Our work Case Study
A coordinated joiner, mover and leaver process across HR and IT
This case study examines joiner, mover and leaver administration across HR, IT and facilities. An authorised lifecycle event selects the relevant tasks, assigns owners and records evidence of completion without inferring access entitlements.
Context
it services organisation
Focus
HR approval, role-specific checklists, equipment, access requests, completion evidence and escalations stay linked through the employee lifecycle record.
Systems and roles
HR information system as the authorised source.
Identity and service-management tools for approved IT requests.
Asset records, internal knowledge resources and an optional staff portal.
The operating context
The operating context is an IT services or professional-services organisation with HR records, identity tools, project systems and equipment managed by different people.
The challenge
A confirmed start date initiates account requests, equipment ordering, induction tasks and manager communications. Separate messages obscure readiness when each team records progress differently.
Leaver and role-change events require a different set of access and asset checks. The process needs an authorised source, proportionate access to employee data and an escalation route for time-sensitive tasks.
The approach
The approved HR event selects a role-specific checklist. A lifecycle record links the employee identifier, manager, relevant dates, task owners and completion evidence while limiting replication of HR information across other tools.
Managers use familiar task and communication tools, with a restricted internal portal where a shared view is needed. IT owns access templates and account-change authority. Training covers exception handling and correction of an incorrect event, including how to pause the workflow.
How the workflow works
HR event approved
The workflow accepts an authorised joiner, role-change or leaver event and checks the required dates and owner.
Tasks scoped
Rules select the equipment, induction and access-request checklist for the role.
Owners assigned
IT, facilities and the manager receive only the tasks and employee details relevant to their responsibilities.
Completion reviewed
Responsible owners confirm actions and retain evidence before HR marks the lifecycle stage complete.
Exceptions escalated
Overdue or inconsistent tasks enter the readiness view with a named resolution owner.
- 01
HR event approved
The workflow accepts an authorised joiner, role-change or leaver event and checks the required dates and owner.
- 02
Tasks scoped
Rules select the equipment, induction and access-request checklist for the role.
- 03
Owners assigned
IT, facilities and the manager receive only the tasks and employee details relevant to their responsibilities.
- 04
Completion reviewed
Responsible owners confirm actions and retain evidence before HR marks the lifecycle stage complete.
- 05
Exceptions escalated
Overdue or inconsistent tasks enter the readiness view with a named resolution owner.
Process overview. Steps, permissions and review points describe the operating design explored in this case study.
Where people stay in control
Human decisions and approvals
HR authorises lifecycle events and corrections. IT and line managers approve access requirements; sensitive account changes follow the organisation's existing authorisation controls.
Operating controls
- Minimum necessary employee data in each connected tool.
- Role-based access to HR records and review history.
- Approved templates for access requests and no inferred access entitlements.
- Recorded cancellations, date changes and recovery actions.
Validation, rollout and ownership
Validation covers cancelled starters, changed dates, internal moves and incomplete leaver records. A limited set of role templates establishes the checklist behavior before additional roles enter the process.
Training follows event ownership, completion evidence, escalation and the procedure for stopping an incorrect workflow. Date changes and cancellations remain part of the lifecycle history.
Measures and evaluation
Process evaluation uses a defined baseline and acceptance criteria to track the following indicators.
- Readiness of required tasks at an employee’s start date.
- Time to close approved leaver checklists.
- Overdue tasks by owner and lifecycle stage.
- Employee and manager completion of the agreed process.
The details, answered
Questions worth asking
Does the workflow decide an employee's access?
Access follows templates and approvals owned by the organisation. The workflow coordinates authorised requests and records completion; it does not infer access entitlements.
How do staff use the process?
Tasks and updates use familiar communication and service tools. A simple manager view brings outstanding actions together where the existing interfaces leave a coordination gap.
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