User Onboarding and Offboarding

Streamlined new hire onboarding

• Role-based account templates pre-configured with appropriate licenses, groups, and permissions
• Automated account creation workflows integrated with HRIS systems like BambooHR and ADP
• Email, Microsoft 365, Teams, and application access provisioned before first day for Houston hires
• Device assignment and configuration with standard builds, security policies, and apps ready to use
• Welcome emails with credentials, policies, training resources, and IT contact information
• SLA commitments: accounts ready within 4 business hours of HR notification for urgent hires

Role-based access control (RBAC) templates

• Department and job function templates defining standard access for sales, marketing, finance, and operations
• Security group membership automating permissions for file shares, applications, and cloud resources
• Least privilege principle ensuring new users receive only necessary access reducing security risks
• Manager approval workflows for elevated permissions, sensitive data, and admin access requests
• Custom templates for Houston-specific roles like field technicians, warehouse staff, and remote workers
• Annual template reviews updating access patterns as business processes and tools evolve

Internal transfers and role changes

• Documented mover process handling promotions, department transfers, and location changes
• Access modification workflows adding new permissions while removing old unnecessary access
• Group membership updates reflecting new reporting structure and team assignments
• Device and license changes reassigning hardware and software to match new role requirements
• Manager handoff procedures transferring mailbox delegates, file ownership, and project access
• Audit trail documentation tracking all access changes for compliance and security reviews

Secure employee offboarding

• Same-day account disablement upon HR notification preventing unauthorized access after termination
• Password resets and MFA revocation ensuring former employees cannot re-authenticate
• Mailbox conversion to shared mailbox preserving email for manager access and legal hold
• OneDrive and file share ownership transfer to managers or department heads before deletion
• Device remote wipe for laptops, phones, and tablets removing company data securely
• VPN, application, and physical access revocation coordinating with IT and facilities teams

Exit knowledge capture and handoff

• Exit interviews with IT documenting system access, specialized knowledge, and project ownership
• Calendar and email delegation to managers during transition periods for business continuity
• Project and document handoff procedures transferring critical files and access to successors
• License reclamation returning Microsoft 365, Adobe, and application licenses to available pool
• Equipment inventory and return process collecting laptops, monitors, phones, and accessories
• Final access certification confirming all systems, applications, and data access removed

Compliance and audit documentation

• Detailed audit logs tracking all account creation, modification, and deletion activities
• Quarterly access reviews identifying stale accounts, excessive permissions, and orphaned resources
• Separation of duties enforcement preventing conflicting role assignments like requestor and approver
• Retention policies for departed employee data meeting legal, regulatory, and business requirements
• Compliance reporting for HIPAA, SOX, PCI-DSS showing proper access governance and controls
• Integration with managed IT services for ongoing access governance and security monitoring

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