Financial Services Company Customer Story
Turning Dozen of Tickets into Zero-Touch, Automated Offboarding with Oomnitza
32%
Increase in
Endpoint Reclamation
Zero
Touch Offboarding,
Down from 30+ Manual Touch Points
100+
IT Staff Hours Saved
Per Month on Offboarding
Business Profile
Employees
7,500+
Annual Revenue
$5.7 billion (2022)
Assets Under Management
$600 billion
Endpoints
12,000+
IT Managed and Unmanaged SaaS Apps
150+
The Challenges:
As a financial services company’s workforce became more dispersed and dynamic, their offboarding process struggled to keep up. Here's what they were facing:
- Over 30 manual steps and 32 separate tickets just to offboard one employee
- Endpoint recovery delays leading to inventory shrinkage and security risks
- No automated verification of offboarding tasks for audits or compliance
- Incomplete visibility into SaaS app access, especially for ex-employees
The Outcomes:
After implementing Oomnitza, the financial services organization turned their offboarding chaos into a well-oiled, automated process:
- 32% increase in endpoint reclamation
- Zero-touch offboarding, reduced from 30+ manual steps
- 100+ IT staff hours saved per month
- Access removal time dropped from 8 hours to 15 minutes
Moving from Ticket Chaos to Touchless Offboarding
A global financial services firm, based in the US, provides innovative technology-driven services to investment professionals. They had invested heavily in technology to manage their operations, and systems and tools needed to manage their environment.
While the firm had a substantial number of employees working out of their many offices, an increasing number of their team now work remotely, or under a hybrid model, on a permanent basis. They also had event-driven and seasonal periods with upwards of 3,000 temporary contractors and consultants joining their team. This dispersed and dynamic workforce created pressure on their joiners, movers and leavers, HR, and IT processes, especially during periods of increased employee turnover.
Their IT team would get bogged down with repetitive tasks related to deprovisioning access, recovering endpoints, and reassigning data and workspaces. With some of their industry peers in the news due to unauthorized PII access from ex-employees, the financial services firm decided it was time to streamline, secure, and automate their offboarding processes.
Faced with these sprawling, manual, and error-prone offboarding processes, the firm knew they needed a better way to manage departures—especially with thousands of hybrid workers and seasonal contractors. Their reliance on tickets, spreadsheets, and disconnected systems not only strained their IT team but also left security gaps and compliance risks.
With Oomnitza, the financial services firm implemented an automated, zero-touch offboarding process that saved time, improved endpoint reclamation, and significantly reduced data exposure risk.
The Financial Services Firm's Environment
- VMware Workspace ONE Suite for endpoint management
- CrowdStrike for endpoint security
- Microsoft Intune on a subset of machines as a result of an acquisition
- Jamf on all Mac and iOS devices
- SHI relationship for procurement
- Dell leasing program
- Okta for single sign-on
- Workday Human Resource Information System
- ServiceNow for service management and ticketing
Untangling the Spider Web of Tickets
As the financial services firm scaled and shifted to a more remote and flexible workforce, their legacy offboarding process simply couldn’t keep up. What started as a manageable workflow became a logistical and security nightmare.
Fragmented Tools, Fragmented Process
The firm has a large variety of systems and applications that are used by the various business units throughout the company. The multiple tools they use to manage their IT infrastructure didn’t integrate well enough to support their workflows.
Processes such as offboarding, technology audits, and decommissioning assets required many manual tasks and service desk tickets. As a result, the IT team needed to log into multiple tools, then use tickets and spreadsheets to drive those siloed actions.
Manual Overload
To run their offboarding workflows, the IT team would first receive a ticket from Human Resources. They would then initiate a series of 30+ downstream steps in various systems to deactivate and deprovision departing users, reassign work data to appropriate personnel, and reclaim all physical endpoints.
With a SaaS footprint of 150+ IT-managed and unmanaged apps, some of which were provisioned outside of Okta and varied by business unit and functional teams, this entailed a lot of manual tracking and effort spent on mundane tasks. On top of that, even though the firm utilized tickets in ServiceNow to run offboarding, they had no capabilities or workflows in place to automate the execution of the individual tasks.
The result? An average of 32 separate tickets to execute the entire offboarding process from separation to recovery!
Gaps in Security and Compliance
The lengthy and manual offboarding process also created gaps in security and controls. They weren’t able to easily provide evidence of offboarding controls, decommissioned assets, and security procedures to auditors.
They needed to ensure that former employees and contractors no longer had access to systems and proprietary data, but lacked the means to verify without manual steps–something that had already led to PII exposures and compliance failures in the past.
Missing Endpoints and Lost Dollars
On top of their deprovisioning challenges, the financial services firm struggled to recover endpoints assigned to their employees and contractors in a timely manner. Besides costing the company tens of thousands of dollars per year in “inventory shrinkage,” this also created security issues due to the proprietary company data residing on those uncaptured endpoints.
Real Returns. Real Savings. Real Results.
After struggling to scale and secure their offboarding process using traditional ticketing tools, the financial services firm turned to Oomnitza’s modern IT Asset Management (ITAM) solution. Over a three-month rollout, they used Oomnitza’s best practices to automate their Separation to Recovery (S2R) process.
Thanks to Oomnitza’s low-code workflow engine and native integrations with their key systems, the firm transformed their offboarding into a fully automated, policy-driven workflow—triggered directly by status changes in their HR system.
Now, when an employee departs from the financial firm, their status change in their HRIS system triggers secure offboarding workflows in Oomnitza. Access deprovisioning, work reassignment, and endpoint recovery all happen seamlessly and securely, with zero manual effort.
As a result of deploying Oomnitza for employee offboarding, the firm was able to realize significant cost savings, security improvements, and IT efficiencies.
Security Improvements
The completion time to remove access to key systems for departed employees was reduced from 8 hours using multiple tickets to 15 minutes using the automated S2R process, dramatically reducing the risk of proprietary data exposure and PII-related audit fines.
Cost Efficiencies
The financial services company increased their endpoint recovery and reclamation from offboarded employees by 32%. This alone achieved savings of several hundred thousand dollars per year.
Resource Efficiencies
As the extensive number of manual processes was reduced, the firm’s IT team was able to save 100+ hours per month on offboarding tasks and repurpose scarce IT resources towards business critical projects.
Automation
One of the most important benefits experienced by the firm was achieving efficiency through IT automation. Prior to Oomnitza, the tools they had in place were simply automating tickets that required human action.
After deploying Oomnitza and leveraging the power of the low-code automation engine, the financial services firm now has deep connections and integrations to all their systems. And most importantly, they have zero-touch offboarding automation to achieve their goals and desired state.
"Thanks to Oomnitza’s solution, we were able to reduce the number of tickets used for secure employee offboarding from 32 to only two for logging purposes, and now have a real automation system."
Chief Information Officer
Global Financial Services Company
Secure Offboarding Process with Oomnitza
Separate
- Employee status change in HR system
- Notifications to IT, HR, Finance, Legal, & other stakeholders
- Trigger logic tree for voluntary, involuntary, or other departures
Reassign
- Transfer ownership and access for docs, data, cloud resources and workspaces to manager or peers for business continuity
- Set up autoreplies and mail forwarding, delete calendar invites
Decommission
- If no remaining life, sanitize and wipe endpoints, recycle, store certificate of disposal, and update financial systems
- If remaining life, reimage and return to inventory for reallocation
Deprovision
- Lock endpoints (laptops, mobile, & in-field devices); preserve data and workspaces
- Revoke access to applications, network, and cloud infrastructure, within and outside the purview of single sign-on
Recover
- Ensure return of corporate end-points and accessories
- Reclaim cloud resources and application licenses
- Enforce legal hold and data preservation requirements
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