Departure of an employee, end of an internship, end of a service provider's assignment, maternity leave, sick leave... these are just some of the IT offboarding scenarios to consider!

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Generally speaking, IT offboarding refers to the departure of an employee, for which the IT department is called in to ensure that all hardware has been returned, user accounts revoked, badges deactivated, mailboxes rerouted, files archived, and so on.

This critical stage, if not perfectly structured, can very quickly cost the company dearly:

• poor employee experience - ↘️ employer brand appeal,
• wasted time and systematic downtime - ↘️ IT team productivity
• data breach - ↘️ securing sensitive information
• financial losses - ️ hardware and software expenses

In the employee lifecycle, when should total or partial IT offboarding be triggered?

• Permanent contracts, fixed-term contracts, internships : the HR department enters the information in its HRIS so that the IT department is notified sufficiently in advance of the contract end date. In this case, SSO can be used to quickly deactivate user accounts and network access, but care must be taken to ensure that the administrators of the various business software applications have been informed so that accounts can be deprovisioned, and that all hardware has been returned.

• Sick leave, maternity leave, etc.: these are long-term absences for which it may be necessary to reallocate software access, licenses, etc. to avoid paying for unused access, but instead reallocate it to those who need it. In this case, the scenario is similar to that of employee IT offboarding, but partial. IT and the business departments must first define which applications they could thus deprovision in order to reassign them. On the employee's return, IT must have kept a record of the employee's access, so that it can be reopened to the departed employee.

• Internal mobility: being able to offer employees career development paths is an opportunity for both the company, which capitalizes on the profiles it trains, and the employee, who can broaden the spectrum of his or her expertise. But beyond the opportunity this represents, it is often accompanied by an accumulation of access rights, user accounts and so on. For the company, this represents additional costs when access and licenses could be reallocated, as well as risks in terms of access to data that the employee should no longer have. For the IT department, it's a real headache, and to get it right, you need to ask the new manager what the person is going to need, and what he or she will no longer need. 

• Service providers, freelancers, intermittents : this population is often managed by the business lines themselves, via an excel file or equivalent. In this way, the various departments notify IT of the imminent arrival of a service provider and the end of his or her assignment. As service providers may return several times a year, IT and managers need to exchange information at the end of each assignment, in order to deprovision user accounts, recover equipment, close network accesses, and so on. 

These exit processes can quickly become time-consuming for IT teams when there is a high turnover of staff: companies undergoing rapid growth, numerous service providers or intermittents, turnover in short-staffed professions, etc. 

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To cover these different situations, the IT offboarding process must take into account :

• complete employee information with arrival and end dates > employees are managed in the HRIS, while service providers are managed in an Excel file,

• notifications from HR and business managers to IT based on employees' end dates,

• a centralized view of equipment to be recovered, software accesses to be closed, email settings and file archiving, etc...

• a reference catalog of all the company's resources, and the IT and business administrators who will need to be informed in order to deprovision accounts and ensure data security and optimal management of the associated investments. 

This means that the IT department has to juggle two processes: on the one hand, the employees or equivalent via HR, and on the other, the service providers and equivalent via the business lines. Yet behind it all lies the same IT on/offboarding process. 

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Discover Pyla, and restore agility to your IT team

• synchronized with your HRIS and accessible by managers, Pyla centralizes all company employees,

• list all hardware and software resources and internal administrators (IT and business): computers, screens, common and specialized software, network access, badges, cars, etc.

• define which employee profiles must have which resources.

So, whatever the employee profile, Pyla automatically triggers a full or partial IT offboarding process to perfectly coordinate HR, IT and business.

• good IT offboarding is a good last impression for the employee leaving you, who will be more inclined to speak well of the company, #employerbrand,

• securing data access, closing off access on both the IT and business sides, means preventing former employees from accessing company data: customer data vis-à-vis competitors, industrial data, financial data... #data security

• ensure perfect business continuity for operational teams: resend emails, archive files, reallocate data... #business continuity

• deprovision user accounts, do not leave any access or license assigned to a former employee, #cost management

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