User scenario for offboarding an employee

This topic describes the steps required to run the Offboard an employee user scenario available out-of-the-box with the BMC Service Desk Automation run book. 

Overview

The Offboard Employee process disables a user's mailbox in Microsoft Exchange and disables the user account from Microsoft Active Directory. 

When an employee leaves an organization, either the Human Resources personnel or the manager submits a request in BMC MyIT to off-board the employee. A work order is created in BMC Remedy with SmartIT, which triggers a notification to BMC Atrium Orchestrator. BMC Atrium Orchestrator communicates with the fulfillment application, in this case, with Microsoft Exchange and Microsoft Active Directory to disable a user's mailbox and then disable the user from Microsoft Active Directory. 

Before you begin

Before you run the Offboard Employee use case, ensure that:

User scenario for offboarding an employee

Note

This topic describes how the out-of-the-box use case for offboarding an employee is run by using BMC MyIT and BMC Remedy with Smart IT applications. You can also execute the same use case by using BMC Remedy ITSM and BMC Service Request Management service desk application.  

  1. From the BMC MyIT service catalog, the employee's manager or an HR personnel submits a request to offboard an employee who has left the organization. 
    The following details are provided as part of the request:
    • First Name
    • Last Name
    • User ID (Required)
    • Email ID
    • Manager's Email Address
      The following figure shows the Offboard Employee request in BMC MyIT console. 
  2. Based on the service request definition, a work order is created in BMC Remedy with Smart IT (Smart IT) with all relevant details.
    The following figure shows the work order in Smart IT. 
     
  3. After a work order is created and an alert is generated, which is received by the BMC Remedy AR System monitor adapter. The alert text contains the details of the service request.
    The following figure shows the alert generated by BMC Remedy ITSM.
     
  4. When BMC Atrium Orchestrator monitor adapter receives an alert, the Process Offboard employee rule in BMC Atrium Orchestrator triggers the Process User Offboarding Event workflow.

    Note

    To view the rules set for the out-of-the-box use cases supported by BMC Service Desk Automation run book, import the BMC-SA-SDA_Fulfillment_Cases module in BMC Atrium Orchestrator Development Studio, go to the module and double-click rules. 

    The following figure shows the rules in the BMC-SA-SDA_Fulfillment_Cases module.
     

  5. The Process User Offboarding Event workflow internally calls the Do offboarding workflow, which disables the employee mailbox from Microsoft Exchange and disables the user account from Microsoft Active Directory. 
    The following figure shows the Process User Offboarding Event workflow in BMC Atrium Orchestrator Development Studio. 
     
  6. After the Process User Offboarding Event workflow is executed successfully, the work order info field is updated and the status is marked as Completed.  
    The following figure shows the updated status of the request in BMC Remedy Smart IT.
  7. In BMC MyIT, the request is marked as complete and the user is offboarded.
     

Where to go from here

To add new use cases that match your environment, see Adding a use case to BMC Service Desk Automation run book

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