Case Studies > Life Sciences Industry Case Study IT Authorization and Allocation

Life Sciences Industry Case Study IT Authorization and Allocation

Company Size

1,000+

Region

Asia
Europe
Middle East

Country

Worldwide

Product

Ultimus Adaptive BPM Suite
Authorization System IT (ASYS)

Tech Stack

Ultimus BPM Platform

Implementation Scale

Enterprise-wide Deployment

Impact Metrics

Cost Savings
Customer Satisfaction
Digital Expertise
Productivity Improvements

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration
Application Infrastructure & Middleware - Data Visualization
Platform as a Service (PaaS) - Application Development Platforms

Applicable Industries

Life Sciences

Applicable Functions

Business Operation
Quality Assurance

Use Cases

Process Control & Optimization
Regulatory Compliance Monitoring
Remote Control

Services

Software Design & Engineering Services
System Integration

About The Customer

Roche is a leading Life Sciences company with a broad spectrum of innovative medical solutions. For more than 100 years, they have been active in the discovery, development, manufacturing, and marketing of novel healthcare solutions. With over 80,000 employees in 139 countries, Roche is a global leader in the life sciences industry. The company is committed to improving the efficiency and accuracy of its IT authorization and allocation processes to enhance productivity and security. Roche's extensive operations and large workforce necessitate a robust and efficient system to manage IT authorizations effectively.

The Challenge

With over 80,000 employees in 139 countries, the efficiency and accuracy of Roche’s IT authorization and allocation process has been substandard in the past. Authorization requests took several days to be approved which impacted productivity. Human errors cost time and resources, and often resulted in the inadvertent allocation of user rights to inappropriate parties, a potential security risk. Challenges with the old processes include: Inconsistent Data. The IT department received numerous authorization requests every day with inconsistent information. Forms lacking complete information had to be returned to the requester for further completion. This part of the process would take several days to complete before the request could even be processed. Lack of Monitoring and Reporting. The lack of visibility in the authorization process was very frustrating for employees as they could not check the status of their requests or ensure that all of the necessary information had been submitted properly. Conversely, the IT department lacked a means of reporting, monitoring, and controlling the access and authorization rights they had granted. Time Consuming and Wasteful. The authorization process took several days to be approved meaning that employees were not able to complete all of the tasks required of them. Additionally, there was excessive lag time in the rerouting of access when the responsible party was unavailable.

The Solution

Using the Ultimus Adaptive BPM Suite, the IT department standardized all IT authorization requests in a system called Authorization System IT (ASYS), which is based on the Ultimus BPM Platform. Now, requests for IT user and access authorizations are standardized and involve organization-wide allocation, change, and removal of IT user and access rights. Additionally, the enhanced monitoring and reporting functionality of the BPM suite allows Roche to ensure that the requested authorizations are allocated efficiently and can be verified at any time. Moreover, information concerning the user authorizations of any employee can be accessed at all times. In terms of security and controls, all approvals are regulated. Due to the process definitions with respect to the assigning of people for approval, inadvertent allocation of user rights is eliminated. With the Ultimus Adaptive BPM Suite, IT authorization supervision is centralized and approvals are regulated, so IT security is guaranteed. Integration with Roche’s database ensures prompt and secure updating of employee data. User access rights are removed or added promptly upon employee departure and hire.

Operational Impact

Consistency in forms and user information has been achieved, ensuring that all authorization requests are complete and accurate before processing.
Improved monitoring and reporting capabilities allow both employees and the IT department to track the status of authorization requests and ensure proper information submission.
Reduced cycle and lag times in the authorization process, enabling employees to complete their tasks more efficiently and without unnecessary delays.
Greater control over authorization and access rights granted, ensuring that only appropriate parties receive the necessary access and reducing the risk of security breaches.
Increased visibility throughout the entire process ensures that proper rights are granted or eliminated with changes in the HR department, reducing the likelihood of human error.

Quantitative Benefit