What is User Provisioning and Deprovisioning?

IT and HR departments play critical roles in staffing and asset management being resposnsible for setting up and maintaining seamless workflows within their organizations. When done right there is less chaos and streamlined operations in all departments. One major role of IT and HR is taking care of user provisioning and deprovisioning. When organizations integrate IT assets like hardware devices or software licenses into their workflows, management, and access control for these systems is paramount. Learn more about this below:

During the onboarding of new staff, the HR and IT needs to ensure that they are fully equipped with the relevant resources, rights, and access. So, in short, provisioning is granting access, while deprovisioning is withdrawing them. To elaborate, it’s the process of managing digitized profile privileges. These privileges include permissions, roles, and rights of access. This process is repeated whenever there is a change in the organization or digital identities of staff. For large organizations, it is tedious and slow when done manually. Hence, some have considered automating the process—for good reasons.

Automating User Provisioning and Deprovisioning

Automation is the application of technology in tasks that require manual effort. For provisioning, it’s no different. With user provisioning automation, HR and IT staff will not have to handle manual and tedious tasks such as assigning access privileges to digital identities.. Since these tasks can be time-consuming, automation could improve productivity in an organization. Apart from this, here are a few more advantages of automating user provisioning.

Advantages of Automatic User Provisioning and Deprovisioning

  • Automation eliminates room for human error: Errors in business processes can be catastrophic. These errors can be avoided by relying on top-rated automation software. However, conduct due diligence before deciding to replace workflow with automation.
  • Automation prevents security breaches: Access privileges can be misused by unprofessional staff aiming to take advantage of them. Automation bridges this gap by cryptically handling sensitive data that can be compromised.
  • Automation helps you focus on other tasks:    By freeing up HR and IT of the need to process profiles manually, their focus shifts to other crucial roles. This dramatically saves on time and unreliability that comes with human capacity.
  • Automation increases visibility: When provisioning is done intuitively, admins can view profiles at a glance and get a clear picture on them. This visibility also promotes security and mitigates possible breaches.
  • Automation improves onboarding experience for new hires: The experience that new staff gets on their first day contributes to their perception of the organization. Besides, a positive experience will most likely challenge them to maintain high standards in the organization.

How to Implement a User Provisioning and Deprovisioning System

Now that you’ve learned some tidbits of provisioning and the benefits of automating it, it’s time to learn how to do it. This is a system that can help you realize the above benefits almost instantly. Before that, there are steps you should take to make sure the set-up is done right.

1. Review your Identity and Access Management (IAM) program

IAM is the process of ensuring people have the appropriate level of access to the organization’s technical resources. Therefore, things like automated user provisioning is a feature of IAM. Why is this important? When the current IAM is evaluated, its dependability and effectiveness is noted. From this, you will understand whether or not your onboarding process is secure.

2. Develop and evaluate use cases

If you are dealing with top-tier SaaS and multi-level departments, you will need to have a strategic plan. Moreover, your use case should support all benefits of the user provisioning process. This step needs to be reviewed by end-users in the organization. These include IT and system admins, customer support, and security teams. Their input and collaboration at an early stage ensure a successful deployment. 

3. Conduct a controlled test run

Testing the system on real-life scenarios at this stage is essential for tracking KPIs. As this is just a pilot program, execution should be thoughtful and cautiously done. This means the participants should understand that it’s a trial run. Also, the privileges to be tested here should be handpicked, and if possible, dummy tests can be used. Lastly, you need to collect data such as duration, outcome, and feedback from participants. If it doesn’t work, go back to the drawing board and fix bugs. 

 4. Plan for the resources to be used

Before deploying a successful user provisioning and deprovisioning system, it will call for a number of resources, mainly in monetary terms. In effect, you will need to plan for the same adequately. Some of the resources you will have to plan for include; project manager, analyst, technical lead, and admins. More so, this team will possibly call for a department set-up in the organization. Failure to allocate resources in the process could lead to disorder in the department. 

5. Deployment of the system

It’s advisable to have a rollout checklist for this step—to ensure everything goes as planned. Still, all the end-users need to be on board during the launch to confirm their status and provide feedback. Similarly, the pre-existing solution needs to retire immediately if the new system’s objectives are to be met. What follows now is the regular review of the KPIs. After all, this is the only way to tell whether or not the system works as expected.

Third Party User Provisioning Software

You might have wondered by now; aren’t there software solutions built to save you the time taken from IAM evaluation to deployment? The good news is that there is indeed software that can help you grant and revoke user privileges. Here at onetool we’re providing an easily accessible platform to automate user provisioning and deprovisioning for all your cloud software. 

The centralization and automation from such software can be worth the investment. Think of it as outsourcing, even though the control will be in-house with the help of an administrator. The other good thing about third-party user provisioning software is that most of the processes are automated. Other than the benefits of automation we discussed above, the software lets you optimize revenue and expenses for better ROI in your business.

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