Sedgwick WorkforceOne (WF1)
I contributed to WorkforceOne (WF1) as part of a large-scale initiative to transform how Sedgwick’s claim examiners manage their workflows. Partnering closely with the client, I helped design a streamlined solution that unified two outdated systems into a single, high-performance platform. The initial release has already doubled productivity for the first 1,000 users, halving work times, streamlining tasks, and significantly reducing onboarding durations. Building on this success, the i11 team is advancing future capabilities projected to generate over $60 million in value for Sedgwick, setting the stage for long-term growth, enhanced efficiency, and technological innovation.
Team:
Aaron Yasko, UX/UI Designer
Kathy Cohen, Program Lead
Jackie Fong, Program Architect
Casey Guernsey, Solution Owner
Overview:
The Work Schedule epic is one of nine I worked on at Sedgwick. Within this epic, this flow focuses on developing Feature 11.1.03: Building a Patterned Schedule.
My Role:
Requirement Gathering
Working Sessions
Process Flows
Prototyping / Visual design
Final documentation / Handoff
Quality Assurance Testing
Tools:
Figma
Duration:
30 Weeks (Entire Epic)
The Problem
Sedgwick identified the need for a streamlined process for managing employee work schedules within the WorkforceOne (WF1) system.
As a product designer, I need to design an experience that enables Examiners to efficiently create, load, and apply patterned schedules to employee work schedules, ensuring accuracy and compliance with system validations. This will simplify the schedule management process and improve workflow efficiency.
Before
If left as is, users will continue relying on TAMS and JURIS for managing employee work schedules, leading to fragmented systems, manual data entry, and inefficiencies. This will result in increased errors, slower processes, and difficulty in applying consistent schedule patterns, ultimately affecting operational efficiency and user satisfaction as they transition to WorkforceOne (WF1).
“WF1 has really transformed the way we work. The difference from our old systems is like night and day—it’s so much more intuitive and efficient now.”
After
Create a WorkforceOne (WF1) solution that:
Streamlines patterned schedule creation and application for Examiners
Integrates seamlessly with TAMS and JURIS data for accurate, unified workflow
Reduces manual updates, improving accuracy and efficiency
Provides a clear, intuitive interface for easy schedule management and updates
Promotional Video
Here’s a marketing video designed to introduce and prepare 8,000 Sedgwick employees for the launch of the new tool, highlighting how it will enhance their workflows and ultimately improve their efficiency.
Executive Recognition
Here’s a snippet of Sedgwick’s CIO discussing the impact of the work our team is delivering with WF1, highlighting its value and how it’s transforming operations.
How did we get from point A to B?
Setting Context
What is the purpose?:
Streamline employee work schedule management within WF1.
Enable Examiners to create and apply patterned schedules to improve efficiency and accuracy.
Integrate data from TAMS and JURIS to ensure seamless schedule updates and processing.
Enhance user experience with an intuitive and user-friendly interface for schedule management.
Challenges to Solve:
Provide an easy-to-use solution for creating and loading schedule patterns.
Ensure accurate updates based on the As Of date, while maintaining data integrity with JURIS validations.
Simplify schedule management processes, reducing manual intervention and errors.
“Who will be visiting WF1?”
Understanding the customer is key to creating impactful designs. To align with WF1’s goals, we developed 7 detailed use cases and user stories that reflect the needs and expectations of their target end user.
Understand the Customer:
Aligned designs with WF1’s goals by analyzing user needs to optimize the Work Schedule and Pattern Builder features.
Target Audience:
Designed for WF1 Examiners, Team Leads, Managers, and Clinicians.
Example Use Case:
An Examiner reviews and updates a work schedule, navigates the pattern builder, adjusts shift times, and saves the updated schedule, ensuring accurate case management and time tracking.
Discovery: Understanding the Current State
Assessing Legacy Systems:
To design an effective Work Schedule and Pattern Builder for WF1, the first step was to analyze the existing systems—JURIS and TAMS. This assessment helped identify pain points, constraints, and key workflows that needed improvement.
I documented the current state by reviewing:
System Architecture – How schedules are structured and managed.
User Workflows – The steps HR teams take to create and update schedules.
Functionality Gaps – Inefficiencies, missing features, and manual workarounds.
User Pain Points – Common frustrations with navigation, flexibility, and performance.
Data Handling – How schedule patterns and shifts are stored and modified.
This deep dive into the legacy systems ensured that WF1’s Work Schedule tool would be a true improvement, addressing real user needs rather than replicating existing challenges.
Build Employee Schedule - Current State
STEP 1:
The examiner updates their weekly schedule using the Pattern Builder to adjust workdays and shift durations.
Existing Schedule 11/3 - 11/9 M/W/F 8 hrs
STEP 2:
The examiner configures a new schedule from 11/10–11/23 using the AY-MWF pattern, starting at Week 2, with 8-hour shifts on Monday, Wednesday, and Friday.
Step 3:
The examiner selects "Preview", displaying the new schedule:
11/10–11/16: Week 2 from the pattern (highlighted in yellow)
11/17–11/23: Week 3 from the pattern (highlighted in yellow)
Step 4:
After selecting "Save," the schedule updates to match the Preview from Step 3, while retaining the existing schedule (11/3–11/9) with M/W/F 8-hour shifts.
My Product Manager
"Aaron, once you’ve aligned with the Sedgwick team on the flow and requirements, could you create a prototype?"
Prototype Overview:
Employee Schedule Pattern Builder
Employee Schedule - Highlighted in Red*
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"As of" Field: Dropdown to select a specific date.
"Build" CTA: Allows users to create a new schedule pattern.
Additional Functionalities (Right Side):
Delete CTA: Disabled until a row (pattern) in the table is selected.
Toggle Button: Switches between viewing current vs. disabled patterns (currently set to “Current”).
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Displays schedule patterns with columns:
Pattern Name, Effective Date, Expiration Date, Sun–Sat.Inline Editing: Users can modify patterns directly in the table.
Color Legend:
White = Workday
Gray = Day Off
Black = Expired Pattern
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"Add Additional Line Item" CTA: Allows users to add a single entry without building a full pattern.
Read-Only Fields: Displays key metadata:
Created By, Updated By, Last Update Date, Color Legend.Final CTAs:
Cancel: Discards changes.
Save: Locks in edits.
Process Flow
The users process of creating a new employee schedule pattern - This flow outlines the steps for creating, editing, and reviewing a new schedule pattern within the WF1 interface.
Step 1: Initiating the Employee Schedule
User selects “Build” to create a new pattern.
Inline Editing Enabled for seamless modifications.
Deletion Functionality is disabled by default and only activates when a row (checkbox) is selected, preventing accidental deletions.
Step 2: Build Pattern Selection
User selects the “Build” CTA, triggering a pop-up modal.
Filter & Search functionality allows users to find and view available patterns.
Pattern Selection displays the corresponding weekly schedule.
Starting Week Selection (e.g., Week 2) is required before proceeding.
Effective Date, Expiration Date & Hours per Day fields become enabled after the starting week is selected (currently via double-click).
User clicks “Preview” to review the configured schedule before saving.
Step 3: Schedule Preview and Review
Proposed schedule is displayed in the pop-up, showing each week’s Effective and Expire dates highlighted in green.
If any weeks overlap with previously recorded schedules, those dates are highlighted in red.
User reviews the schedule for accuracy:
If correct, click Save to confirm and apply the schedule.
If incorrect, click Back to return to the Build View and make adjustments, or click Cancel to exit the process without saving changes.
Step 4: Final Review and Confirmation
The preview pulls all current schedule dates.
Overwritten dates are highlighted in red, and new dates are highlighted in green.
User reviews the final schedule before proceeding to save or make changes.
Step 5: Viewing Expired Records
The ‘show deleted’ option allows users to view expired (blacked out) records.
This view displays both current and deleted records overlapping in the same table.
When in the deleted view, all functionality is disabled—CTAs become read-only, and no further edits can be made.
The case schedule remains unaffected by this view.
Brand & Styling - Visuals
I’ve been deeply involved in this project for over a year, leading a complete overhaul of the site’s design and style. With years of visuals to reference, I’ve ensured consistency and standardization across the WF1 platform.
Prototyped hundreds of pages and components, refining UX and UI.
Developed a comprehensive component library, covering fields, icons, rows, selections, and hover states.
My deep familiarity with the brand and styling makes implementing these designs a seamless process.
Before:
After:
Confusing UI & inefficiency leading to user frustration, errors, and wasted time.
See Below…
This redesign not only simplifies workflow management but also aligns with modern UX principles, making it more intuitive, user-friendly, and visually structured compared to the outdated legacy system.
Improvements for WF1:
1. Improved Usability & Efficiency
Inline Editing: Allows users to modify patterns directly in the table, reducing the need for multiple clicks or navigation steps.
"Add Additional Line Item" CTA: Provides flexibility by enabling users to add entries without rebuilding an entire pattern.
2. Better User Control & Interaction
Disabled Delete CTA Until Selection: Prevents accidental deletions and ensures clarity on when the option is available.
Toggle Between Current vs. Disabled Patterns: Helps users easily differentiate and manage active vs. inactive schedules.
3. Enhanced Readability & Information Clarity
Structured Table Format: Organizes key schedule details (Pattern Name, Effective/Expiration Date, Weekly Breakdown) in an intuitive way.
Color Legend for Quick Interpretation: Users can instantly recognize workdays, days off, and expired patterns.
4. Modernized UI & Visual Enhancements
Consolidated Metadata (Created By, Updated By, etc.): Keeps relevant information accessible without clutter.
Streamlined CTAs ("Build," "Cancel," "Save") ensures a clear workflow for users.
2x productivity for the first 1000 users
Process work times cut in half
$60 million added value
“OMG, I am so in LOVE! This is so much better—I love that we can see everything we need in one place now!”
“No more flipping back and forth! We can enter and update schedules seamlessly across claims, and having the claim number (not just the ASC ID) is a game changer.”
“The detail, layout, and streamlined experience are amazing! Plus, being able to save column preferences—users are obsessed!”