Management of access permissions

IAV relies on professional authorization management with an integrated workflow for clear processes and processes.
Kundenreferenz IAV: Testfahrt PKW

Renate Boberg, Head of IT at IAV in Berlin, is visibly proud of what her team, together with us, notes specialist GEDYS-IntraWare, has created on our own for all IAV locations: “With this solution, we have not only optimised our processes, but also structure our processes much more clearly.”
The need to professionalize the existing small solution for managing access permissions via a Lotus Notes database has grown slowly. Today, data from multiple systems is collected and flows into the new user management system, the “IAV User Management”.


Automotive industry




Customized Workflow
“We were looking for a partner who brings a great deal of flexibility and who is able to adapt his product series to our individual wishes.”

Renate Boberg, HEAD of IT at IAV GmbH Berlin

The solution for modern authorization management of GEDYS IntraWare

Years ago, Renate Boberg chose GEDYS IntraWare in a competition presentation. At GEDYS IntraWare, the IT specialist found exactly what she was looking for. “We worked very closely from the beginning,” she said. “Change requests, individual adjustments or even one or the other system error could always be solved quickly and easily.”

Especially at IAV – a company that lives primarily from the project business – the introduction of programs and IT solutions is all about speed. “We simply cannot afford any restrictions on day-to-day business,” Boberg confirms. “This is known at GEDYS IntraWare and is adaptable accordingly.” Various CRM modules, such as HelpDesk, Schedule and the customer database, iAV is now in use.

The challenge:

Fast growth and system diversity

Our task was a workflow solution that does justice to both points.
“Since our foundation in 1983, we have grown very quickly,” explains Renate Boberg. “Of course, behaviours have crept in that no longer allow for the smooth management of access authorisations.” All changes made by an IT user – both personnel and cooperation in new projects – had to be implemented by the IT department. There was no defined procedure documenting these changes and their approvals by the responsible leader. “It was an unsatisfactory situation that had to be cleaned up.” Also and especially with regard to the customer structure – which consists primarily of competing car companies.

Although no doubt had ever been expressed about the internal security policy, based on long-standing and excellent business relationships, “but,” says Boberg, “we also wanted to do justice to this trust through transparent structures and complete documentation. be.” For the IT manager, there was no question that in this case too, they would work with the GEDYS IntraWare team. “We can now rely very well on each other,” she explains of the close ties to the service provider. “Individual solutions are not a problem with this relationship of trust.”

The individualized workflow

Based on the basic idea that the access authorizations and the employee administration with all their special features were to be defined, controlled, controlled and mapped as a process, the team of IAV GmbH developed a user management and obtained the GEDYS IntraWare to professionalize the workflow and visual user interface (GUI).

If a new employee starts at IAV or an already employed person changes his location, his team, his department, then human resources starts the process of user management. First step within the workflow: entering the master data (name, personnel number, cost center, etc.), then this document is automatically assigned the basic data— the requirements of a standard profile.

These include Novell as network access, Notes as a mail environment, SAP for time recording, access authorization via a locking card, and the key for the corresponding rooms that the new employee is allowed to enter and use. The CAx accesses, telephone connection and Internet access are not included in the standard profile and must be requested separately.

After the master data has been set up, the HR department forwards the document to the appropriate department head, who confirms, supplements or deletes it. Only after these approvals have been granted – visible in the input mask by appropriate hooks – will the new user be activated and can work.

The completion of the process is confirmed by an e-mail to the department manager. Automatically, the employee data is transferred to the Lotus Notes IAV address book and to the internal telephone database.

During the entire editing you can look at the state of play in the database. “This will create the highest level of transparency,” says Renate Boberg. “Who wants to see on the screen that they are delaying the process.”

Employee or departmental change, contract changes, access authorizations, project and group membership – all these administrative processes are available via the individual workflow solution with the necessary changes in the access permissions have been automated.

“The changeover to the new solution was not easy for the employees at first,” says Boberg. “Like everything unknown, many initially reacted insecurely or negatively.”

The new tool has introduced the IT department not only via the intranet; Poster campaigns in the house and the personal information of the department heads provided additional attention.

Today, iAV appreciates the automated process. “It simplifies a lot,” says the HEAD of IT. “In addition, there is the complete documentation of who received which permissions and at what time.” The principle of the “Chinese Wall”, which has been in place since the company’s inception, is thus documented in a computer-supported way.

“A good feeling,” says Renate Boberg, “which is also noticeable to our customers.”