How to do an efficient user onboarding


Employees come and go. Depending on the organization sector and size, an organization may be hiring new employees very often. And every time a new employee starts, he needs to have access to different applications. How does your organization manage the permissions that a new employee needs?

Wasting workforce time

The common situation in an organization lacking a good provisioning workflow is that the project manager will decide what resources the user is going to use, and then either the user or the project manager will have to contact different application administrators to ask them to set up the specific permissions for this new user.

If you are lucky, the administrators will grant the permissions within a few hours or days. If not, it may take one week or more, and the new employee will need to remind the administrators of his needs a few times. Even more, the employee may find out that he is going to use another application that was not identified during his first interview with his manager, and his work may be stopped again until he gets access to the new application.

This tedious process leads to losing many hours of work and also discouraging the new employee who sees how he is wasting time and not giving his best.

How much does a poor access management system cost the organization?

Organizations may hire several dozen people per month, or even per week or day for big companies. IT support needs to provision all those new employees, in addition to handling access requests for relocations or new needs. That leads to a high workload and increased service desk costs, which are proportional to how inefficient the access management systems are.

But that is not the only cost for the organization. Have you ever calculated how many working hours your organization is losing in all those new employees that cannot start working until all the permissions are correctly set up?

Let’s pose a couple of examples.

Let’s say the cost of an employee is $40 per hour, that’s $320 per day. In the best scenario, you may hire 50 people per month, and it may take only one day to get them ready to work. That is $16K per month that you are wasting. But if the amount of people hired is 50 per week, and the time needed to set up all the required permissions is 3 days, the amount goes up to $192K in just one month. If you hire more people, the salary is higher, or they need more time until they are able to start working, just do the math.

What would be more efficient?

Your organization needs smooth and well established systems that deliver the highest productivity and revenue. And your employee does not want to waste his time. He came to your organization to show you how well qualified he is and to prove that you have chosen the best candidate.

So, imagine a scenario where the new employee arrives at the office on his first day. He meets his new team leader and colleagues. Then he is introduced to his working environment and the applications he is going to use, and the permissions he needs are assigned in that moment, so after all the presentations he can just start working with all the permissions that he is going to need. No working hours lost either now or in a few weeks. Sounds good, right?

An easy and fast access management is possible

Permeasyon streamlines the access management process allowing the team leader to immediately assign the correct permissions to the employee, without mistakes, to get him ready to start working on the project. Why? Because employees are organized in a role hierarchy according to the work delegation structure, and all the employees performing exactly the same tasks are grouped in the same role where all the permissions they need have been delegated by the team leader. Adding a user to a group automatically grants the corresponding permissions.

Do you have 4 employees working as developers in project A? The team lead creates the subrole. He then selects the resources that the users need to access among all the permissions that have already been delegated to him, and delegates those permissions to the group he just created. And finally he adds the 4 users that are going to be developers in that project.

If a new developer starts working on project A, the team leader just has to add him to the role he created, because when a user is added he automatically receives the access rights delegated to that role, and the user can immediately access the resources. He is ready to start working in just a few minutes. No more time wasted waiting for permissions!

Learn more about how Permeasyon can help you!

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