Three Tips to Improve HR and IT Process Integration

When it comes to discussing employee onboarding and offboarding there are two main players who are involved in the process, HR and IT. Often HR and IT professionals find themselves at odds with each other because their daily workflows are so different and there is often little understanding of that between the departments. However, technology has come a long way and there are now systems in place that can assist with the integration of employee onboarding, offboarding and other workforce processes. Here are Montra’s top tips to ensure a successfully integrated HR and IT onboarding/offboarding process: 

1.  Set Regular Communication Schedules 

Schedule regular check-ins between the two department heads to ensure both teams are on the same page. A commonly heard complaint from IT professionals is that they are not included in the on/offboarding process until the very end and that teams are not working together to create a seamless transition for employees. As with any relationship, communication is key to success. When it comes to HR and IT integration, clear and concise communication will go a long way. Making sure both teams are aware of deadlines and expectations will help to avoid any stressful surprises down the road. 

2. Automate Reminders 

Automating tasks and reminders in the onboarding/offboarding processes is a great way to improve efficiency and accuracy across the board. Whether it is with email or more sophisticated systems, automated reminder notifications can minimize communication delay and ensure that longer lead time processes like background checks and laptop procurement are able to get started as quickly as possible in the process. 

3. Use Technology to Integrate 

There are several HR and IT software integration solutions on the market. They are often too complex to implement for most companies – requiring external consultants to implement. Montra’s VIA EX software is designed with the mid-market in mind. EX is workforce management software that helps businesses manage the IT aspects of onboarding and offboarding. Implementation is straightforward in most modern HRIS. VIA EX does everything from user account creation across multiple applications to managing the laptop and phone ordering processes and even enables employee mass notifications. 

By using these tips, your HR and IT departments can work together seamlessly to ensure a smooth onboarding and offboarding experience for your employees. By integrating the software into your company’s current HR and IT systems, you can improve communication between these two vital groups and make your business run smoother. 

If you are interested in learning more about the VIA EX software or would like to try it for yourself, please email us at sales@montra.io. We would be happy to answer any of your questions and discuss how the software could benefit your business. 

Checklist for IT Employee Offboarding

Whether an employee leaves a company of their own accord or not, they first must be offboarded to ensure an easy and secure transition from their current role to their next one. IT administrators play a critical role in the offboarding process and must quickly and efficiently off-board the employee to keep business running smoothly. Follow our nine-step checklist to make sure you’re protecting your company’s network and data.

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Six Steps to Successful Employee Offboarding

When an employee leaves a company, offboarding is the process of ensuring that they have a smooth and secure transition from their current role to their next one. This includes tasks such as ensuring that all their accounts are closed and transferred, returning all devices and that the former employee can proceed easily to their new job.  

Employee off-boarding is critical not just for securing company data, but also for maintaining a safe workplace. A recent study has shown that about 89% of employees still had access to their company’s network and data after termination and around 83% continued to access their old employer’s accounts. With insider cyber-attacks rising by 44% over the past two years, it is more critical than ever to properly off-board employees after they leave your company. 

Here are some of the key steps involved in successfully offboarding an employee along with some of the best practices for making the process smoother.  

1. Disable all accounts and change passwords

One of the first steps in offboarding an employee is to disable their user accounts and change any passwords they may have had access to. This helps to ensure that the former employee does not have any access to company data or systems. Additionally, it is important to update any additional identity security measures such as multi-factor authentication that the employee may have been using. 

2. Collect company-owned devices

The next step is to collect any company property that the employee may have, such as phones, laptops, keys, or ID badges. It is important to do this as soon as possible so that the employee does not have access to company resources. Additionally, you should check with the employee to make sure that they have not taken any confidential information with them. If an employee is working remotely, you will need to arrange for someone to collect their devices from them or have the employee ship their devices back. 

3. Securely erase company devices

Either remotely or when the company devices are returned, securely erase the information on those devices. This will ensure that any company data on the devices cannot be accessed by the former employee. Once this is done you can prepare the devices for use by a new employee.

4. Contact Third-Parties

You should also notify any customers, partners or vendors, with whom the employee worked and provide them with the new contact information for your company. This will ensure that there are no potential information issues and that third-parties are able to continue working with your company without interruption.

5. Update your company’s HR records

Finally, you will need to update your company’s HR records to reflect the employee’s departure. This includes removing them from any health insurance or other benefits they may have been receiving. You will also need to update their contact information and emergency contact information. Once this is done, you can send out a farewell message to current employees. Additionally, by keeping open communication with the departing employee, you can help to make the transition as easy as possible for them. 

6. Follow cyber-compliance policies

When offboarding an employee, it is important to make certain you are operating within compliance of any relevant cyber-security regulations. For example, the National Institute of Standards and Technology Cyber Security Framework (NIST CSF) requires companies to take specific measures when deleting employee data. Additionally, ISO 27001 is a standard for information security management and requires companies to have a plan for terminating employees. The Health Insurance Portability and Accountability Act (HIPAA) requires companies to protect the privacy of employee health information. By following all applicable regulations, you can help to ensure that your company complies when offboarding employees. 

You can make sure that your company’s offboarding procedure is effective and safe by following these procedures. Whether an employee leaves your company by their choice or yours, offboarding them as quickly and efficiently as possible is key to limiting any exposure of your business to a disgruntled former employee. By following these tips, you can minimize the amount of time they have access to your IT systems and ensure that they depart on good terms. If you have any questions about how to execute these tips or would like help with offboarding your employees, feel free to reach out to us at sales@montra.io. 

Microsoft OneDrive – Eight Ways to Get the Most from It

When it comes to file storage and sharing, there are a lot of different options out there. Microsoft OneDrive is a cloud-based storage and synchronization service offered by Microsoft. It allows users to store files in the cloud, share files with others, and sync files across devices. With its many features, it can be difficult to know how to get the most out of the service. In this post, we will cover topics such as best practices, how to share and sync across devices, restore files, and collaborate with others. 

Some of the best features of Microsoft OneDrive are: 

1. You can store up to 5GB of data for free: This is a great option for those who don’t want to pay for storage or who are just starting out and don’t have a lot of files to store. 

2. It integrates well with Microsoft Office programs: If you are a Microsoft Office user, OneDrive will integrate well with your programs and make it easy to save files to the cloud. You can also access your files from any device, including phones, tablets, and computers. 

3. You can share files and folders with others and set permissions: This is a great way to collaborate with others. You can give others access to specific files and folders, or you can share your entire OneDrive account with them. 

While there are many great features, there are also some potential downsides. The primary pain points customers have with OneDrive are: 

1. The Interface Can be Confusing 

This is especially true for those who are not familiar with Microsoft Office programs. Whether you’re migrating from another cloud-sharing service or starting from scratch, there are a number of onboarding tutorials your employees can use to become well-versed with OneDrive’s features. 

2. Syncing files between devices Can be Difficult to Setup 

This can be a problem if you have different devices, such as a phone and a computer, and you want to keep the files on both devices. The OneDrive app is the best way to sync all your files, but it can be confusing to setup and often requires a power user or IT administrator to get it going properly.

3. File and Folder Names are different between Mac and
Windows users 

This can be confusing for users who are used to the naming conventions of one OS or the other. OneDrive follows the naming rules for Windows devices and will stop a user who names a file incorrectly. 

  • Disallowed characters include: \, /, :, *, ?, “, ‘, <, >, | 

Assuming you are making the jump to OneDrive, here are eight helpful tips to get the most from it:

1. Use OneDrive on a Mobile Device 

If you are using Microsoft OneDrive on a mobile device, there are a few things you should keep in mind to get the most out of it. First, make sure you have the latest version of the OneDrive app installed on your device – either from the Apple App Store or the Google Play Store. Second, if you are going to be accessing your files offline, make sure you have enough storage space on your device to accommodate them. And finally, remember that you can always access your OneDrive files from any web browser by going to onedrive.live.com.

2. Use OneDrive on a Mac or PC 

If you’re using a Mac or PC, you can access your OneDrive files by going to onedrive.live.com. Simply sign in with your Microsoft account and you’ll be able to view, download, or upload your files. You can also access your OneDrive files from the OneDrive app for Mac or PC, which you can download from either the Apple App Store or the Microsoft website.

3. Save Files to OneDrive 

To save a file to your Microsoft OneDrive, simply open the file in its respective application (Word, Excel, etc.), and then choose OneDrive as the location to save it. That’s it! Now you can access your file from any device with an internet connection by going to onedrive.live.com from your browser.

4. Upload Files 

Uploading files to Microsoft OneDrive is easy! Simply open the OneDrive app and click on the “Upload Files” button in the sidebar. From there, you can select the files you want to upload from your computer. Once the upload is complete, you’ll be able to access your files from any device with an internet connection by going to onedrive.live.com

5. Sync Files Across Devices 

If you are using Microsoft OneDrive, you can easily sync your files across multiple devices. To do this, simply sign into your OneDrive account on each device. Once you are signed in, your OneDrive files will automatically sync across all your devices.

6. Collaborate with Others 

Share Files 

Sharing files with others is a breeze with Microsoft OneDrive. Simply select the file or folder you wish to share, and then click the “Share” button. From there, you can enter the email addresses of the people you want to share with and decide whether they can view or edit the file. You can also add a message to include with the invitation. 

Share Folders 

If you’re collaborating with others on a project, Microsoft OneDrive is a great way to keep everyone on the same page. To do this, simply share your OneDrive file or folder with the people you’re working with. Once they have access to the folder, they’ll be able to view or edit them from any device with an internet connection.

7. Restore Older Versions of a File 

If you make accidental changes to a file or want to look at an older version of a file, this is a great feature of Microsoft OneDrive! You can easily go back to up to 10 prior versions of your file. To do this on a Mac or PC, simply right-click on the filename and choose “Browse Version History”. Once drive will provide you with a list of the dates and time of prior versions of the file. Select one and it will be opened in the appropriate application to view and save.

8. Access Your OneDrive Files Offline 

If you need to access your OneDrive files while you’re offline, there’s no need to worry! Microsoft OneDrive App on your device automatically makes a local copy of your files on your device, so you can always access them even if you don’t have an internet connection. To access your offline files, simply go to the OneDrive app and look for the “Available offline” section. 

Microsoft OneDrive is a great way to sync and share your files across multiple devices. It’s easy to use and has a variety of features that make it a valuable tool for both personal and professional use. We listed just a few of the potential benefits of using Microsoft OneDrive. If you have any questions about how to use OneDrive or would like help implementing it in your business, don’t hesitate to reach out to us at sales@montra.io. 

Seven Practices To Improve IT Asset Logistics

Do you know where all your company’s IT assets are? If not, you’re not alone – many businesses find it difficult to track down every phone, computer, or software license. IT asset tracking is an essential process for any organization looking to manage its technology resources efficiently. By establishing and following standardized procedures, your team can ensure that all devices and software are accounted for, and that important data is protected. In this blog post, we will outline some of the best practices in IT asset logistics so that you can create a system that works best for your organization. 

IT asset logistics is the process of tracking, monitoring, updating, and securing assets throughout their lifecycle. This includes locating and identifying assets, recording and tracking changes to asset data, and maintaining security and control over assets.  

The main goal of IT asset logistics is to ensure that organizations have a clear understanding of where all their assets are always. This helps to improve efficiency, reduce costs, and minimize the risk of lost or stolen assets.  

For an organization to implement an effective IT asset logistics solution, there are several key requirements that must be met: 

1. IT Asset Tracking Software: First and foremost, an organization needs appropriate IT asset tracking software. This software should be able to track every asset in the organization’s inventory, from laptops and smartphones to software licenses and cloud service subscriptions.

2. IT Asset Database: The IT asset tracking software should maintain a central database of all assets in the organization. This database should include detailed information about each asset, such as its make, model, serial number, and location. Not only does it provide a centralized repository for all data, but that data can also then be used to generate reports, conduct analysis, and track change over time. The asset database should be updated regularly to ensure that it is accurate and up to date. Additionally, the database should be accessible to authorized users only. This will help to ensure that sensitive information about assets is not compromised.

3. Device Tracking: The tracking software should be able to track the location of each physical device in real-time. This information can then be used to generate alerts if a device is moved without authorization, or if it goes missing. Additionally, the software should allow users to set up geo-fences so that they can be notified if a device enters or leaves a specified area. In some cases, it may also be necessary to attach tags to the IT device. These tags may use GPS or other technology to provide real-time locations for the IT devices, which can be useful for keeping track of high-value items or for monitoring device movements in real-time. Another common method is to use barcodes or RFID tags that can be affixed to devices and read using a handheld scanner. This data can be used to track the location of devices and keep inventory records up to date.

4. Reporting and Analytics: The reporting and analytics features of IT asset tracking software are key for understanding how assets are being used, where they are located, and other data points. These reports can be used to improve operational efficiency and optimize the utilization of assets. 

For example, a report on IT asset usage can help to identify which assets are being used most frequently and which ones are sitting idle. This information can then be used to make decisions about how to best allocate resources. Additionally, reports on asset location can help to ensure that assets are being used in the most efficient way possible. If an asset is constantly being moved from one location to another, it may be time to consider investing in additional units so that the asset can be used more efficiently.

5. Integration: Finally, IT asset logistics software should be able to integrate with other business systems. This includes ERP, CRM, accounting systems, monitoring and security systems, and shipping and procurement services. Integration allows organizations to automatically share data between different business processes and improve overall visibility into their operations. Integration is key when it comes to effective IT asset logistics. All too often, organizations silo their information, making it difficult to get a holistic view of their technology resources. By integrating your IT asset tracking system with other tools and processes, you can ensure that everyone is on the same page and that important data is not lost in the shuffle.

6. Automation: There are two ways to use automation to improve the accuracy and efficiency of IT asset logistics. The first is to automate the data collection process. This can be done in several ways, such as with barcodes or RFID tags, which are scanned by a handheld device. This data can then be used to track the location of devices and keep inventory records up to date. Secondly, you can use automated alerts to notify the appropriate personnel if a device is moved without authorization, goes missing so that your employees can take corrective action immediately.

7. Standardization: The last and most important aspects of IT asset logistics is to establish standardized procedures. This will ensure that all devices and software are accounted for, and that important data is protected. By following a set of standardized procedures, your team can improve communication and collaboration, and make sure that everyone is on the same page. Additionally, standardized procedures will help to ensure that your tracking system is able to scale as your organization grows. 

IT asset logistics is a critical process for any organization that relies on physical assets. By implementing an effective asset tracking solution, businesses can improve efficiency, reduce costs, and minimize the risk of lost or stolen assets. For more information on asset tracking, please contact us at sales@montra.io! 

 

12 Cyber-Readiness Strategies #5 and #6

If you’re like most IT professionals, you’re always looking for ways to improve your organization’s cyber-readiness. And rightly so: the stakes are high, and the threats are constantly evolving. In the 2020 Thales Data Threat Report, 49% of US companies have already experienced a data breach. Is your business ready to handle a targeted cyber-attack? But where do you start? 

Our 12 Cyber-Readiness Strategies is a great place to get started. In our continuing series on making certain your organization is cyber-ready, we have already covered developing a cyber-readiness plan, establishing policies, keeping software up to date, and requiring multi-factor authentication. 

This time we are covering Backup and Cybersecurity Compliance. 

Backup and compliance are two key areas that can make a big difference in your organization’s overall cyber-readiness. Having a robust backup process in place is crucial to maintain continuity of operations in the event of an incident. And ensuring that your organization is compliant with relevant cybersecurity regulations can help prevent costly fines and penalties. 

We will take a closer look at why these two areas are so important and offer some practical tips on how to get going. So let’s get started! 

5. Back Up Everything Valuable 

Backup may not immediately come to mind when thinking about cybersecurity. But when your company eventually experiences a cyber breach – and it is when not if – you will be happy you have backups of all your critical data. Data is the lifeblood of every business. Unfortunately, the risks and threats to the protection, privacy, and usability of that data are endless. 

Why Is Backup Important for Cyber-readiness? 

When it comes to cybersecurity, backup is one of the most important measures you can take. After all, if your data is lost or stolen, it can be difficult – if not impossible – to get it back. 

By implementing a reliable backup process, you can make certain that your data is always safe and secure. And if disaster does strike, you will be able to quickly restore your systems and get back up and running. 

 What Other Benefits Do Backups Provide? 

In addition to the security benefit, there are other benefits to implementing a backup strategy, including: 

  • Compliance with regulations: Many regulatory frameworks require organizations to maintain a certain level of data security. A reliable backup solution can help you meet these requirements. 
  • Minimized downtime: If your systems are lost or damaged, a backup solution can help you get up and running quickly. 
  • Reduced costs: By backing up your data, you can minimize the cost of data loss or corruption. 

How to Get Started with Backup 

There are a variety of backup solutions available, so it’s important to choose one that fits your needs. Here are a few things to keep in mind when selecting a backup solution: 

  • Choose a solution that is scalable, so it can grow with your organization. 
  • Protect your backups with separate login credentials 
  • Work with your IT partner to configure the solution and test it thoroughly. 
6. Don’t Neglect Compliance

In addition to backup, compliance is another key factor in cyber-readiness strategy. Compliance can help protect your organization from potential fines and penalties, and it can also help you reduce your risk of a cyber-attack. 

Maintaining cybersecurity compliance is mandatory for many organizations. While navigating and satisfying the obligations can be complicated and stressful, achieving compliance is a critical component of having a cyber-ready business. 

How Is Compliance Important to Cyber-readiness? 

There are cyber compliance regulations that apply to businesses in multiple industries, including the Health Insurance Portability and Accountability Act (HIPAA), the Payment Card Industry Data Security Standard (PCI DSS), and the NIST Cybersecurity Framework (CSF). Security and privacy are integral elements of compliance and privacy frameworks such as the General Data Privacy Regulation (GDPR) and the California Consumer Privacy Act (CCPA) should be considered as part of your compliance journey. 

Cybersecurity Compliance can be a complex and daunting task, but it’s important to remember that there are many resources available to help you. Here are a few steps to get started: 

  • Familiarize yourself with the regulations that apply to your industry 
  • Develop a compliance plan that outlines how you will meet the requirements 
  • Implement security controls to help you comply with the regulations 
  • Train your employees on cyber compliance requirements 

Conclusion 

Cybersecurity is one of the most important issues businesses face today. Cyber threats are on the rise, and businesses need to take steps to protect themselves. A backup and compliance strategy are two of the twelve components we believe to be essential to making your business cyber-ready. By implementing these solutions, your business can protect its data, ensure compliance with regulations, and mitigate the risk of cyber-attacks. 

Learn More 

Want to learn more about cyber-readiness for your business? Montra can help! Please contact us. We are happy to help you become more effective and keep your IT operation safe and secure.