The short answer
A good process connects HR, the management and IT. It determines when access is given or withdrawn, what means are needed and who checks that all steps have been carried out.
Start before anyone starts
The first working day is not the right time to find out which software is needed. Have the supervisor confirm the role, applications and necessary access in advance. HR reports start date and relevant changes. IT can then prepare the device and the accounts.
Give access based on the role
A copy of a colleague's rights is easy, but can give too much access. Use a role as starting point and allow additional access. Note who has approved exceptions and when they are reviewed.
Treat a departure as a planned change
Align the moment of entry with HR and the supervisor. Think alongside the laptop of shared services, external portals, mobile devices and file ownership. Rule data transfer according to internal agreements, without sharing personal accounts or passwords.
Also check function changes
A new role often adds rights, while old rights continue to exist. Take that control into the same process. JViT helps link user management to a repeatable checklist, so staff changes become less dependent on individual emails.
Discuss this with your team
- Who reports a start, change or departure?
- Who approves the necessary access?
- Which external services are included in scope?
- Who checks that the process is complete?
