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System to handle employment & termination of user in an organisation

By thomas.nilsen ·
One of the problems I have seen in every place I?ve been working is the lack of a process for handling employment/termination of employees, looked at from the IT side.

This process can be split into three parts:

1. Employment and registration of new employees.
2. Keeping tabs on the updates of access rights/assets etc during the employment of the user.
3. Termination of the user when he/she leaves.

In most cases, the first step is usually handled by the manager sending an email the day before the new employee is about to start, about the requirements in terms of equipment, software, phones etc Of course, with a 10 days delivery time of new computer equipment, IT will get told of from not being able to supply the required hardware in time for the new start. It?s the same story, every time.

Step 2 can be handled in many different ways, but no consistency or record keeping is done in terms of what the employee actually has been given during the working relationship..

Step 3 is a never occurring case. IT will usually find out that the person has left the company when someone sends an email asking why this person is still on the mailing list 3 years after he/she left. Then you have the problem of finding out where did the PDA that this user was given, end up? Do we need to keep a backup of the users mailbox? etc...

So, what I?ve been looking for is a system/software solution where we can get everyone involved in the process of employing new staff to fulfil their part up front and in good time before the employee actually shows up on the door and needs access, and also use it as a base to keep the ?profile? of this user up to date.
Normally, this would involve HR (Personnel), Line Managers, Accounting and IT and possibly linking of several systems to get all the needed data available. As HR is usually the ones who handles all employment, it would be normal to have HR issue a "new user" request to the Line manager. Then the line manager specifies what needs this user has, which is passed on to account for approvel if needed, before ending up with IT for the actual creation of the accounts and access rights. The same goes for the termination process. HR will always know when an employee leaves, so it should trigger an event to get this login account shut down...

I?ve looked around for a while for a system which is event driven and can be used to keep tabs on the whole process of getting a new employee ready/updated/finished in a company without loosing time and money.

Does such a system exist, or will I have to sit down and write my own web app for it?

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Don't substitute technology for process

by JamesRL In reply to System to handle employme ...

First you need a good process. I've been at several places who did get themselves organized about such things. First they defined the idea process - whats the order of operations, who is responsible for what etc. Then they created a checklist - on paper. I suggest if you test out our process on a paper process, then try to improve it through technology you will be much better off than trying to find the quick technology solution.

You require buy in from HR. You require buy in from your own IT management.

At my current job, I just hired someone and went through the checklist(paper) and it worked pretty well - don't see the need to put it on a website.
As for long term tracking, physical assets should be tracked by departmental managers - who ever bought it has the reason to track it, unless there are questions about depreciation.

As for departures, at most companies I've been at there is a cancelling of all IDs/passwords etc that takes place on the last day of employment. For people laid off or fired it happens while they are having their HR interview.

James

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