Takara has secured its internal data by controlling application access via Pyla

Overview

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TAKARA BIO Europe is a subsidiary of Takara Bio Inc, a Japanese group manufacturing and distributing a range of life science reagents. Brands managed by the group: Takara ™, Clontech® and Cellartis®. 

The group has offices in Japan, China, Europe, Korea, India and the USA. Founded in 1995, Takara Bio Europe now employs around 100 people, and continues to grow with many new employees joining and leaving the company. 

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Challenge

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Takara faced a number of challenges in absorbing growth and the increasing number of employees joining and leaving the company:

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• successful onboarding, providing employees with all their hardware and software resources as soon as they arrive
• control (sometimes rapid) offboarding by recovering all allocated resources & cutting off accesses in good time
• track and centralize hardware and software access allocations for the IT department
• save time by automating as many repetitive tasks as possible during these movements
• successful collaboration between multi-site, multi-department and multi-lingual teams
• document processes and material requests
• improve theemployee experience 

"Takara needed to simplify, monitor, track, improve the various stages of onboarding and offboarding." Serge Tonye, IT Technician at Takara

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The Takara process before Pyla: 

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1. The manager fills in a Microsoft Forms form for the arrival of an employee, with employee information and resource requests.
2. Once the form has been sent, an alert is sent to IT to prepare materials and accesses.
3. IT manually creates a task in the Wrike tool
4. IT makes a ticket to the IT service provider
5. IT notifies other resource administrators by email 
6. Creating access / preparing materials

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This process was deemed tedious because managers were unable to keep track of the progress of tasks, as several tools were involved, which sometimes led to oversights. 

For departures, we had to search the emails to find out what had been allocated. Some accesses were forgotten, and this was time-consuming. On the other hand, for certain strategic positions, it was important to cut off access quickly. 

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The company has chosen to centralize everything by adopting Pyla.

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Solution

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"We've halved the time spent preparing hardware and software the week after departure or arrival." Michael Elser, Business Intelligence & IT Manager at Takara Bio Europe. 

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After defining the main profiles in Pyla to build a resource matrix, Pyla was quickly adopted. Today, there are no exchanges outside Pyla for resource allocation/withdrawal issues. 

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Each player (IT, Manager, Resource Administrator) has a view of staff flows and the progress of resource requests. The platform also enables Takara to make an inventory of certain resources.

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This saves time and organization, because employees receive their access on the first day, so they can be productive straight away.  

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"The process via Pyla significantly reduces security risks. As a company manager, knowing that access is controlled and traced by the resource manager is a real guarantee. And it's important that new employees feel potentially operational as soon as they arrive." Pierre Lacaze, Managing Director, Takara Bio Europe

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