A single user repository contains all the administrative data of both internal and external users. The file therefore contains only natural persons.
It provides an accurate snapshot of the people who have a contractual relationship with the company at any given time.
This repository is therefore an IT-related document, since we're talking about users.
It's not a list of employees from an HR point of view, as contractors, temps and consultants are included.
It's not a list of accounts either - we're talking about physical persons here, which excludes system accounts, duplicates, etc. This avoids exporting Active Directory accounts, for example. This avoids exporting Active Directory accounts, for example 😉.
The single user repository seems so simple, yet so complex to create.
Why create a user repository?
This serves several purposes:
- IT: this makes it possible to cross-check accounts with users. This is followed by an analysis of ghost accounts, duplicates and shared accounts.
- human resources: this enables us to know the actual number of employees within the company, so that we can size up our needs in terms of premises, equipment or even training.
- managers: this means you always know your team's actual headcount, and can anticipate the need for space, equipment, etc.
How do you create this repository?
We need to identify the various sources of information that will enable us to build this file.
- The HRIS or HR file, also known as the golden source, contains all the company's employees.
- Managers know people from outside the company, but who are present in their teams for a limited time.
The next step is to facilitate the transfer of information to managers, using a standard form for example.
It's not unusual for HR departments to have several sources of information for all their data. These different sources need to be integrated.
Next, we need to automate imports from the various sources, and then deal with specificities such as duplicates, multi-contracts, contract changes and so on.
This information gathering and subsequent automation can be done in-house, in a rather tedious way, or with an external solution that will make the job much easier.
An IAM solution makes it possible to retrieve data from different sources to create a single user repository.
