Optimising access management with a modern HCM system

It is undeniable that we live in an era where technology is evolving faster than ever before. However, with this rapid advancement comes an increased need for security, control, and compliance. Ensuring that only the right individuals have access to an organisation's various systems and resources is now more crucial than ever. While a modern HR system may not seem like the obvious solution to this challenge, it actually plays a key role in automating and streamlining access management.

When an HCM system manages HR master data, it serves as a central data source for employee information. Both the HR department and the IT organisation can greatly benefit from structured information and data management.

What is access management and why does it matter?

Access management is essentially about ensuring that the right people have access to the right information and systems at the right time. Incorrect or outdated permissions can lead to security risks, inefficiencies, and non-compliance with regulations such as GDPR.

Traditional use of access management often involves manual administration, increasing the risk of errors and making it difficult to keep permissions updated when employees change roles or leave the company. In large organisations, employee data is frequently duplicated across payroll systems, time-tracking tools, and other IT systems - often containing conflicting or outdated information. The absence of a central, reliable data source (a 'single source of truth') not only results in inefficiencies and extra work but also creates security vulnerabilities in access management. When HR data exists in multiple versions across different platforms, maintaining consistent and secure system access becomes nearly impossible.

Why is an HCM system the solution?

For the IT department, integrating with the HCM system enables the creation of automated workflows for identity and access management (IAM). Using the HCM system as the source for master data ensures that the right people have the right access to the right systems at the right time. This not only enhances IT efficiency but also significantly improves organisational security. By automating access controls based on up-to-date HR data, organisations can reduce the risk of human error and security gaps that commonly arise from manual account and access management.

Utilising the HCM system as a central part of access management

For the HR department, the benefits of an HCM system extend beyond security. A modern HCM system revolutionises HR operations by digitising and automating previously time-consuming manual processes. This results in significant efficiency gains, where all employee data - from employment contracts and performance reviews to competency profiles and training history - is consolidated in one place and accessible in real-time.

An HCM system also enables a more strategic approach to HR, allowing HR teams to proactively manage workforce planning and talent development through detailed workforce analytics. Automating HR processes frees up valuable time, allowing HR professionals to focus on strategic initiatives such as organisational development and workplace culture. Another key advantage is the self-service functionality for employees and managers, allowing them to update personal details, request leave, and complete administrative tasks independently. This reduces HR’s administrative burden while increasing employee engagement and autonomy.

A modern HCM system is therefore the ideal solution, as it serves as a central and reliable source of all employee data. By integrating access management with HR data, organisations can ensure that permissions are always up-to-date and accurate.

• Automated access allocation: The system can automatically grant or revoke permissions based on employment status, role, and department.

• Simplified administration: HR and IT can collaborate more effectively with a central and up-to-date data source for all employees.

• Reduced security risks: Minimises the risk of 'ghost accounts' (accounts belonging to former employees) and incorrect access allocations, thereby strengthening internal security.

• Regulatory compliance: Facilitates compliance with GDPR and ISO standards through clear access controls and access logging.

• Process mapping: Implementing an HCM system requires process mapping, giving IT a clear overview of permissions and uncovering shadow IT.

The future of access management

Access management technology is evolving rapidly. AI and machine learning can in the future play an increasing role in predicting and adjusting permissions based on behavioural patterns. Additionally, organisations will continue to demand cloud-based and integrated solutions to further simplify administration.

Future access management will likely be driven by smart automation and AI technologies that continuously analyse user patterns and adjust permissions in real-time. AI-driven anomaly detection will also play a key role in identifying unusual user behaviours and potential security threats immediately. We are already seeing the emergence of "Just-In-Time Access," where permissions are granted dynamically and temporarily based on actual needs rather than permanent assignments. Integration between HCM systems and security platforms will deepen, with AI assistants managing routine access requests automatically and even suggesting adjustments to permission structures based on organisational changes. This will not only enhance security but also significantly reduce the administrative burden for both HR and IT while improving the user experience through faster and more precise access allocation.