Business processes are the life and blood of any company. Without it, businesses wouldn’t operate smoothly and could potentially grind to a halt.
There are defined business processes laid out by companies for various functional areas such as IT, finance, human resources, manufacturing, logistics, and customer service.
Business processes are critical for the efficient and effective running of a company; they provide the much-needed structure and framework within which company employees work.
No matter the organization, big, small or mid-size there’s one common goal, and that is to enhance the business process as much as possible.
Improving business processes can lead to several benefits for a company. It can help to improve efficiency and effectiveness, and can also lead to cost savings — and ultimately leading to profits.
Humble business processes are having a renaissance
As per a 2022 Forbes article, “Humble business processes are having a renaissance. Today, business processes are at the epicentre of digital transformation, with concepts like process mining, RPA (robotic process automation), intelligent automation, process intelligence and low-code/no-code dominating the technology landscape. But for enterprise decision-makers, this cacophony of new concepts and drumbeats of vendors is deafening.”
As mentioned above, intelligent automation is a game-changer for enterprises across the board.
In this article, we talk about one such intelligent automation: user provisioning.
What is user provisioning?
User provisioning is the combination of policies, processes and technologies used to create, maintain and delete user accounts and associated access privileges in systems and applications. It is also known as user account provisioning.
It is a critical business process for any company that relies on information technology and has employees who need access to corporate applications and data.
In short, user provisioning helps organizations manage information about users on multiple systems and applications — quickly, cheaply, reliably and of course — securely. And the best part? It’s integrable with existing applications and systems. Adding user provisioning software is like renovating your existing business processes.
To illustrate an example, suppose 3 employees in your organization left, and you onboarded 5. Without user provisioning software, both the HR and IT departments will be pulling their hair between onboarding the new employees, and de-boarding the ex-employees. From giving app permissions to the new ones to removing app permissions for the ex ones, there’s so much back and forth and time lost for all the parties. User provisioning is the answer to all these woes.
But watch out, user provisioning is a complex process that involves many steps and can be time-consuming too. Moreover, the proliferation of cloud-based applications and the need to support remote workers has only added to its difficulty.
That’s why using proper platforms to automate user provisioning is recommended for organizations.
Zluri’s article on user provisioning software states that “Provisioning plays a significant role in managing the identity life cycle from onboarding to exit. A well-planned user provisioning approach can ensure the problem, like giving/revoking access, doesn’t go out of your control.”
Today large organizations can benefit significantly from sophisticated platforms that automate user provisioning. These platforms streamline the user provisioning process, eventually improve the business processes to multifold, and save time.
7 Best practices to increase business process efficiency with user provisioning software.
Onboard employees and de-board employees fast.
With user provisioning software, the entire employee onboarding process can be automated. The software can create user accounts, generate passwords, and assign access privileges automatically — all within minutes. This is a huge time-saver for HR departments as they don’t have to manually create user accounts or fiddle with passwords. The software can also be used to de-board employees. When an employee leaves the company, their user accounts and access privileges can be revoked automatically — again, all within minutes.
Introduce updates across the organization
Introduce changes and updates across the organization quickly and efficiently. Suppose, if there is a change in the company’s security policy, the user provisioning software can be used to update the security settings of all employees in the system automatically. No need to manually update each employee’s security settings individually.
Furthermore, user provisioning software can be of great help to add new applications and remove old applications from employee accounts automatically. Moreover, it ensures that employees always have access to the latest applications and that old applications are promptly removed from the system.
No two days in a business are the same, user provisioning software helps announce and launch updates quickly.
Grant and revoke access privileges easily, and keep track of employee access
User provisioning software makes it easy to grant and revoke access privileges. When an employee changes departments or their job responsibilities change, their access privileges can be updated automatically. No need to manually update each employee’s access privileges.
Moreover, it can also be used to revoke access privileges when an employee leaves the company or their access privileges are no longer needed.
Additionally, you can track, monitor and manage employee access easily with user provisioning software. The software can generate reports that show which employees have access to which applications and data. Which in turn can be used to monitor employee access and ensure that only authorized employees have access to sensitive applications and data.
Prioritize data security
Data security is one looming concern across companies. And the good news is that user provisioning is packed with powerful features that help ensure that only approved or authorized employees have access to data or apps that can be deemed as sensitive.
In situations where an employee or an unauthorized person has access to more applications and data than they need, then user provisioning can help avoid that.
All in all, it minimizes the risk of data breaches and ensures that only authorized employees have access to company data.
If critical data gets into the hands of the wrong people, it can not only be a case of serious concern but also lead to situations that could derail business processes.
User provisioning software needs to be used in a way to ensure the highest level of data security.
Shrink IT support costs, and save time
User provisioning software can help to shrink IT support costs and save time by automating the user provisioning process. The software can create user accounts, generate passwords, and assign access privileges automatically — in no time. IT departments can save time as they don’t have to manually create user accounts or fiddle with passwords. It can also dramatically reduce the number of help desk calls. It’s clear why. User provisioning issues can resolve issues automatically. No need for IT staff to consistently field help desk calls.
Remove the possibility of human errors
As we know, anything that is done manually is susceptible to errors, and user provisioning is no different. Manually creating accounts, assigning access privileges, and revoking access privileges, can lead to errors, some of which could pose to be a threat to the organization as a whole. When the user provisioning process is automated, such errors can be easily avoided.
Integrate with existing systems
User provisioning software can be integrated with existing systems such as HRMS, ERP, and CRM. This helps ensure that user provisioning is as seamless as possible.
Stop managing your SaaS with spreadsheets!
User provisioning software is a boon for any large organization. It can improve business processes and make life easier for employees, HR staff, and of course IT staff. Circling back to business processes, this software can improve user provisioning processes by automating them. Whether you want to onboard employees or de-board employees quickly and efficiently, introduce updates across the organization quickly and efficiently, or generate reports that show which employees have access to which applications and data — all of this can be done in just clicks and reduce the tedious boring processes!
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