Turbocharging Contractor Offboarding: Achieving 60% Faster Access Revocation and 30% Policy Compliance Boost in a Pharmaceutical Firm

Joel Plaut

January 25, 2024

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Introduction

This case study presents the successful implementation of an automated Contractor Offboarding Application for a pharmaceutical firm, resulting in a 30% improvement in policy compliance and a 60% acceleration in access revocation.By leveraging PowerApps and Power Automate, the company streamlined its offboarding process, ensuring efficient access management and compliance.

Business Scenario

The pharmaceutical company, located in Boston, Massachusetts, grappled with challenges in contractor offboarding. Manual organization-wide emails for offboarding requests led to delays and inefficiencies, including failed device recovery, and occasionally neglecting to revoke user access rights. The need for a more streamlined and automated system was evident to initiate offboarding, revoke access, recover devices, and track request status effectively.

Project Details

Our Solution

To address the challenges, the following strategic solutions were developed:

PowerApps Canvas App:

Created an intuitive platform for initiating contractor offboarding, simplifying the user experience.

Offboarding Form:

Designed a user-friendly form within PowerApps to capture essential information required for the offboarding process.

Power Automate (Flow) Integration:

Integrated Power Automate to automate email notifications, alerting relevant teams about access revocation.

Scheduled Notifications:

Utilized Power Automate to schedule and send timely notifications, ensuring prompt handling of offboarding requests.

SharePoint List Data Storage:

Employed a SharePoint List to centrally store offboarding data, providing a cohesive repository for progress tracking.

Benefits

The Contractor Offboarding Application offered a range of advantages:

1. Streamlined Process:Simplified offboarding initiation and data collection through an efficient
   PowerApps Canvas App.
2. Timely Access Revocation:Automated email notifications ensured swift access revocation by
   relevant teams.
3. Centralized Tracking:SharePoint List facilitated centralized tracking, reducing manual tracking
   efforts and enhancing visibility.
4. Increased Efficiency:User-friendly interface and automation led to reduced effort, enabling HR to focus on critical tasks.
5. Enhanced Compliance:Automated offboarding maintained consistency and compliance in contractor exits.
6. 
   

   Results

   The Contractor Offboarding Application achieved an impressive 60% improvement in the offboarding process. It streamlined operations, mitigated administrative overhead, and ensured seamless access revocation and device recovery. Lastly, it enabled a comprehensive system to ensure compliance and reporting for confirmation of performance.

    

   Conclusion

   This case study highlights the transformative impact of automated solutions in enhancing compliance, access control, and operational efficiency. The pharmaceutical firm’s commitment to optimizing its offboarding process showcases the potential of technology to drive significant improvements, promoting streamlined operations and compliance within the organization.