The FITC security management process used to be highly manual and time-consuming. When a new user needed access, FMS had to prepare spreadsheets, email tickets to IT, and wait while IT staff manually applied each role and security context one by one. This led to turnaround times of up to two weeks, duplicate reviews, and frequent back-and-forth communication between FMS and IT.
Through collaboration with peers and internal research, the team discovered a more efficient approach by using the “Area of Responsibility” functionality to automatically provision security roles. This change eliminated the need for spreadsheets, tickets, and manual role entry. Today, access requests are turned around in less than 8 hours, providing a much better experience for end users.
The quarterly security review process was also simplified. What previously took 16 hours is now completed in about 4. This automation has created consistency, reduced errors, and freed staff time for higher-value work. Future improvements are also planned to automate user access removal for even more time savings.
Fellow Change Agents:
- Colette Gillespie
- Christine Kramps
- Gregg Holcomb
- Buzz Kettles
- Esosa Akele
- Matthew Lawrence
- Claire Bays
Impact of idea:
- 66 hours annually in provisioning time savings = $1,650
- 48 hours annually in quarterly security analysis reviews = $1,200
- 24 hours annually projected savings from automating access removal = $600
- Total annual savings: $3,450
- In addition, access request turnaround was reduced from up to 2 weeks to under 8 hours, creating a major improvement in user experience and customer service.
