Workflow Mapping Example
Example: New Employee Credential Request & Access Request
Trigger: A new employee’s manager raises a request.
Steps:
Manager logs into the PIAM system and initiates a “New Employee Credential & Access”.
Manager enters basic employee details, such as name and employee ID, and selects the desired access and schedule.
System notifies the employee to provide additional details.
Employee submits personal details and a photo.
Relevant area approvers are notified of access requests.
Area approvers review the request and grant or deny access to the areas they are responsible for.
If access to an area is granted, the relevant access group is automatically provisioned in Command Centre for the new employee. Otherwise, access is not granted.
The security team reviews the credential request. If it is approved, they print and encode the card with the employee details.
The employee is notified that the credential is ready for pickup.
Employee picks up the credential in person, with identity verification.
Security staff activates the credential.
Considerations:
Can employees self-initiate requests, or is it manager-only?
Consider whether the employee record is already available in Command Centre before the request is made. The cardholder must already exist in Command Centre for security reasons.
Define required fields the manager and employee respectively have to enter:
Manager: employee name and ID, access options, schedule (e.g., days/times);
Employee: photo size and format, pickup locations if available, identification type or number, and so on.
Specify who the area owners, or approvers, are for each access group that can be provisioned through this request.
List all available credential pickup options, if applicable.
Detail identity verification at pickup (e.g., ID check).
Consider what happens if credential or access requests are declined. Is a reason for the rejection required? Who has to be notified?
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