Challenge
A rapidly expanding private investment firm approached Astec to further enhance and scale their Joiners, Movers and Leavers (JML) processes. Due to ongoing business growth and a high rate of employee movement, these requests were becoming increasingly frequent and required a consistent, well-governed approach.
While the existing processes were being managed effectively, Astec recognised an opportunity to streamline provisioning, standardise permission mapping, and accelerate onboarding times. We wanted a scalable solution that would maintain control and governance while supporting continued growth without adding operational overhead.
Initial Assessment
Astec conducted a workflow review of the client’s existing JML processes and identified opportunities to improve efficiency and consistency as request volumes continued to rise:
- User creation handled across multiple systems and platforms
- Permission allocation dependent on manually interpreting role requirements
- Multiple communications often required to confirm access needs
- Approval steps handled via separate processes
- Increasing volume of routine administrative requests due to growth
It became clear that introducing a structured, automated workflow would provide long-term scalability while maintaining accuracy and governance.
Proposal Stage
Astec proposed a centralised automation solution tailored specifically to the client’s operating model:
- End-User Request Forms: Hiring managers would submit new user, leaver, or access change requests through a structured form, ensuring all required information was captured upfront.
- Approval Workflow: Each request would be routed to a designated approver within the business, who could approve or reject the request with a single click.
- Automated Provisioning: Once approved, the system would automatically create user accounts, assign appropriate permissions based on role mapping, and configure access across key systems.
- Secure Credential Delivery: Login details would be shared with the requestor via a secure, time-limited link to ensure confidentiality.
- Full JML Coverage: The same automation logic would be applied to leaver processes and access changes, ensuring consistency across the entire employee lifecycle.
This collaborative approach ensured the automation aligned with the firm’s internal governance, approval structure, and security requirements.
Service Go-Live
- Workflow Automation Enabled: The automated process was deployed and connected to the client’s identity platform and core business systems.
- Approval Routing Live: Designated approvers began receiving structured requests for review and action.
- Rapid Provisioning: Once approved, accounts were provisioned in under five minutes, with permissions mapped accurately every time.
- Secure Notifications: Hiring managers received automated updates and secure credential links, providing clear communication without additional manual steps.
The go-live phase ensured a seamless transition from manual handling to a fully automated and controlled process.
Post-Onboarding & Ongoing Support
- Process Optimisation: Astec continued refining role-based access templates to match evolving business requirements.
- Continuous Feedback Loop: Regular check-ins ensured the workflow remained aligned with hiring patterns and organisational structure.
- Scalable Model: As the business continued to grow, the automation framework scaled effortlessly without increasing operational overhead.
- Dedicated Support: Astec remained available to adjust approval paths, access templates, and workflows as business needs evolved.
Outcome
- Significant Time Efficiency: Routine JML tasks were streamlined into a fully automated process completed in minutes.
- Empowered IT Team: Engineers could focus more on higher-value support cases and strategic initiatives while routine provisioning ran in the background.
- Consistent Access Control: Role-based permission mapping ensured accuracy and reduced the risk of inconsistent access allocation.
- Flexible and Tailored Approach: The automation was designed around the client’s governance model, approval process, and growth plans.
- Collaborative & Efficient Operations: Business stakeholders, approvers, and IT now work together through a streamlined and transparent process.
“Astec helped us modernise our joiners and leavers process in a way that supports our growth. It’s fast, controlled, and gives both our managers and IT team complete confidence.”
