Organisations often have various human resources, email, ERP and other types of applications that are used on a daily basis with each application requiring an employee account to be created with different information including credentials, roles and access rights. This is very time consuming for many organisations and usually creates many issues. For example, when an employee begins employment, he or she often has to wait several days for all accounts to be created; IT is usually first notified by HR when there is a new employee that needs access to various systems at the organisation.

This department then contacts the employee’s manager to verify all information is correct and manually create accounts in each system. If the employee moves to a different department or their information changes, such as last name, the IT department will have to manually change this information in each of the systems. By automating account management system and implementing a downstream provisioning system, this headache came be eliminated. Accounts can easily be provisioned in all of the organisations disparate applications and changes can easily be made from a central place.

Some key advantages of downstream provisioning are:

Clear Method Of Managing Accounts

Downstream provisioning will apply the same clear method of managing accounts that automating account management does to Windows accounts, to all other applications. Examples of this at organisations are copious. For example, one organisation recently handled account management, each using their own methods, resulting in many errors.

The organisation decided to automate its account management and implement downstream provisioning with customised electronic forms. Instead of free form data entry in each system, the organisation now uses one electronic template with drop-down menus with department names, radio buttons with locations and addresses built in, as well as mandatory fields required to create the account. This allows those in charge of account management to easily enter all information into a standard electronic form, allowing changes to be uniform across all applications.

New Accounts Don’t Take An Age To Set Up

With downstream provisioning new employees are able to have their accounts on their first day of employment and do not have to wait. Another firm, Canada-based company, dealt with this issue as its grew and its IT department had a four- to five-day window for account creation for employees. With downstream provisioning, the company’s HR department uses a web-based form to create accounts that allow them to easily enter the employee’s information, define their profiles and indicate which systems they need to access, drastically reducing the time required to create accounts.

Helpdesk Work Is Drastically Reduced

With downstream provisioning, the helpdesk can now easily make changes in one place and have all those changes automatically made in the appropriate systems and applications, eliminating the need to manually change information in each system.

Such was the case recently for a major multi-national manufacturer of textile goods. The company needed employees to have accounts in various systems, including internal systems such as SharePoint, help desk software, and the Exchange Global Address list. With more than 2,000 employees making changes to information in each of the systems, the company’s manual processes were labor intensive and time consuming. By using downstream provisioning, changes only need to be made in one place saving the IT department a tremendous amount of time and effort.

Overall, downstream provisioning allows for a more streamlined efficient way of account creation for organisations that have numerous systems and applications, eliminating the headache for end users and the IT department.