Employee Lifecycle Automation
Automated onboarding and offboarding across a multi-site organisation, reducing process time by 83% and eliminating manual errors.
Key Results
- 83% time reduction
- Onboarding and offboarding reduced from 3 hours to 30 minutes
- Zero manual errors
- Eliminated the 10-15% error rate from manual data entry
- Day-one readiness
- New starters productive from their first hour with accounts and hardware ready
- Stronger governance
- Automated audit trails and consistent access provisioning by role
The Challenge
A multi-site e-commerce retailer with 300 employees across three locations was struggling with manual onboarding and offboarding processes. HR would submit requests via email or forms, requiring IT to manually create accounts, set permissions, and coordinate access - a process prone to errors including misspelt names, incorrect job titles, wrong start dates, and inconsistent access permissions.
Each onboard or offboard took approximately three hours of IT time, with an estimated 10-15% error rate requiring follow-up corrections. New starters would sometimes arrive without accounts ready, or with incorrect access. Offboarding gaps created security risks with access not being revoked consistently.
The Solution
Approach
Conducted discovery sessions with IT, HR, and line managers to map the existing process and requirements. Documented service desk tools, Active Directory structure, Azure environment, hardware provisioning, and third-party services. Captured department-specific access requirements, software needs, and first-day setup expectations.
Implementation
Built a SharePoint-based intake system that triggered ManageEngine service desk tickets via API integration. PowerShell middleware scripts handled the heavy lifting - reading ticket data to automatically create or disable Active Directory accounts, assign appropriate security groups, configure Office 365 access, and send templated communications. The system queried the internal CMDB to identify third-party services requiring manual action, automatically generating follow-up tickets.
The Results
“The automation Daniel implemented transformed our onboarding process. What used to take hours and regularly resulted in mistakes now runs smoothly with minimal IT intervention. New starters hit the ground running from day one.”
Related Projects
View allHave a similar challenge?
Let's discuss how I can help you achieve similar results for your organisation.