Why municipalities still manually create accounts in Zaaksysteem and Rx.Mission

The complexity of the municipal application landscape

Municipalities work with an ever-increasing number of applications. In addition to the core environment with Microsoft Entra (Active Directory), TOPdesk, and an HR system such as AFAS, employees use various domain-specific systems daily.

Examples include:

• Zaaksysteem

• Rx.Mission

• Corsa

• ValidSign

• SmartDocuments

• iNavigator

All these systems have their own accounts and authorizations. This is precisely where a challenge arises for many municipalities.

In practice, accounts in these systems are still often created and managed manually.

In practice: onboarding via tickets

When a new employee starts at a municipality, onboarding usually proceeds as follows:

1. HR enters the employee into AFAS

2. IT creates an account in Microsoft Entra / Active Directory

3. The service desk receives requests for access to applications

For example:

• access to Zaaksysteem

• access to Rx.Mission

• permissions in Corsa

• an account in ValidSign

These requests often arrive via TOPdesk tickets.

The service desk must then create an account or assign permissions in each system individually. For larger municipalities, this can involve 5 to 10 systems per employee.

Why this is becoming increasingly problematic

Manual account creation may seem manageable, but as the number of applications grows, more risks emerge:

• delays in onboarding

• incorrect authorizations

• accounts that remain active after termination of employment

• limited insight into who has access to what

For municipalities working with sensitive information – such as personal data, permit files, and enforcement data – this can lead to compliance and governance issues.

Additionally, it simply takes up a lot of the service desk’s time.

Automation of account provisioning

More and more municipalities are therefore looking into automating account management.

The starting point is simple:
HR data is the source.

When an employee is created in AFAS or changes roles, a workflow can automatically start to manage accounts and permissions.

For example:

AFAS → workflow → provisioning to:

• Microsoft Entra

• Zaaksysteem

• Rx.Mission

• Corsa

• ValidSign

This turns account management into a streamlined process instead of manual work.

Conclusion

The number of applications within municipalities continues to grow. Without automation, the number of manual actions also increases.

By automating provisioning processes between systems such as AFAS, Microsoft Entra, TOPdesk, and municipal applications, IT departments can:

• accelerate onboarding

• reduce errors

• gain better insight into authorizations

• and improve compliance.

How does this work within your municipality?

Are accounts for applications such as Zaaksysteem or Rx.Mission still created manually, or is this already done automatically from HR or identity management?

We are curious about the issues you encounter regarding account management and automation.