Physical Access Control System Integration: How PIAM Improves HR Management
- Talal Masood
- Jan 2, 2022
- 7 min read
Updated: May 2
Integrating security and HR systems is a need in today's technologically driven era, not a luxury. Leading the way in this integration are Physical Identity and Access Management (PIAM) systems, such as Soloinsight's CloudGate, which provide a smooth method of integrating HR procedures with Physical Access Control Systems (PACS) like Lenel, CCure, AMAG, and Genetec. This blog post explores the ways in which PIAM improves HR administration, the advantages of this integration, and the effects that contemporary solutions such as CloudGate have on workforce security and efficiency.
The Intersection of HR Management and PIAM
The Intersection of Physical Access and Identity Management System and HR Management Security have historically functioned independently, but a more integrated approach is required due to the complexity of workplace dynamics. By drawing out a link between HR systems and PACS, PIAM makes sure that access permissions are effectively and safely handled from the time an employee is hired until they depart the company.
Streamlining Onboarding
When a new hire joins a company, the onboarding process usually entails a number of processes, such as supplying physical access credentials, setting up IT accounts, and making sure that company regulations are followed. By automating access provisioning based on HR data, PIAM simplifies this procedure. For example, it instantly allocates the right access permissions across the relevant PACS as soon as an employee's data are submitted into the HR system.
Automating Access Requests
Employees may need to ask for access to different places when their duties change over during their employment tenure. These requests are automatically routed through an approval engine with the help of PIAM, which further interfaces with HR systems and makes sure that only authorized staff are able to provide access. This not only lowers the possibility of unwanted access but also exceptionally expedites the whole process as well.
Assisting Remote and Hybrid Workforces
HR and security departments (especially after COVID) face additional difficulties as a result of the growth of remote and hybrid work. PIAM resolves this issue by offering dynamic access management that adjusts to shifting work contexts. For instance, when necessary, a remote worker may be given brief access to a facility; all activities will be recorded for compliance's sake. When needed, such a grant can be revoked at any given time, and while it is open, all his activities at the facility can be monitored and recorded for future reference and use.
The Future of HR Integration with Apple Wallet's Employee Badge and Google Wallet's Corporate Badge
The implementation of the Employee Badge in Apple Wallet and the Corporate Badge in Google Wallet signifies a noteworthy change in the way businesses oversee physical access. In addition to being practical, these mobile credentials come with improved security measures that are seamlessly connected with PIAM systems like CloudGate.
Simplified Access with Mobile Credentials
Employees no longer need actual badges or cards to enter restricted locations; instead, they may use their cell phones. This is especially helpful in large businesses where it can be difficult and error-prone to manage physical credentials.
Enhanced Protection
An extra layer of security is added to mobile credentials in Apple and Google Wallet by using the device's biometric authentication (such as Face ID or Touch ID). Because they would have to go beyond the device's security measures, this makes it considerably more difficult for unauthorized people to get access.
Seamless Integration Done Smoothly
CloudGate allows enterprises to handle mobile credentials in the same way that they would with traditional badges, thanks to its seamless integration with Google and Apple Wallet technology. This includes the capacity to track usage, revoke access in real time, and produce thorough reports for compliance audits.
The Function of Attestation Reports and Analytics in HR Management
The capacity of contemporary PIAM platforms to produce thorough Attestation Reports and offer analytics that can greatly improve HR management is one of their most notable advantages.
Ensuring Compliance
HR departments have a major issue when it comes to regulatory compliance, especially in sectors like healthcare, banking, and government. Access rights are always in compliance with legal requirements thanks to the thorough overview of who can access what areas provided by the Attestation Reports produced by this solution.
Improving Workforce Efficiency
HR teams might find waste in the way physical locations are used by examining data and patterns of access. For example, access can be changed to optimize space usage in underutilized regions, which could result in cost savings.
Enhancing Security and Reducing Risks
HR staff can also discover possible security concerns with the use of analytics and Attestation Reports. An employee may be in need of security attention if, for instance, they routinely enter a restricted location without a valid business reason.
Differences Between Legacy and Modern PIAM Platforms
Although the idea of integrating HR systems with PIAM is not that new, contemporary platforms such as CloudGate have a number of advantages over more traditional approaches.
Integration Capabilities
Legacy Systems: Frequently have integration issues and need manual upkeep and updates.
CloudGate: Seamlessly integrates with a wide range of HR systems, PACS, and other enterprise applications, ensuring a unified approach to access management.
Automation and Scalability
Antiquated Systems: generally rely on labor-intensive, error-prone manual procedures. Another issue is scalability because these systems were not made to handle the complexity of contemporary businesses.
CloudGate: Based on a cloud-based architecture that quickly expands with your organization's demands, this system automates the full hire-to-retire process, from onboarding to offboarding.
Mobile and Cloud Capabilities
Antiquated Systems: Their lack of support for cloud-based operations and mobile credentials limits their applicability in today's mobile-first, cloud-centric workplace.
CloudGate: Uses cloud computing to provide real-time updates and monitoring, and fully supports mobile credentials such as the Employee Badge in Apple Wallet and the Corporate Badge in Google Wallet.
Use Cases: PIAM improves HR Management
Let's examine a few actual situations where HR administration has been greatly improved via PIAM integration.
Case Study: A Global Consulting Firm
Challenge: This case study examines the challenge of managing access for a highly mobile workforce across numerous overseas offices of a global consulting firm.
Solution: To automate access provisioning and de-provisioning and guarantee that workers have the access they require wherever they are working, CloudGate linked with the company's HR system and PACS.
Outcome: Improved efficiency in managing access, reduced administrative overhead, and enhanced security.
Case Study: A Leading Healthcare System
Challenge: Ensuring adherence to stringent healthcare laws while controlling access for a sizable labor force and outside vendors.
Solution: To automate access controls, produce Attestation Reports, and offer real-time access point monitoring, CloudGate's PIAM platform was employed.
Outcome: The healthcare system decreased the possibility of unwanted access, streamlined access management procedures, and attained complete compliance with legal standards.
Case Study: A Top Financial Institution
Challenge: Keeping a high standard of operating efficiency while controlling access to restricted locations is a challenge.
Solution: Automated access control based on staff roles and responsibilities was made possible by CloudGate's interface with the institution's HR system, with real-time updates to account for role changes.
Outcome: Enhanced security, reduced risk of unauthorized access, and improved operational efficiency.
Benefits and Drawbacks of Plastic Cards
While mobile credentials are on the rise, many organizations still rely on traditional plastic cards for access control. Understanding the advantages and disadvantages of plastic cards is essential for HR teams when deciding on the best approach to access management.
Advantages of Plastic Cards
Acceptance and Familiarity: Plastic cards offer a dependable and comfortable user experience to both consumers and businesses because they are extensively acknowledged and accepted in a variety of industries.
Durability: Plastic cards of superior quality are a dependable choice for physical access and identification because they are made to be strong and resistant to normal wear and tear.
No Battery Dependency: Plastic cards don't rely on a device's battery life, in contrast to digital credentials kept in mobile wallets. This means that consistent access is guaranteed even when electronic devices aren't powered on.
Drawbacks of Plastic Cards
Security hazards: Plastic cards present serious security hazards since they are easily lost, stolen, and duplicated. This is especially true in settings where access control is essential. Security lapses may result from using a stolen or copied card without authorization.
Restricted Flexibility: Plastic cards are not easily updated or canceled remotely, and thus offer very little flexibility. Modifications to access permissions frequently necessitate the card's physical reissue, which causes delays and extra expenses.
Reporting Lost Card: When most employees fail to notify lost cards or are unable to report for different reasons, it can be highly problematic at times. This is a frequent occurrence that can make it more difficult to regulate access management and activity within or outside of a specific location because, in the absence of a report on a lost card, HR would assume that it is still being used by authorized staff. This alone can become a huge security risk in any organization, which may lead to cybersecurity breach as well.
Environmental Impact: Plastic cards are less sustainable than digital credentials because they do not require physical elements, but their manufacturing and disposal add to environmental waste.
Administrative Burden: Handling physical cards presents scheduling and resource-intensive logistical issues, such as inventory control, distribution, and lost-or expired-card recovery.
The Future of HR Management with PIAM and Mobile Credentials
As organizations continue to evolve, the integration of HR systems with PIAM will become increasingly important. The rise of mobile credentials like Employee Badge in Apple Wallet and Corporate Badge in Google Wallet is just the beginning of a broader shift towards more flexible, secure, and efficient access management solutions.
Increased Adoption of Mobile Credentials
We anticipate a sharp rise in the use of mobile credentials as more businesses come to understand their advantages. This will improve the level of interaction between PIAM and HR systems even more, giving workers a more secure and seamless experience.
AI and Predictive Analytics
The integration of AI and predictive analytics into platforms like CloudGate will allow HR teams to proactively manage access rights, identify potential security risks, and optimize workforce efficiency.
Focus on Privacy and Security
Maintaining employee data security and privacy will be of utmost importance as mobile credentials proliferate. To overcome these issues, these platforms will need to develop constantly, offering strong encryption and real-time monitoring to safeguard sensitive data.
Conclusion
Integrating HR administration with Physical Identity and Access Management is not merely a fad; rather, it is essential to the productivity and security of today's workplace. Organizations can improve security, maintain regulatory compliance, and streamline their access management procedures by utilizing the features of contemporary PIAM solutions like Soloinsight's CloudGate. The ubiquity of mobile credentials such as the Employee Badge in Apple Wallet and the Corporate Badge in Google Wallet bodes well for the future of access management and HR.
Ready to transform your HR?
Are you prepared to use state-of-the-art PIAM solutions to transform your HR management? Examine how CloudGate from Soloinsight can change the way your company handles access control. For a demo, get in touch with us right now and learn about the future of effective, safe HR integration.
