypes are simple and cost-
effective representations of the employee
upskilling system that help designers quickly
test and iterate potential solutions.
▪ These prototypes allow designers to explore
ideas and concepts without committing
significant resources or time.

18. H i g h l i g h t k e y f e a t u r e s
18
Reimbursement Management
▪ Automated reimbursement process for approved
requests.
▪ Integration with financial systems for accurate and
prompt reimbursements.
Approval Workflow
▪ Transparent and efficient workflow for managers and finance
team members.
▪ Notifications and reminders for pending approvals to ensure
timely review.
Intuitive User Interface
▪ Clean and user-friendly interface to enhance
usability.
▪ Consistent design elements and navigation
for a seamless experience.
Request Submission
Process
▪ Simple and guided form to streamline
request submission.
▪ Clear instructions and required information
for efficient processing.
Personalized Learning Marketplace
▪ Customizable learning recommendations based on employee
preferences and goals.
▪ Ratings and reviews to assist in selecting the most relevant
courses and workshops.

19. U I / U X d e s i g n c o n s i d e r a t i o n s .
19
Accessibility
Design with accessibility principles in mind, including color
contrast, keyboard navigation, and screen reader compatibility.
Visual Hierarchy
Use clear visual cues to guide users through the
interface and prioritize important elements.
Consistency and Branding
Maintain consistent branding elements throughout the system
for a cohesive user experience.
Responsive Design
Ensure the system is accessible and responsive across
devices (desktop, mobile, tablet).
Error Handling
Provide informative error messages and guidance for users in
case of input errors.

20. Test/Analyze

21. T e s t i n g p ro c e s s : S t a k e h o l d e r s a n d p ro c e s s o v e rv i e w.
21
User Testing Sessions
▪ Conduct individual or group testing sessions with stakeholders.
▪ Provide clear instructions and observe user interactions.
▪ Encourage participants to think aloud to capture their thoughts and feedback.
Test Preparation
▪ Define test objectives and criteria for evaluation.
▪ Identify test scenarios and user tasks.
▪ Prepare test materials, such as prototypes and test scripts.
Stakeholders Involved
▪ Employees: End-users who will submit
upskilling requests and interact with the
system.
▪ Managers: Responsible for reviewing and
approving employee requests.
▪ Finance Team: Handles reimbursement
processes and ensures compliance.
Iteration Roadmap
▪ Develop a roadmap outlining steps for improving the system based
on user feedback.
▪ Prioritize enhancements and identify quick wins for immediate
implementation.
▪ Consider iterative design cycles to refine the system based on user
needs.
Feedback Collection
▪ Document feedback on usability, efficiency, and satisfaction.
▪ Capture qualitative feedback on pain points, areas of improvement, and
positive aspects.
▪ Use a combination of surveys, interviews, and observation notes to gather
insights.
Analysis and Synthesis
▪ Analyze feedback and identify patterns or common themes.
▪ Synthesize insights to gain a comprehensive understanding of user
experiences.
▪ Categorize feedback into actionable items for further iteration.

22. F e e d b a c k : U s a b i l i t y , e f f i c i e n c y , s a t i s f a c t i o n .
22
▪ Usability Feedback:
▪ Ease of use: Evaluate the system's overall user-friendliness and intuitiveness.
▪ Navigation: Assess the clarity and efficiency of navigating through different screens and features.
▪ Task Completion: Measure the ease and effectiveness of completing common tasks within the system.
▪ Error Handling: Identify any issues or confusion encountered during error handling and error messages.
▪ Efficiency Feedback:
▪ Time Savings: Determine if the system has helped streamline the employee upskilling process and reduce time spent on
administrative tasks.
▪ Process Flow: Assess the smoothness and efficiency of the request submission, approval, and reimbursement processes.
▪ Automation: Evaluate the extent to which the system automates manual tasks, improving efficiency for both employees
and managers.
▪ Satisfaction Feedback:
▪ User Experience: Gauge overall user satisfaction with the system's interface, interactions, and visual appeal.
▪ Feedback Collection: Assess if the system provides clear avenues for users to provide feedback, suggestions, and report
issues.
▪ Personalization: Determine if the system meets users' expectations for personalized learning recommendations and
tailored experiences.
▪ Support and Help: Evaluate the availability and effectiveness of support resources, FAQs, and user assistance within the
system.

23. I n s i g h t s : F e e d b a c k a n a l y s i s a n d i n s i g h t s .
23
Positive
Feedback
▪ Showcase positive
remarks and feedback
received from users.
▪ Highlight areas of the
system that are well-
received and
appreciated.
▪ Examples: Intuitive user
interface, streamlined
request submission
process, prompt
reimbursement
processing.
User Pain Points
▪ Identify common pain
points expressed by
users during testing.
▪ Highlight specific areas
of the system that are
causing frustration or
confusion.
▪ Examples: Complex
approval workflow,
unclear reimbursement
guidelines, and lack of
personalized course
recommendations.
Feature
Prioritization
▪ Analyze user feedback to
determine the
importance and priority
of requested features.
▪ Identify key features or
enhancements that will
have the most significant
impact on user
satisfaction and system
effectiveness.
▪ Examples: Improved
notification system for
request updates,
integration with external
learning platforms,
enhanced search.
Iteration Steps
▪ Outline the steps to be
taken based on the
feedback analysis.
▪ Define the iterative
design approach to
address user pain points
and incorporate
requested
enhancements.
▪ Ex: Refine the approval
workflow based on user
suggestions, provide
clearer reimbursement
guidelines and status
updates, and enhance
the course
recommendation.
User-Centric
Design
▪ Emphasize the
importance of
incorporating user
feedback into the design
process.
▪ Demonstrate the
commitment to creating
a system that meets user
needs and expectations.
▪ Examples: Iterative
design cycles, user
testing at each stage,
continuous improvement
based on user feedback.

24. I t e r a t i o n s t e p s : F u rt h e r i m p ro v e m e n t s
24
• Prioritize and resolve the
common pain points
identified during user testing
and feedback analysis.
• Implement changes to
improve the user experience
and overcome challenges.
• Examples: Simplify the
request submission process,
streamline approval
workflows, provide clearer
reimbursement guidelines.
• Refine the visual design and
user interface elements to
ensure clarity and ease of
use.
• Improve navigation, layout,
and interactions for a more
intuitive and engaging
experience.
• Examples: Optimize menu
structure, introduce intuitive
icons, enhance button
placement and labeling.
• Identify and address any
performance issues or
bottlenecks to ensure
smooth system operation.
• Improve response times and
minimize delays to enhance
user efficiency.
• Examples: Optimize
database queries, implement
caching mechanisms,
leverage scalable
infrastructure.
• Enhance the algorithm for
personalized course
recommendations based on
user preferences and career
goals.
• Provide more accurate and
relevant course suggestions
to meet individual learning
needs.
• Examples: Incorporate
machine learning techniques,
and allow users to provide
feedback on recommended
courses.
• Establish mechanisms to
gather ongoing feedback
from users and stakeholders.
• Regularly review and assess
the system's performance,
incorporating insights for
continuous improvement.
• Examples: Conduct periodic
surveys, encourage user
feedback through an easily
accessible feedback
mechanism.
Address User Pain
Points
Enhance User
Interface and
Interaction
Optimize System
Performance
Personalize Learning
Recommendations
Continuous
Feedback and
Iteration

25. Ro a d m a p : I m p l e m e n t a t i o n p l a n .
25
3
2 4
1 5
Requirements
Gathering and Design
▪ Conduct in-depth
requirements-gathering
sessions with key
stakeholders.
▪ Analyze feedback, pain
points, and insights to
define system
requirements.
▪ Engage UX/UI designers to
create wireframes and
design prototypes.
▪ Duration: 8 weeks
Development and
Testing
▪ Develop the employee
upskilling system based on
the approved design.
▪ Implement core features,
including request
submission, approval
workflow, and
reimbursement process.
▪ Conduct rigorous testing
to ensure functionality,
usability, and
performance.
▪ Duration: 20 weeks
User Acceptance
Testing and
Refinement
▪ Invite a group of
employees to participate
in user acceptance testing.
▪ Gather feedback, and
identify any issues or
areas for improvement.
▪ Incorporate feedback and
make necessary
refinements to the
system.
▪ Duration: 6 weeks
System Deployment
and Training
▪ Deploy the employee
upskilling system to the
organization's
infrastructure.
▪ Conduct training sessions
to familiarize employees
with the system's features
and processes.
▪ Provide comprehensive
documentation and
support resources.
▪ Duration: 4 week
Ongoing Support and
Iteration
▪ Establish a support
channel for users to report
issues and provide
feedback.
▪ Continuously monitor
system performance and
address any emerging
needs or challenges.
▪ Incorporate user feedback
and conduct periodic
updates to enhance the
system.
▪ Duration: Continuous

26. Conclusion

27. S u m m a r i z e k e y f i n d i n g s , p ro p o s e d s o l u t i o n s .
27
Key Findings
▪ Identified challenges in the current
employee upskilling process.
▪ Pain points include inefficient
request submission, lengthy
approval process, and cumbersome
reimbursement procedures.
▪ Lack of user-friendly system
discourages employees from
pursuing professional development
opportunities.
Proposed Solutions
▪ Streamlined Request Submission:
▪ Implement a user-friendly interface for
employees to submit course or workshop
requests.
▪ Simplify the form, provide clear instructions,
and allow for easy attachment of supporting
documents.
▪ Enhance search and filtering capabilities for
course selection.
▪ Efficient Approval Workflow:
▪ Develop an automated approval workflow with
clear roles and responsibilities.
▪ Enable managers and finance team members
to review and approve requests through a
centralized system.
▪ Implement notifications and reminders to
ensure timely processing.
▪ Seamless Reimbursement Process:
▪ Simplify the reimbursement process for
approved requests.
▪ Integrate the system with the finance
department to automate reimbursement
generation and submission.
▪ Provide a transparent reimbursement tracking
mechanism for employees.

28. n e x t s t e p s
28
▪ Design and Development:
▪ Engage UX/UI designers to create intuitive and visually appealing interfaces.
▪ Collaborate with developers to implement the proposed solutions.
▪ Conduct regular design reviews and iterations based on user feedback.
▪ User Acceptance Testing:
▪ Invite a group of employees to test the system and provide feedback.
▪ Gather insights to identify any usability issues and refine the user experience.
▪ Address concerns and make necessary adjustments before the final implementation.
▪ System Deployment and Training:
▪ Deploy the system to all employees in the organization.
▪ Conduct training sessions to ensure employees are familiar with the system's features and processes.
▪ Provide comprehensive documentation and support resources for ongoing assistance.
▪ Ongoing Monitoring and Iteration:
▪ Continuously monitor system performance and gather user feedback.
▪ Incorporate user suggestions and needs through periodic updates and enhancements.
▪ Stay abreast of industry trends to introduce new features and technologies.

29. R e i n f o rc e t h e i m p o rt a n c e o f t h e s y s t e m f o r e m p l o y e e
d e v e l o p m e n t
29
Competitive Advantage
▪ Showcase how the system positions the
organization as an employer of choice.
▪ Highlight the potential to attract top
talent who value professional
development opportunities.
Future-Proofing the
Organization
▪ Emphasize the long-term benefits of the system in
preparing the organization for future challenges
and opportunities.
▪ Highlight how continuous learning and upskilling
help adapt to changing industry trends and
technological advancements.
Employee Empowerment
▪ Showcase how the system empowers employees by providing
opportunities for professional growth.
▪ Illustrate the benefits of upskilling, such as increased job satisfaction,
career advancement, and personal development.
Organizational
Advantages
▪ Discuss how a skilled workforce
positively impacts the
organization's performance and
competitiveness.
▪ Highlight the potential for
innovation, improved
productivity, and enhanced
customer satisfaction.
Cultural Transformation
▪ Illustrate how the system promotes a culture of
learning and growth within the organization.
▪ Showcase testimonials or success stories of
employees who have benefited from the
system.
Retention and Engagement
▪ Emphasize the role of the system in fostering employee engagement and loyalty.
▪ Showcase how the organization's investment in employee development contributes to higher retention rates.
Current Skills Gap
▪ Highlight the growing importance of upskilling in today's
rapidly evolving business landscape.
▪ Emphasize the need for employees to acquire new skills to
remain competitive and contribute effectively.