Make IT Onboarding Efficient with Access Control Service

Every employees needs quick links

All of the businesses are a series of business processes. In fact, even a typical employee has many processes that need to be done to work in a company. Everyday, an employee needs to check-in and check-out for work attendance. Every month, an employee needs to apply for reimbursement for expenses. Every quarter or every year, an employee needs to do an assessment of their work. And, from time to time, an employee needs to run the workflow to get approvals. And today, many of these business processes are done using IT applications.

Plus, to share schedules, employees use a calendar application. To communicate and share information, employees use a mail application, a business chat application, an online meeting application and a file sharing solution. Some companies may use a project management application.

Furthermore, depending on the department or position of employees, there are more applications which employees need to use. If an employee is in an accounting department, the employee will need to use an accounting application. If an employee is a sales person, a CRM application will help manage clients.

I believe that it is quite surprising to know how many business applications we use today. In order to make it easy to access those applications, many employees create bookmarks or shortcuts. However, since employees may not know which bookmarks or shortcuts they should create, and since employees need to spend some time to create and maintain those bookmarks or shortcuts, some companies adopt an EIP application and put links there.

Links are related to department or position

The issue of providing a single set of links to all employees is that some applications are not needed for employees in some other departments. And for those, those unnecessary links are just distracting noise for them. Moreover, it may confuse some employees that they may not know which links are necessary.

Usually, a link set is common in a department. If an employee is in an accounting team, there should be a link for an accounting application. Plus, links to online banking systems might be useful for those employees. If an employee is in a sales department, the link to the client management application will be useful. Links to news sites might be useful too.

In order to have an effective set of links in the portal site, it is better to customize the links by the department or the position.

Access Control Service can make IT onboarding fast

HENNGE Access Control is an access control cloud service which will provide secure access to cloud services. HENNGE Access Control can provide a single sign-on feature to many different cloud applications. Plus, HENNGE Access Control can control access to cloud applications not only by IP address but also by devices.

In addition to those secure access control features, HENNGE Access Control also provides a portal function which employees can access to applications quickly. This portal can be customized by access control groups. Usually, access policy and accessible applications are different by departments. Therefore, in many cases, users of HENNGE Access Control will create access control groups by departments.

The useful part about this portal function is that a simple link can be set also. Therefore, users can put all necessary links for an employee into one place. For an employee, there is no need to create bookmarks by oneself. Moreover, even if there are some changes in the links, links will be modified automatically once some other colleagues modify the links.

In Taiwan, according to this data by the government, the average working years in a single company is 5.9 years in 2014. This number might be different today but we can assume it is around 6 years. This means the average turnover rate is 16.7% a year. From this, we can calculate that if there is a company with 100 employees, 16-17 employees are changing every year. If the company is growing, more people will be on-boarding every year.

One of the issues in the IT department is that it takes time to prepare for newly onboarding employees. As there are more applications used in the company, more setting IT managers need to do. Single sign-on features will benefit IT managers that they don't need to create new accounts for every application. Plus, in HENNGE Access Control, once an IT manager knows which department the new employee belongs to, the IT manager can finish the setting by adding the new employee to the access control group. Then, the new employee can access the portal where all the links necessary are already set. Although HENNGE Access Control is a security solution, it also can be used to increase the efficiency of the onboarding process for an IT department.