CURRENT User Management Module

NAME OF
PROCESS:
PROPOSED User Management Module
NEW NAME OF
PROCESS:
PROCESS  Gilbert, Davies Albert
OWNER:  Domicile in:
Sector Department Section Unit
Administration HR Department HRMS Systems

PROCESS Key Issues/Concerns Solution

IMPROVEMENT
(NON-POLICY
CHANGE):

PROCESS N/A
IMPROVEMENT
(POLICY
CHANGE):
PROCESS ACT:
POLICY/ACT: None cited

POLICY:
None cited
CREATED BY: Davies Albert DATE CREATED: 14/10/2022
LAST UPDATED
Davies Albert DATE CHANGED: 14/10/2022
BY:
DOCUMENT
1.0 DOCUMENT CHANGES:
VERSION:
DESCRIPTION: i. This is the proposed approach to which users(staff) accounts shall be managed within
the system.

ACTORS: # Role
1. User, Staff, Employee Use the information system to perform various
duties. i.e. leave management
2. Head of Department/Unit Approve/decline various modules like leaves

PROCESS The purpose of the User Management Module process is to enable the creation and
PURPOSE: management of accounts within the system.

PROCESS The scope of the User Management Module is to Implement:

SCOPE:
 Creation and management of user/staff accounts in the information systems.
 Management of user permissions.

This process does not cover the following (Covered under exceptions to process flow)
 Management of company email accounts

a) User’s/Staff’s official email (jina.langu@mfano.com).

b) User’s personal email.
c) User’s full names.
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 d) Personal/Payroll/Employee Number.
e) Department.
f) System roles expected to be assigned to the user/staff.
g) Mobile number of the staff/employee.

PROCESS Process Start:

BOUNDARIES:  Process begins when a user/employee has been on boarded In the system
Process End:
 The request for creation of an account is approved and the user activates their account
by changing their initial password

A. Account Creation Requests

1. User/Staff has been on boarded
2. HR creates the user
3. All the Admins receives notification
4. An Email is sent to the User/Staff with a link and login credentials
5. The User/Staff clicks the link to activate their account .
6. Process ends.

B. FORGOT PASSWORD / RESET PASSWORD

1. If a User/Staff forgets their password, s/he clicks the Reset Password from the login
form.
2. The User/Staff fills in their respective email and clicks submit.
3. The System checks to see if the respective account is active, if account is active, the
system generates a link to reset the password and emails the link to the User’s/Staff’s
email.
4. The User/Staff(s) logs-into their email and clicks the reset password link.
5. The user is presented with a page to insert their desired new password and a confirm
password field.
6. The system updates the password.
7. Process ends.

PROCESS a) Created and activated user account on the system.

OUTPUT:
EXCEPTIONS TO 1. Initial creation of accounts for current users/staff after the system rolls out.
NORMAL 2. Management of email accounts
PROCESS FLOW:
CONTROL
POINTS AND
MEASURES:

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