Onboarding, transfers, and offboarding seem clear, until you actually have to execute them. Then variations arise per department, manual work in mailboxes, loose Excel lists, and above all: uncertainty. Has everything been done? On time? By the right person? And can you demonstrate it afterwards?
With SAS, you tackle JML as one chain process, with TOPdesk as the control point for execution and accountability, and Qixium as the orchestrator that brings systems and steps together.
The problem: fragmented execution
In many organizations, a JML process starts in the HR application but then goes in all directions. IT creates accounts, facility management arranges resources, managers approve “somewhere,” and no one has one complete overview. This costs time and creates risk, especially around IAM and audits.
The approach: automatic translation of HR data to TOPdesk work
A JML process starts with the HR application. Data such as name, function, and start date are sent to Qixium. In Qixium, fixed matrices are ready based on function profiles, and TOPdesk change activities are read in. Qixium combines this and automatically creates a change in TOPdesk with the correct number of activities at the right time.
Want a check moment? Then a manager can first approve and possibly adjust choices via the forms module.
The main reasons to use the JML Process Module:
- Happy new employees and managers; everything is arranged on time on the first working day without administrative hassle for the managers.
- No loss of hardware; everything that needs to be handed in is recorded in TOPdesk
- Increased security; accounts are deactivated on time, and there are no more software licenses in use by employees who have left the company
- Less manual work; activities are automated, such as creating accounts and linking them to rights groups
- Increased efficiency and fewer errors by creating links between different applications such as HR applications (AFAS, Youforce, Motion, HR2day), Microsoft Entra (Azure), TOPdesk, and all kinds of other applications such as Intune and SCCM.
- Time savings; no double work and no ping-pong effect between departments. Supporting departments will work together better
- Better insight; into the status of JML processes and more interaction with managers via our forms module and the Self-Service Portal of TOPdesk.
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Automate where possible, human where necessary
Not every step is the same. Therefore, you can mark activities as automatically executable. Consider account creation in Azure AD or local AD. What needs to be done manually remains visible as an activity in TOPdesk, including status. If something fails or threatens to be late, you can use signaling (for example, mail or incident registration).
Result: one auditable trail
Because all JML information lands in TOPdesk change management, a central point for registration and demonstrability towards ISO 27001 is created. During an audit, you can deliver overviews and detailed information directly from TOPdesk.
