Our client faced a significant challenge in managing access to applications for their staff. Their existing process for granting and revoking access to apps for healthcare workers was a manual form unable to retrieve user information, causing frustrations around time-consuming and errors. With a growing number of applications and a workforce that needed varying levels of access, it was clear that a more efficient solution was required.

AccessNow underwent a transformative redesign with a core focus on simplifying and streamlining the workflow. The key innovation at its heart was the overhaul of the conventional access request form into a user-friendly wizard format, consisting of three steps:

1. Application Selection: In the first step, healthcare workers can effortlessly choose the applications and their corresponding sub-access permissions that they require. This initial choice sets the foundation for the access management process, ensuring it aligns precisely with their needs.

2. User Selection: The second step introduces the ability to select the individuals who require access to the chosen applications and sub-accesses. This step can populate information if already available in the system. This drastically reduces the time previously spent on manual data entry, enhancing efficiency.

3. Review: In the third and final step, users have the opportunity to review the access and sub-access permissions they are granting or revoking. This crucial checkpoint ensures accuracy allowing users to confirm that access aligns with organizational policies and that it is directed to the appropriate recipients.

This revamped, three-step workflow empowers healthcare workers, making the access management process not only user-friendly but also highly efficient, saving time and minimizing errors.

Before the AccessNow redesign, the IAM team used to handle an average of 32 tasks per week from automated forms over the last 3 months. Since the new design’s launch, this number dropped to just 12 tasks assigned to the IAM team. With the enhancement, this number is expected to further decrease to only 2 tasks. This shows a significant reduction in task workload for the IAM team.

Additionally, managing roles for applications took up about 10 hours of development time every month. Now, maintaining these applications is estimated to save approximately 20 hours per month. This means less time spent on administrative tasks and more focus on critical healthcare operations.