Improve Business Flow – Save Time with Three Runbooks

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Improve Business Flow – Save Time with Three Runbooks

System Center Orchestrator is time saving tool that allows IT to offload certain routine tasks to business areas such as HR.  Whether hiring a new employee, terminating an employee, or dealing with employee name changes, HR is the first area to handle the situation.  Today most organizations rely on IT to perform several of the tasks that HR already deals with.  In these cases HR sends an email, contacts the Help Desk, or in a lot of business still fills out a paper form after making changes in other systems.  In each case time is wasted by duplication of effort or in some cases, several email communications may go back and forth between the Access Control team and the requestor before the process can begin.

This can be greatly simplified and expedited by creating three runbooks based off the rules that IT defines.  System Center Orchestrator is a powerful platform that automates repetitive tasks and ensures they are performed accurately and completely every time.  It allows IT to take some of the more simple tasks and hand them off to HR or business managers to free up administrators to handle more skilled tasks.

When we deploy Orchestrator for a business that is just getting their feet wet in automation, we create three simple runbooks:

  1. New User Account,
  2. Disable User Account, and
  3. User Name Change.

We then assign appropriate permission to the runbook and present them via the Orchestrator web portal.  The Manager or HR employee then selects Start Runbook and fills out the form as shown below.

Rik1

Taking this to the next level integrates Orchestrator with Service Manager where the process can be tracked with a Service Request ticket.  This allows you and the requestor to track its progress through the system.  Just like ordering something from your favorite online retailer.  It also allows IT and management track performance metrics helping to prove the time and effort saved, all the while empowering your employees.

Rik2

When integrating Orchestrator with Service Manager you also get the benefit of workflow.  Service Manager’s Service Request form includes the Activities tab that allows you to add an approval task as part of the workflow.  As shown below, after a requestor has submitted the new user request form through the self-service portal a task is assigned to review and approve the request.  Only after this task has been completed will the runbook launch.

Rik3

You can go even further by directly integrating Orchestrator with the HR application.  There are several ways to accomplish this from the HR application providing a CSV of changed accounts to directly querying the HR database for account changes to have a completely automated hands-off solution.  This is what Taking Your Datacenter to the Next Level is all about.

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