A single user repository contains all the administrative data of internal and external users of the company. The file, therefore, contains only natural persons.
It provides an accurate snapshot of the individuals who have a contractual relationship with the company at a specific point in time.
This repository is thus a document relating to IT since we are talking about users.
This is not a list of employees according to an HR vision, as service providers, temporary staff and consultants are included.
This is not just a list of accounts; we are talking about physical persons, which excludes system accounts, duplicates, etc. This avoids exporting accounts from Active Directory, for example 😉.
A single user repository seems so simple, yet it is so complex to implement.
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Why create a user repository?
This serves several levels:
- IT: this allows accounts to be cross-referenced with users, followed by an analysis of ghost accounts, duplicates, and shared accounts.
- Human resources: This allows knowing the actual workforce within the company to size the needs in premises, equipment or even training.
- managers: this makes it possible to know the actual size of their team permanently, with anticipation of the need for space, equipment, etc.
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How to create this repository?
The various sources of information that will be used to build this file must be identified.
- The HRIS or HR file, also called the golden source, contains all the employees present in the company.
- Managers are aware of individuals external to the company who are present within their teams for a limited duration.
The next step is to facilitate the transfer of information to managers with, for example, a standard form to fill out.
It is not uncommon for HR departments to have multiple sources of information for all their data. These different sources need to be integrated.
Next, it is necessary to automate the imports from the different sources and then handle the specificities such as duplicates, multi-contracts, contract changes, etc.
This collection of information and the automation that follows can be done internally in a rather tedious way or with an external solution that will greatly facilitate the work.
An IAM solution facilitates the retrieval of data from various sources to establish a single user repository.
