Hi all,
Just a bit of background; I'm fairly new to IT only graduating from University a few years ago and starting my first job in IT. I'm currently working in IT Security for a medium sized entity as part of a much larger organisation. It just happens that management see me as the 'go to guy' for developing new technologies and I've basically taken the role of a systems analyst as well as being the security officer!
I've been asked to research, develop and implement a workflow system for our Process & Compliance department. My initial thought was to see if Microsoft have any products that will fit this criteria since we use Windows, Office, Exchange, Active Directory etc. I came across SharePoint; something I have heard of but know nothing about. There seems to be a vast amount of information available and from a novice point of view it seems very daunting.
The Process & Compliance department are responsible for setting up new users in various applications and then finally passing this task onto the IT department to create an AD account etc. Here are there list of requirements:
If anyone can confirm whether SharePoint can perform the requires below it would be very much appreciated. I might consider recommending employing a contractor to implement SharePoint as I feel this might be too difficult to set-up on my own:
We currently manage the process using Microsoft outlook tasks, a guide list of tasks to remind us what to set up and a job role matrix spreadsheet which contains the detail of the level of access required for each role for all of the different applications we set up. The process has grown over the last few years and has now developed into a very time consuming manual process which is also open to frequent error.
Main aim of Database:
To manage the company’s system access information by creating a unique record for each employee (300+) detailing their job role and the access required for their role and an audit trail of what is in place. A way of managing this by an open closed task style systems which we can run queries from. To give us better visibility and to manage the process more effectively we will require a number of queries and reports.
To achieve this believe we will need to create the following:
Tables of information
- Table 1 – all business departments, associated job roles and line managers
- Table 2 – all job roles and level of access required for each job role
Tabular Records– to separate the different elements of the information for each employee
- Tab 1 – Employee information (name, job role, start date etc)
- Tab 2 – Access requirements (applications, level of access, task open/closed and date stamped)
- Tab 3 – Compliance information (to record new starter training that needs to be deployed x days after start date etc)
Automatic functionality
When we have input the initial employee data we would like to select the relevant job role and get the database to pull back access required from table 2 in task style template so that we know exactly what access is required for that employee. This task style template will need to contain open and closed functionality which will be date stamped so we have a clear audit trail of what was set up and when and what is still outstanding.
Many thanks,
Mike