OVIM Application

Executive Summary

OVIM is a centralized HR application built to manage attendance and progress for a multi-year employee formation program. It replaces manual sign-in sheets with structured, verifiable workflows that reduce errors, administrative overhead, and confusion around remedial sessions.

Context

Adamson University is a religious institution with a Vincentian Formation program for all employees. The program spans three years, with five sessions per year and over 1,000 participants with varied schedules.

Problem

• Manual paper sign-in sheets created gaps and delays.
• Some employees miss sessions due to conflicts and need remedials.
• People do not know what they are missing.
• Manual checking leads to errors at scale.
• Some forget to sign.
• Admin burden grows; manual processes are hard to sustain as complexity grows.

Design Goals

• Reduce reliance on memory and manual reconciliation.
• Make progress transparent to employees.
• Improve attendance accuracy and traceability.
• Lower administrative overhead for HR staff.
• Keep the system usable as scale and duration increase.

Solution

The system centralizes participant records and session history. Attendance is logged instantly through QR codes, and progress is visible in real time so employees and HR can see what is complete and what is still missing. Remedial tracking is supported to keep long-term progress accurate without manual spreadsheets.

Key Features

Outcome & Impact

• Deployed and used operationally.
• Reduced common attendance errors.
• Improved clarity for employees.
• Reduced HR verification and follow-ups.
• More sustainable workflow over multi-year program.

Transferable Relevance

This project demonstrates how people-centered programs can stay human-centered without becoming administratively heavy. The same approach applies to onboarding, compliance training, coaching cohorts, and long-term development programs: clear structure, minimal friction, and systems that hold information so people do not have to.