How to take the Pain out of Employee Onboarding and Offboarding

November 9th, 2017   /     /   product and technology

For Human Resources professionals, onboarding and offboarding employees is often a complex and manual process with dependencies on external teams. Typically, Human Resources staff interact with Information Technology (IT) staff on an ad hoc basis to request application provisioning and deprovisioning.

This process not only creates a bottleneck in the new employee onboarding process, but also introduces the risk of idle time for new employees waiting for application access. Additionally, organizations are challenged to execute prompt offboarding and comprehensive deprovisioning upon employee departure, which creates security risk in the form of prolonged access to apps for former employees as well as an increased likelihood of account compromise.

The Value of Integrating Identity Management and HR Systems

Integrating Human Resources systems - including Namely, Ultipro, and Workday - with OneLogin benefits a number of parties: not only members of both the HR and IT teams, but also employees across the organization.

By synchronizing HR systems and OneLogin, the efficiency, accuracy, and security of both the employee onboarding and offboarding processes are improved. Additionally, OneLogin in turn synchronizes other directories, including G Suite, Microsoft Active Directory, and LDAP.

The new employee onboarding process is accelerated by enabling OneLogin to provision application access to new hires in an automated fashion, removing the typical dependency on IT to provision many apps to many new employees on a regular basis. Once a new employee profile is created in the HR system, OneLogin is triggered to create accounts associated with the apps that the new hire will use.

“You know what a pain it is to set up new hires … it used to consume half, if not the whole Friday before the new hire start, for 3 or 4 people on my team to provision new hires. With the rollout and deployment of OneLogin, that time has shrunk to minutes.”
- Mustafa Ebadi, VP IT & Services, SOTI

Conversely, once an employee is off-boarded, and their status within the HR system is changed, OneLogin will remove the accounts associated with the employee concordantly. Again, this not only prevents the ex-employee from having ongoing access, but eliminates the possibility of an account sitting idle, ripe for account compromise - one of the leading causes of data breaches.

Additional Benefits Worth Considering

In addition to providing meaningful efficiency and security gains, HR-Driven Identity Management empowers HR teams to manage the new employee onboarding and app provisioning workflow in a more holistic, end-to-end manner. Simultaneously, HR staff eliminates what is otherwise a lengthy series of tasks for the IT team. Win. Win.

Naturally, all of the above benefits are coupled with the established advantages of using OneLogin, whereby the day-to-day employee experience is improved via simplified authentication.

Users are increasingly accessing more and more applications, and keeping track of dozens of credential sets is challenging. This leads to the usage of insecure passwords, writing credential sets down on sticky notes, and reusing passwords. With OneLogin, users login to OneLogin, and then are met with a portal that provides access to all their applications via a single click.

To learn more, be sure to review our dedicated webpage on Human Resources Driven Identity Management.

About the Author

As CloudLock’s Product Marketing Manager, I spend my days (and nights) helping people better understand how a secure cloud inspires collaboration, boosts productivity, and transforms business for all of us.

View all posts by Michael Gleason