General Approach to Mapping Workflows

For each workflow you want to map and later create in AccessNow, follow the steps below.

Understand the Process Purpose

Identify the goal and desired outcome of the workflow, for example, issuing a credential or provisioning or removing access.

Define the Trigger and Target Audience

Specify what initiates the workflow e.g., a manager’s request, employee request, an employee forgetting a card.

Assess who can place the request. Some workflows can only be initiated by specific people.

Map the Workflow Steps

Break the workflow into sequential steps. For each step, identify the following elements.

• Actor: Who performs the action, for example, employee, manager, system, security team member, or area owner. For approval or review steps, provide a detailed list of who is responsible for each credential type or area approval.

• Action: What is done e.g., submitting a form, approving a request.

• Data Captured: What information is required to complete the step, for example, employee details or a police report number. Identify all required form fields and their types. For drop-down and search lists, provide their content. For choice fields, define what selections can be made.

• Decisions: Does the step require a decision, for example, Approve, Deny, or Amend? If so, what are the conditions or branching logic, such as whether approval is required? Detail who makes the decision, how it occurs, and any escalation paths.

• Integrations: Note connections with external systems (e.g., HR, Gallagher Command Centre or Visitor Management).

• Notifications: Identify whether the step requires notifications and who should receive them.

Identify Alternative Paths

Note any deviations or exceptions from the main flow.

Describe what happens if a request is rejected, requires amendment, or a system callout fails.

Specify the Process Outcome

Outcomes are the results following the completion of a workflow. They define the final status, such as credential activation or access being granted or revoked. Additionally, consider specific outcomes in instances where requests are either approved or rejected.

Recommended Documentation and Validation

Prepare these artefacts for the workflow implementation stage:

• Flowcharts: Create visual diagrams for each workflow, showing steps, actors, and decisions.

• Descriptions: Write detailed step-by-step explanations alongside flowcharts.

• Test Cases: Think about the test scenarios to challenge and validate workflows after creation (e.g., stolen credential with no report, visitor signup failure).