Data Quality in the HR System: The Foundation for Effective Access Management

When discussing access and user account management, it is easy to focus on the technical solutions. However, the foundation for a successful project lies elsewhere: in the data quality of your HR system. This topic is becoming increasingly important as more customers prepare for effective access management.

The HR System: Your Master Data Source

Think of the HR system as the heart of your organization’s employee data. It serves as the master data source and the single source of truth for everything configured in an access management system. Whether it involves user account management in Microsoft applications or access to specialized systems based on an employee’s role and organizational unit, the HR system is the definitive source.

Therefore, it is crucial that the data in the HR system is up-to-date and accurate. This applies to both the organizational structure and employees' job titles. Errors in this data can lead to numerous challenges, ranging from incorrect access permissions to inefficient processes.

What is Master Data in the HR System?

Master data in the HR system refers to the critical information related to the following categories.

• Individuals: Must have a unique ID key in addition to a national identification number.

• Employment Details: Start date, end date, and employment status.

• Positions: Position type and employment percentage (FTE).

• Organizational Affiliation: The department, section, or unit to which the employee belongs.

• Roles or Job Titles and Codes: A consistent naming convention and standardized codes or abbreviations are essential.

• Organizational Structure: Each object (e.g., unit, department, section) must have a unique ID key.

Checklist for Good Data Quality

Before starting an access management project, review the following areas to ensure the highest possible data quality:

• Integration with the National Registry: Is there an established integration between the HR system and the National Registry to ensure that personal information is kept up to date?

• Standardized Data Entry Procedures: Are there established procedures to ensure that data is entered consistently?

• Standard Workflow for Personnel Notifications: Are there established procedures for a standard workflow during hiring, changes in employment, and termination?

• Change Management: Are there established procedures to ensure that changes resulting from standardized procedures are handled and documented consistently?

• Organizational Change Management: Are there established procedures to ensure that changes to the organizational structure are managed in a timely and standardized manner?

Getting Started with the Project: A Data Quality Review

An access management project offers a prime opportunity to assess the quality of the master data in the HR system. As the project gets underway, any data quality issues will quickly come to light, giving you the chance to clean up your HR data.