4 unproductive onboarding / offboarding tasks your HR can eliminate

Date: 2020/12/03 | By: Sérgio | In: Identity & Access Management | Home > 4 unproductive onboarding / offboarding tasks your HR can eliminate

4 unproductive onboarding / offboarding tasks your HR can eliminate

Two key areas in a organization, HR and IT, have work intersections to be optimized by Iteris CAP2AM. Learn more about them.

An employee journey in a organization includes several stages. Onboarding, vacations, leaves, changes of function and offboarding are some of these stages between employer and employee. They need to rely on the integrated HR and IT work in order to ensure resource and time optimization for all stakeholders.

In this article, you will see some tasks related to these stages that are considered of low added value and therefore are expected to be optimized.

1) Onboarding

Onboarding

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    The employee onboarding, regardless the function they will perform, is a crucial process for both the Human Resources and Information Technology. Their tasks need to be synchronized and with the lowest chance of failure so that the newcomers can perform their tasks in a productive way from the very first moment.

    Every employee, upon onboarding process, receives an Administrative Identity with data such as function, cost center, registration number, manager and information related to IT such as user and access. The process, carried out in an integrated manner by the two areas (IT and HR), brings together a series of small low added value tasks that can be optimized, adding value to both HR and IT functions.

    Throughout the employee corporate life, the identity management (user account) will also require activities from both areas. In this scenario, the adoption of an identity and access management solution, such as CAP2AM – Identity & Access Management, will allow the organization to control the granting and revoking access processes in detail and proactively monitor events triggered by HR.

    2) Temporary access deactivation

    Temporary access deactivation

    When an employee goes on vacation, it is essential that the access to services such as e-mail or VPN are temporarily deactivated. Such measures will prevent the company from exposing itself to security risks or legal issues – the employee will not be able to work overtime, for example.

    Similar issues can happen in case of leave, when an employee, even under an employment agreement, is not expected to perform tasks linked to the organization, at the risk of such activities being considered as evidence in legal matters.

    The CAP2AM proactive monitoring allows the organization to report a leave – which is a HR responsibility – automatically to the IT function, eliminating manual tasks such as calls, notifications and temporary access deactivation. This allows the organization to manage the user identity life cycle and access (access request workflow) centrally, either on cloud or on-premises systems.

    3) Job transfer, promotion and change of function

    Job transfer, promotion and change of function

    Another aspect concerns the changes occurring along an employee journey in the organization. A promotion or job transfer, for example, requires updates about the employee, such as manager, cost center, company, department, among others, and such changes are not often updated, causing management and productivity issues.

    Such changes usually include support calls and a series of smaller tasks that end up generating a large amount of e-mail messages and gaps for human errors. In addition, they employee time resources from different departments that could be used in higher added value activities or tasks that are better recognized by the corporate culture. Some of the most frequently asked questions by HR and IT are: Can I trust my Active Directory updates? Are managers updated correctly? Are there third parties that no longer provide services, but are still enabled users? Someone is not being able to access the financial portfolio. Is something wrong? Could they have access to these data?

    4) Scheduled or real-time offboarding

    Scheduled or real-time offboarding

    Another event of paramount importance concerns dismissal. It is recurring process in the routine of organizations, but requires adequate timing so that the employee continues with the full access until the offboarding. The untimely access deactivation implies unproductive hours and issues that can be avoided. On the other hand, when the access deactivation is late, it can create serious information security problems.

    These scenarios are common in many organizations, mainly medium-sized and large ones, and require attention from Human Resources and Information Technology. These low added value activities that, despite their importance in the offboarding process, can and should happen in an automated way (digital transformation).

    This is the role of CAP2AM, an Iteris product whose objective is keeping this flow running and also allowing HR and IT professionals to carry out higher added value activities with a better experience in managing the Onboarding and Offboarding, dismissal, leave, vacation processes, among others.

    Interested in learning more? Schedule a full demo today!

    CAP2AM will connect to your payroll system and/or third-party management system and provide a better experience in managing the Onboarding and Offboarding processes. You will manage the user identity life cycle and access (access request workflows) centrally, either on cloud or on-premises systems. To learn more, click here.

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