How OneLogin and UltiPro Secure and Accelerate HR

November 17th, 2016   /     /   product and technology, smarter identity

We’re excited to announce an integration between UltiPro’s employee directory and OneLogin’s Cloud Directory.

As mentioned in a recent post, it’s critical for IT teams to secure HR, and its wealth of sensitive information, such as personally identifiable information (PII). The new integration with UltiPro’s employee directory will empower IT teams to implement HR-driven identity (HDI)—which is using the HRIS (human resource information system) as the source of truth for making sure the right people get access to the right applications with the right permissions levels.

What HDI with the UltiPro Integration Looks Like

On a technical level, the UltiPro integration with OneLogin looks like the following:

As you can see, when someone in HR enters a new employee into Ultimate Software’s UltiPro, that information is automatically synced into OneLogin. IT teams can configure OneLogin to apply automatic rules to set up that employee with access to the appropriate company applications. For example, perhaps employees in the finance department only get access to the bank account website, but only if they have “controller” or “CFO” in their title do they get the ability to manage funds. The OneLogin platform can apply these rules on practically any information in UltiPro.

This also applies when an existing employee changes roles within the company. When their title or position changes, the same rules that granted them their initial access to the company’s applications will now grant them access to additional applications and remove them from the applications they no longer need.

HDI with UltiPro Improves Processes and Productivity

By setting up these application access and provisioning controls in OneLogin, IT can help secure HR and create a smoother onboard and offboard experience for employees.

Accurate Provisioning Ensures Security

Without an integration between an HRIS and IDaaS, IT has to manually set up (and deprovision) all user accounts. Since a typical organization can use dozens or even hundreds of web applications, an IT analyst who manually onboards new employees could potentially make a mistake, providing employees with access to tools that they shouldn’t have. Or when they do grant access, it might be with a higher level of access permissions or a more expensive licensing than actually needed.

On the other hand, having an HRIS and IDaaS integration minimizes data entry and human error, allowing IT to automatically provision new employees with the appropriate apps and access permissions, and deprovision them immediately. The same controls that keep employees from accessing what they shouldn’t are also used to swiftly grant them access to what they should. Additionally, the same policies that can instantly shut down accounts can also reach out to your critical cloud applications and instantly set up new accounts, with the right access levels, for just the employees who need them.

Complete Offboard Process Prevents Inappropriate Access

Everyone knows shutting down access for employees who leave or switch roles immediately is vital. Yet, an average of 10% or more former employees can still access systems of their former companies. Our new UltiPro integration helps prevent this from happening.. When an HR team member marks an employee as “departed” or “inactive”, they are also automatically suspended in OneLogin, ensuring they can no longer access corporate apps. This happens automatically, which reduces the chances of mistakes and IT’s workload.

Since OneLogin tracks all employee access to web apps, HR and IT can easily audit app access records to verify that no former employees still have access. Finally, shutting down unused accounts has the added benefit of saving you money by not wasting software licenses.

Smooth Onboard Process Increases Worker Productivity

Security is crucial for companies, but it doesn’t have to come at the expense of an end-user’s experience. A well-known architect and designer, Buckminster Fuller said, “When I am working on a problem, I never think about beauty. I only think about how to solve the problem. But when I have finished, if the solution isn’t beautiful, I know it is wrong.”

With the OneLogin and UltiPro integration, employees have a portal filled with the apps and permissions they’re supposed to have waiting for them on day one. Studies have shown that access to the proper tools and resources on day one of any new position has a significant impact on worker happiness, which improves productivity. Employees who were able to hit the ground running at a new position were found to remain with a company significantly longer that those who had a less than smooth experience.

How to Get Started

Integrating OneLogin with UltiPro takes only a few steps, which you can review on this documentation page. If you’d like to explore implementing HR-driven identity using OneLogin and UltiPro, we welcome you to speak with one of our cloud identity experts.

About the Author

John Offenhartz is the Lead Product Owner of all of OneLogin’s integration and development programs. John’s previous experiences cover over twenty years in Cloud-based Development and Product Management with such companies as Microsoft, Netscape, Oracle and SAP.

View all posts by John Offenhartz