You know the drill

When onboarding a new hire, you enter lots of data into their personal employee record: name, address, job title, department, email, phone number, etc. But you’re not the only one who needs it. IT does too, and it’s your job to get it to them.

When they receive it, they create an employee record in Active Directory, a Microsoft technology that keeps track of your organization’s user accounts, passwords, and other important information in an organized, secure location. For example, Active Directory is what drives the company directory in Outlook.

The Problem

There wouldn’t be a problem if employee data remained the same from day one to termination, but it doesn’t—Job titles, departments, emails, phone numbers, home addresses can all change. The problem is keeping two separate data repositories—the HR database and Active Directory—constantly in sync with up-to-date employee information.

That responsibility falls first to HR. You must remember to inform IT of any changes you’ve made and provide them with the correct data so they can enter it into Active Directory.

Mistakes Happen

HR can forget to notify IT of new hires or changes, and the oversight isn’t discovered until something isn’t working for an employee or an employee is missing. Or, as is often the case with entering data manually into a system, wrong info is unintentionally keyed in. Incorrect data can mean bad phone numbers dial in Outlook, emails bounce, or passwords don’t work.

Manually entering data is always time consuming, and in this case, both HR and IT spend time doing the same thing.

The solution

There is an easy, affordable way to solve the problem of keeping your employee data base and Active Directory in sync. It starts with Sage HRMS, a strong, modular Human Resource Management System. With that in place, add Sage HRMS Active Directory Conduit (ADC), and you’ll never have to worry about updating an existing employee record again.

How ADC works

ADC does not create an employee record in Active Directory, but once IT has done that, ADC kicks in. When anything is changed in Sage HRMS that affects Active Directory, ADC pulls that information from Sage HRMS and pushes it into Active Directory, keeping records up to date in all applications that rely on it, like Outlook.

ADC is an automated, synchronization process. It handles terminations, too, deactivating records when an employee is terminated in Sage HRMS.

Since it’s a scheduled service, you just “set it and forget it.” No need for HR to inform IT of employee data changes or terminations. No more manual updating by IT.

ADC also writes the results of the search and update into a detailed log file. Any problems with the configuration file can be detected and addressed.

Ready for a change?

Are you ready to automate updating Active Directory? Do you want to free both HR and IT from the headaches of manually keeping your employee records in sync?  Talk with your Sage business partner. You can visit our website to learn more. If you don’t already use Sage HRMS, give us a call at 1.888. 421.2004.