1. Automating ESS User Management By Nogalis

2. What is covered? Why you should automate ESS user management General overview of methodology How-to demo (Basic) How-to overview (Comprehensive) The bells and whistles Q&A

3. Why? Delay in creating new employee accounts Delay in deactivating termed employees security risk Huge IT maintenance issue cluttering up the ticketing system Lack of accountability for account creation and timeliness IT access to HR data Potential for errors

4. Normal Process New employee is hired HR sends a report to IT or creates a ticket for each employee to be added. IT personnel o Create an AD account for the user o Enter each employee individually into Lawson security o Notify HR the task has been completed Email instructions are sent to employee …

5. When New employee account creation Terminated employee account deactivation Transfers and LOA

6. How to Automate (basics) Use ProcessFlow (LPA, IPA..) Query the database for changes using SQL node o Newhires o Terms o Transfers Decide what needs to be done using the Branch node Use the RM query and RM update nodes to make changes to the Resource Send notifications about update and log event

8. Add Quality Detect PrepareProcess

9. Detect PrepareProcess Custom Query Lawson and create tasks using pflow Custom Pflow updates RM Custom POWERSHELL

10. Employee Query to find relevant records Custom Logic to determine the type of operation (Add, Delete, Update) Insert into Custom table (status 0) Step 1 – Record selection and task creation Note: This logic will be performed by processflow a. Query the Lawson database for the types of changes that you want to track. i.e. Find New Hires; Find Terms, Find Status Changes … b. Determine the type of RM change requires for this change (ADD, DELETE, UPDATE) c. Insert a record into the custom table based on this logic (Potential for overwriting existing records exists since the table is now outside the Lawson DB) Detect

11. Query to find Open records (Status 0) Custom Perform Action based on Action_type Update the record status based on success (1) or fail (2) Custom Step 2 – LDAP updates Note: This program/script reside on a windows machine that can run powershell scripts a.Query the custom table for all status “0” records b.Perform the LDAP action with the given information on the record c.If update was successful, update the record with status of 1, other wise with status of 2 Prepare

12. Query to find success records (Status 1) Custom Update RM record based on Action_type Update the record status to closed (9) Custom Step 3 – RM Updates Note: This logic will be performed by another processflow a.Query the custom table for all status “1” records (See next slide for optional feature) b.Perform the correct RM action based on Action type c.When completed, update the record status to 9 (Closed) Process

13. Query to find success records (Status 2) Custom Send Notification to relevant IT Personnel Update the record status to closed (4) Custom Step 4 (Optional) – Error handling Note: This logic will be performed by another processflow a.Query the custom table for all status “2” records b.Create an error log and send via E-mail to relevant IT personnel c.When notification is completed, change status to 4 (Error Reported)

14. Scheduling The four steps outlines above can be performed as often as required and in any order. However the following recommendation is made: o Step 1 to run nightly (1 time) after business hours (i.e. 10pm) o Step 2 to run following step 1 (i.e. 10:30 pm) o Step 3 and 4 to run after step 3 (i.e. 11 pm) If the process is run multiple times in a day, the following might occur o Step 1 will continue to attempt to insert the same records into the Custom DB. This will result in an error each time from the DB which is as designed and harmless. This is mainly due to the fact that the Custom DB resides on another database and we cannot join the query from the Lawson db to determine if the record already exists

15. Maintenance It is recommended that status 9 records be purged from the Custom DB periodically to avoid future changes to the same employee from being ignored. (this can be added to the flow as well)

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