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Automating ESS User Management

Automating ESS User Management. By Nogalis. 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. Why?. Delay in creating new employee accounts

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Automating ESS User Management

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  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 • Create an AD account for the user • Enter each employee individually into Lawson security • 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 • Newhires • Terms • 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

  7. Add Quality Detect Prepare Process

  8. Detect Prepare Process Query Lawson and create tasks using pflow Custom POWERSHELL Pflow updates RM Custom Custom

  9. Step 1 – Record selection and task creation Detect 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) Insert into Custom table (status 0) Employee Query to find relevant records Logic to determine the type of operation (Add, Delete, Update) Custom

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

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

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

  13. Scheduling • The four steps outlines above can be performed as often as required and in any order. However the following recommendation is made: • Step 1 to run nightly (1 time) after business hours (i.e. 10pm) • Step 2 to run following step 1 (i.e. 10:30 pm) • 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 • 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

  14. 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)

  15. Infor10x Upgrade Bootcamp June 18 www.nogalis.com/bootcamp/

  16. Q/A @nogalisinc

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