Onboarding IT: steps to follow for a successful integration

Steps in IT onboarding

The basis strictly necessary for the arrival of a new employee is :

• supply materials
• create accounts
• configure accounts
• provide access.

⚠️ assigning 1st accesses is a major source of vulnerability. Passwords are either given on a piece of paper, or they are a default formula known to everyone (birthday, social security number), or they are identical for everyone. Even if these are one-time passwords, destined to be reset on first connection, it's important to choose a random password with secure transmission.

In a second step, we will have :

• train users
• communicate safety rules and best practices

But without automation, this step will take time, as the information must reach the IT department in a scattered fashion.

If you want to start making clean processes manually, follow these steps:

• Create a common base of applications and software that all users will need.
• Create user typologies with managers to apply application groups according to business lines.
• Define which applications or user groups are more sensitive than others, so you can monitor them more closely.
• Define a process with HR to identify new users, transfers and departures. The Excel file is still a solution, but you need to think about looking at it. Tickets like Jira or others may be more appropriate for tracking and adding information as you go along.
• Create accounts while applying specific nomenclatures for each application.
• Transmit login details.
• Helping people make their 1st connections.

With automation, the process involves far fewer people, is faster and more reliable.

The process will start in the same way as the manual process.

1. It is necessary to define a common base of applications, but the configuration will be done all at once. You create a software package with all the nomenclatures for each application, such as display name, e-mail address...
2. Then define application groups according to the different business areas, and create specific packages according to your needs. Parameterize them.

⚠️ this work takes time the first time, as it requires formalizing several packages, but you can do it officially by bringing together HR and managers to clearly define application and rights requirements.
Once this work is done, you're in the clear for all new arrivals.

1. Each time a new employee arrives, is transferred or leaves, a synchronization is made between the HRIS and the identity and access management platform. You are therefore notified of any changes on the dashboard.
2. You can manage the creation process semi-automatically, by applying packages to individual users, or fully automatically, by setting up workflows.
3. Logins are sent by e-mail or SMS, and password construction depends on your internal policy. It can be random or based on a date of birth, social security number or other.

How an employee arrival workflow works :

1. HRIS reports the arrival of a new employee, automatically creating a new user in your IAM solution.
2. The sequence is triggered when a new employee joins the IAM solution.
3. Depending on the department the newcomer will be joining, a filter will trigger the 'onboarding marketing' workflow.
4. One or more packages will be applied to create draft accounts.
5. You can add a waiting stage to request that the units are only activated the day before the employee's arrival, for example.
6. Units are activated for account creation.
7. You can also add a waiting step before sending the identifiers
8. Account IDs are sent to users or managers.

There is also access to checklists that can be assigned to a person so that he or she can check off what has been done:

• apply a package / check that a workflow is running smoothly
• allocate a laptop, a mouse, a monitor...
• give access to the printer
• provide access to common areas

Eliminate friction points during IT onboarding

Technical aspects

Onboarding is an extremely sensitive moment in the life of a company. Avoid common mistakes such as missing software or forgetting hardware.

The IT department plays a key role in the arrival of an employee, and that's why there's a very precise timing to be respected: on D-day, everything must be ready. Any delay will result in a loss of productivity and jammed machinery.

Automation is the only option that will help you in your process.

According to the SHRM website, 39% of those surveyed complained of difficulties in onboarding because they had no automated process.

The IT onboarding process must be smooth and familiar to everyone. You need to be well versed in the process.

Once the automation of account creation is in place, a large part of the process is already relieved.

The human aspect

Let's move on to the human side. We can't just focus on the material and technical aspects: the new employee needs a human touch.

The IT department needs to get in touch with him as soon as possible.

Write him an e-mail introducing yourself, so that he knows the different people he'll be dealing with at the company.

It's nicer to receive a welcome e-mail than to have your login details here: id firstname.lastname mdp: Wu7Gkd85J!

I'm sure you'll agree it's pretty cold 😂

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Hello {first name},

Welcome to {company}! We're delighted to welcome you to our team 😀.

You'll get all the access you need to start working.

You'll receive your access details in separate emails. Note that each initial password is temporary and will need to be reset to set a new one.

Our password policy is as follows:

{It's up to you to define it, bearing in mind that a password manager would be best and that SSO should be preferred}.

We have set up a password manager {manager name}. All your passwords will have to be chosen at random and stored in this space.

Whenever possible, choose to log in via your Google or Microsoft account to minimize the use of new passwords.

About safety :

{If you have MFA}

On some applications, we've implemented an additional security feature that will require you to provide a code from the Google Authenticator or Microsoft Authenticator application.Here's a link to our documentation to help you understand how to proceed if this security feature is new to you 😉.

Les logiciels communs à {nom de votre entreprise} :

• To exchange with your colleagues you'll use {Slack, Teams or other}.
• To plan your meetings ...
• Here's how to block meeting rooms (link to documentation).
• To store your work documents...
• Our message service is as follows...

Your specific work tools are :

• Salesforce, if you need training, don't hesitate to ask your manager.
• Canva for visuals, posters, videos and more
• Brevo to send emails to our customers and prospects

For all requests for new software, ask your manager. We have a very fluid internal process that will enable you to get a rapid response. workflow for requests for IT resources which takes the burden off support and brings transparency and fluidity to the process}.

If you encounter difficulties :

• Tu as oublié tes mots de passe ? Pas de panique, il y a une plateforme pour chaque collaborateur qui te permettra de réinitialiser la plupart de tes mots de passe : {lien de la plateforme, une solution d’IAM permet ce genre d’actions}.
• Do you have a question for the IT department? We communicate with tickets, by email {support@entreprise.com}.
• Having trouble with your equipment? Your contact is .... or send an e-mail to support or contact us by ticket.

But don't worry, we're aware that you're getting a lot of information for your first day, here's a meeting with {name of an IT person}.

You'll learn about the company's security policy and essential information, and you'll meet the support team!

Day and time of meeting.

Welcome to {company} !

{your first name}

IT department

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In conclusion

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