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In this lesson, we'll cover

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automating the onboarding process in your organization.

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When we talk about automation,

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we refer to the use of technology

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to execute repetitive tasks,

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without continuous human intervention

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in order to increase overall efficiency

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and reduce the chances of human errors occurring.

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By automating your onboarding process,

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you can directly impact

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your organization's overall productivity,

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employee satisfaction and retention rates.

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This helps to ensure that your new hires

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are quickly and efficiently integrated into their roles

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in your organization's culture.

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By automating your onboarding process,

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you can utilize a systematic approach

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to this process that can eliminate

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any tedious manual tasks,

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reduce the likelihood of errors,

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and provide your new employees

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with structured, consistent experience.

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This allows your organization

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to quickly activate your new team member's potential

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so that they can contribute meaningfully

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in their new position within your organization sooner.

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Automating the onboarding process

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is crucial for businesses to scale effectively

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and ensure a consistent experience,

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while also reducing the administrative burden

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on your human resource

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and information technology departments.

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Using automation can enhance

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our support ticket management process as well

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by streamlining the onboarding process

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to make it more efficient and error free.

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There are many different areas

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that can be automated during the onboarding process,

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including creating documentation records

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for the new employee, scheduling their training,

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provisioning them equipment,

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managing their access rights,

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distributing various checklists

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that the new employee must complete

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and completing feedback throughout the process.

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But since we are cybersecurity professionals,

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we're really just going to focus

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on a use of automation to conduct

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user and resource provisioning.

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First, let's talk about user provisioning.

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User provisioning involves the creation

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and management of user accounts

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and access rights to internal systems.

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Automating user provisioning

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is an essential aspect of the onboarding process,

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since it ensures that new employees

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have the necessary access to systems, applications,

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and other resources required for their role

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as soon as they are brought on board.

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To conduct user provisioning,

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our automation process must collect information,

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create the user's account,

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assign the account the correct roles and access,

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send out the proper notifications and confirmations,

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and then conduct continuous synchronization and updates.

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First, the new employee will provide us

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with the necessary information,

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like their personal details, role,

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the department through an online forum,

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or they can enter them directly

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in your organization's human resource portal or system.

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Then based on the collected information,

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automation will work in the background

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to create user accounts

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and various systems such as email,

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work management platforms,

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internal communication tools,

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and other parts of your networks.

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Next, the system will assign the appropriate roles

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and access levels for their user's accounts automatically,

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depending on the new employees

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assigned department and position

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to ensure that they have the specific tools and data

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needed to perform their job.

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Once accounts are established and access is granted,

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automated notifications are sent to new employees,

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their managers, or the information technology department

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for their awareness, as well as to confirm

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that the account was properly created.

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Finally, the automation system is also used

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to keep the user's information

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synchronized across various platforms.

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When an update occurs such as an employee getting promoted

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or move into a different department,

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the system will automatically reflect these changes

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in their related accounts and access permissions.

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Now that we have covered the concept of user provisioning,

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let's move on to the coverage

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of automating resource provisioning.

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Resource provisioning automation

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ensures the timely and appropriate allocation

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of physical and digital resources,

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such as workstations, software licenses

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and communication tools.

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Resource provisioning is about allocating

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the necessary tools and resources

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that new employees need to perform their jobs.

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Resource provisioning occurs

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by completing a basic five step process

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that includes requirements analysis,

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resource allocation, configuration and customization,

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verification and auditing and gathering feedback.

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First, the system must analyze

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the submitted role and department information

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to determine the specific resources

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that should be assigned to the new employee.

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Then, based on pre-defined rules,

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automation system either initiates procurement workflows

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for resources not in inventory

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or allocates available resources.

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This might include setting up a workstation,

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providing a company issued smartphone,

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or granting a license

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to allow specific software to be utilized.

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Next, the resources are then configured

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according to the specific needs of the employee's role.

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For example, a graphic designer's workstation

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might be equipped with specialized photo editing

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or vector design software,

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while a salesperson might receive access

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to your organization's customer

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relationship management systems

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instead. Once the configuration

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and customizations are completed,

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you must use a verification process to ensure

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that the automation was successful

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in granting the new employee

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all of the resources that they would need.

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Once verification is complete,

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you should then also ensure that auditing is occurring

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to keep track of the resources that were allocated,

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which is a critical process to ensure

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your inventory management remains up to date

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and that your organization maintains

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its compliance posture.

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Finally, the new employee and their manager

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will receive some automated prompt to confirm that

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their resources meet their needs,

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or to report any issues

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or additional requirements

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that may still need to be fulfilled.

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For example, here at Dion Training,

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whenever you purchase a product at diontraining.com,

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it will begin our user provisioning

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and resource allocation automation.

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If you purchase a course

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or an exam voucher from us,

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our system will first check

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if you already have a user account with us.

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If you don't, the user provisioning process will begin

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and a brand new student account will be created for you.

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Once the account is created,

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it will then start our resource provisioning process

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to grant your new user account the proper access rights

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to the particular course,

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or exam voucher that you have purchased.

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When the automations are complete,

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you are then sent an email notifying you

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of your new account and a link

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for you to log into that account.

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This is a very basic onboarding process

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that is completely automated to onboard

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new students into our courses.

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Similarly, we have an onboarding process

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for our internal employees as well.

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Here at Dion Training when a new employee is hired,

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we use automated resource provisioning processes

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to provide the new hire with access

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to our learning management system,

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our content creation tools

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and our internal communication platforms

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as soon as they join our team.

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So remember, automating onboarding

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through user provisioning and resource provisioning,

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offers us many benefits to our organizations,

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including speeding up the onboarding process,

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reducing errors, ensuring compliance,

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and saving time and resources.

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By implementing automations for these processes,

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your organization can ensure a smooth, consistent,

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and efficient onboarding experience

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that enables new employees to contribute

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to the organization's success more quickly.

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This strategic approach

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of automating the onboarding process,

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not only optimizes the use of resources,

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but also enhances the new employee's journey

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during their first few days

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of employment in your organization.