Self-Service: Create New Users, Update User and Departing User Information
IGA use case for receiving personal- and employment information from Self-Service, contains also on-boarding and off-boarding use cases
Self-Service: Create New Users, Update User and Departing User Information
IGA use case for receiving personal- and employment information from Self-Service, contains also on-boarding and off-boarding use cases
Self-Service: Create New Users, Update User and Departing User Information
This use case describes scenarios where end-users can add new users (onboard), update existing users, and manage departing user information (offboard) through Efecte Self-Service.
It is important to separate these use cases from user lifecycle management use cases. Difference between these two is that Self-Service use cases are the starting point for user lifecycle management use cases. Self-Service is actually one of the options to how to receive users personal and employment information to IGA solution. This means that use cases described in this document will end to user lifecycle management use cases.
Terminology
Below you can find terminology for Self-service use case related to user creation, updates and departing users. Check terminology for user lifecycle management, and don't forget to also check Efecte Glossary.
| Terminology | Description |
| Create new user |
Means that user adds personal and employment related information to source system(s), IGA solution receives information and starts provisioning for user creation towards directory/directories. Create new users is also a service in Self-Service. |
| On-board new user |
On-boarding has wider scope than creating users, in IGA context it also contains request access rights service, and if scope is extended it can contain also physical/privilege access right requests or other services. On-board new users is also a service in Self-Service. |
| Update existing user information |
Means that user makes personal and employment related changes to source system(s), IGA solution receives information and starts provisioning for user update towards the directory/directories. Update user information is also service in Self-Service. |
| Update departing user information | Means that user adds employment end date to source system(s), IGA solution receives information and starts several different actions for the departing user, process ends when all related access rights, auditing responsibilities etc. are removed from the user. Update departing user uses same service with update user information in Self-Service. |
| Off-boarding | Off-boarding can have wider scope than just disabling user accounts and removing access rights, like for example in cases where IGA solution is managing physical accesses, there might be a need to return keys or other equipment's. |
Use Case Descriptions
Use Case for Create New User (Onboarding)
"Create new users" service in Self-Service can be an individual service, or it can be bundled up with request access right service and in that case, the service is usually called “on-board new user”. If the customer is using other relevant services in their Self-Service, those can be bundled up with IGA onboarding service.
| Description | |
| Overview | In this use case is described how new user's personal and employment information is added to Self-Service. |
| Operators |
|
| Prerequisites | Customer has defined user lifecycle management use cases and settings for work period and account management. Customer has granted accesses to Self-Service for those users who can access either create new user or onboard user services. |
| Result | New users personal and employment information is received to IGA solution and user lifecycle management processes can be started. |
| New user creation process (on-boarding) |
|
| Reporting |
Reporting in Self-Service is depended on customer settings and access rights to the services, but end-users and managers can see for example:
|
| Ready-made services in Self-Service |
|
Use Case for Update User Information
End-users and manager can update users personal and/or employment related information from Self-Service.
| Description | |
| Overview | This use case describes how existing user's personal and employment information can be changed from Self-Service. |
| Operators |
|
| Prerequisites | Customer has defined user lifecycle management use cases and settings for work period and account management. Customer has granted accesses to Self-Service for those users who can access to update user information service. |
| Result | Existing users personal and employment information changes are received to IGA solution and user lifecycle management processes can be started. |
| Update user information |
|
| Reporting |
Reporting in Self-Service is depended on customer settings and access rights to the services, but end-users and managers can see for example,
|
| Ready-made services in Self-Service | Update user information |
Use Case for Departing Users (Offboarding)
Use case for departing users, is using same service as update user information in Self-Service. Only difference is that when end date is added to the request, it will start departing user process.
| Description | |
| Overview | This use case describes how departing user process is started from Self-Service. |
| Operators |
|
| Prerequisites | Customer has defined user lifecycle management use cases and settings for work period and account management. Customer has granted accesses to Self-Service for those users who can access to update user information service. |
| Result | Existing users personal and employment information changes are received to IGA solution and user lifecycle management processes can be started. |
| Update user information |
|
| Reporting |
Reporting in Self-Service is depended on customer settings and access rights to the services, but end-users and managers can see, for example:
|
| Ready-made services in Self-Service | Update user information |
Delivery Instructions
Configuration Instructions
Relations to other use cases:
- User lifecycle management
- Account management
Preparation tasks,
- User lifecycle management and work period management use cases need to be configured in IGA solution
- Generating and provisioning directory accounts, IGA account management need to be configured in IGA solution.
Configuration instructions:
- Use (publish/unpublished) the appropriate forms as agreed in the definition work shops with the customer. The options are:
- Onboard for internal users (bundle, including request access rights)
- Onboard for external users (bundle, including request access rights)
- Create new internal user (single service)
- Create new external user (single service)
- Update user information (single service) for both internal and external users, and this same service is used for departing users (offboarding).
- If you are working with an environment where only one work period per user is used, remove the following attributes from the ESS form(s):
- User exists?
- User
- New work period for existing user will be created. If you
wish to update existing work period, please use Update
Subordinate Information form
- Self-Service is using OU paths to find correct person datacards from IGA solution and granting access to the correct site where the forms are published.
- Set the correct organizational units on the Sites tab.
- Set the correct organizational units on the Sites tab.
- IGA related forms in Self-Service are displayed to users based on directory groups, ready-made roles can be found in the roles tab, for example IGA for managers.
- Change the groups used in the baseline to the actual customer directory groups defined in the delivery.
- Change the groups used in the baseline to the actual customer directory groups defined in the delivery.
- Information added to Self-Service is now send as IGA service request to IGA solution.
System- and Approval-testing Instructions
When IGA solution is delivered, we recommend to use Efecte Delivery Management tool for test cases, test findings and test phase reporting. These instructions referring to ready-made test cases in the tool.
Testing users created/updated/departed from Self-Service:
-
Login to Self-Service with one of the manager type of test users
- Create new internal and external users.
- Update existing subordinate information.
- Update personal information (first name, last name etc.).
- Update employment information (title, cost center, organizational unit).
- Create new work period for existing user (not valid if user has one work period and one directory account).
- Off-board existing subordinate .
- Validate that Self-Service is showing request status correctly in the front page.
- Validate that request history is showing information correctly in Self-Service.
Follow up user lifecycle management testing instructions for validating that data is received correctly and account management testing instruction for validating that data is provisioned correctly.
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