Reducing User provisioning time from 30 minutes to 3 minutes with ADManager Plus at Workforce Solutions Capital Area

Business challenges

The primary challenge was the absence of a unified process to provision users simultaneously in on-premises Active Directory and Microsoft 365. Delays in synchronization led to issues with connected SaaS applications, where access invitations were triggered before user mailboxes were available. As automation increased across the environment, these gaps resulted in additional manual effort for the IT team, which was operating with limited resources and managing frequent user onboarding and offboarding.

Workforce Solutions Capital Area supports the public through job placement, childcare assistance, and workforce enablement, operating with significant government funding and compliance requirements. The organization relies on multiple third-party software systems that integrate with Active Directory and Microsoft 365. However, user provisioning across these environments was not synchronized. When a new user was created in the on-premises Active Directory, third-party tools would immediately synchronize and trigger email notifications before a Microsoft 365 mailbox existed. This resulted in failed onboarding communications and required the IT team to redo provisioning steps.

With a small IT team and frequent onboarding and offboarding activity, these inefficiencies created operational strain. Fully enabling a user assign licenses, group memberships, and ensuring email readiness could take up to 30 minutes per account and often required additional rework.

The solution

To address these challenges, Workforce Solutions Capital Area implemented ADManager Plus to centralize and automate user provisioning across both on-premises Active Directory and Microsoft 365.

With ADManager Plus, users are created in both environments simultaneously, ensuring mailboxes, licenses, and group memberships are provisioned in a single workflow. This eliminated synchronization delays and ensured third-party systems always had a valid mailbox to communicate with.

According to Kurt Hall, IT manager at Workforce Solutions Capital Area, once the system was set up, adoption across the team was seamless.

The onboarding and implementation service played a key role in maximizing value from the solution. The implementation team helped configure templates so that most user attributes were predefined, allowing IT staff to modify only a few fields during onboarding. Screens were reorganized to place required inputs on a single tab, significantly improving daily usability.

After implementation, Workforce Solutions Capital Area reduced user onboarding time from approximately 30 minutes to just three minutes per user. The IT team no longer needed to wait for directory synchronization or to resend invitations to third-party systems. User provisioning was faster, more consistent, and significantly less prone to errors.

The solution has delivered substantial time savings, reduced operational overhead, and provided the centralized control the IT team had been seeking for years.

About ADManager Plus

ADManager Plus is an identity governance and administration (IGA) solution that simplifies identity management, ensures security, and improves compliance. With ADManager Plus, manage the user life cycle from provisioning to deprovisioning, run access certification campaigns, orchestrate identity management across enterprise applications, and protect data on your enterprise platforms with regular backups. Use over 200 reports to gain valuable insights into identities and their access rights. Improve the efficiency of your IGA operations with workflows, automations, and role-based access control policies. ADManager Plus' Android and iOS applications help with on-the-go AD and Azure AD management. For more information about ADManager Plus, visit https://www.manageengine.com/products/ad-manager/.

About OnboardPro

OnboardPro is a ManageEngine service that provides solution implementation to clients upon request. This service includes the installation and customized configuration of ManageEngine solutions. It enables clients to seamlessly begin work without worrying about the complexities of product installation, deployment, and use. Every client environment is unique and requires additional support beyond the basic installation and standard features. With custom onboarding, clients have the option to engage a team of product experts to manage the installation, implementation, customization, and training based on their business needs. For more information, visit https://www.manageengine.com/onboarding/manageengine-onboardpro-iam-and-siem-professional-service.html.