{"id":23006,"date":"2020-05-13T16:51:35","date_gmt":"2020-05-13T16:51:35","guid":{"rendered":"https:\/\/www.process.st\/templates\/itil-access-management-process-template\/"},"modified":"2024-05-14T11:09:30","modified_gmt":"2024-05-14T11:09:30","slug":"itil-access-management-process-template","status":"publish","type":"post","link":"https:\/\/www.process.st\/templates\/itil-access-management-process-template\/","title":{"rendered":"ITIL Access Management Process Template"},"content":{"rendered":"\n<section id=\"introduction\">\n <h2>Introduction:<\/h2>\n <div class=\"image-content\">\n  <figure>\n   <a href=\"https:\/\/ps-attachments.s3.amazonaws.com\/c86f40c0-4a3d-4d81-9f0b-816935eddb0a\/uhL6VBlHPtYRcaTflAxHPA.png\" alt=\"Introduction:\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/ps-attachments.s3.amazonaws.com\/c86f40c0-4a3d-4d81-9f0b-816935eddb0a\/uhL6VBlHPtYRcaTflAxHPA.png\"> <\/a><!-- No caption -->\n  <\/figure>\n <\/div>\n <div class=\"text-content\">\n  <p>Access management, along with incident, problem, and change management, is <strong>one of the core components of ITIL processes that need to be well executed in order to maintain high productivity and keep sensitive data protected<\/strong> within the walls of the organization.<\/p>\n  <p>In short, the primary goal of access management is to<strong> safeguard data from being accessed by unauthorized users<\/strong>, and that is exactly what completing this checklist will enable you to do, while also keeping a <strong>full audit trail<\/strong> in case you need to change permissions or investigate a problem.<\/p>\n  <p>According to <a href=\"https:\/\/www.invensislearning.com\/resources\/itil\/what-is-itil-access-management\" rel=\"nofollow noopener\" target=\"_blank\">Invensis Learning<\/a>, effective access management<strong> provides the following benefits<\/strong> to business:<\/p>\n  <ul>\n   <li>It ensures that by controlling the access to different IT services, the confidentiality of information will be maintained.<\/li>\n   <li>It ensures that the employees have only the required level of access to complete their jobs effectively.<\/li>\n   <li>It reduces the possibility of an error being induced in the use of a crucial service by not allowing unskilled users to access them.<\/li>\n   <li>It provides a means to audit the IT services and trace any misuse of the services.<\/li>\n   <li>It ensures that access to the service of a particular user can be withdrawn when needed to comply with security requirements.<\/li>\n  <\/ul>\n  <p>So let's get started. Before you know it, the user in question will be all set and you can rest easy knowing that they only have access to information that concerns their work.<\/p>\n  <h5>A little info about Process Street<\/h5>\n  <p>Process Street is&nbsp;<strong>superpowered checklists<\/strong>. By using our software to document your processes, you are instantly creating an actionable workflow in which tasks can be assigned to team members, automated, and monitored in real-time to ensure they are being executed as intended, each and every time.<\/p>\n  <p>The point is to&nbsp;<strong>minimize human error, increase accountability<\/strong>, and&nbsp;<strong>provide employees with all of the tools and information necessary<\/strong>&nbsp;to complete their tasks as effectively as possible.<\/p>\n <\/div>\n<\/section>\n<section id=\"requesting-access\">\n <h2>Requesting access:<\/h2>\n<\/section>\n<section id=\"enter-requester-details\">\n <h2>Enter requester details<\/h2>\n <div class=\"text-content\">\n  <p>First, <strong>enter basic details of the user<\/strong>&nbsp;<strong>who is requesting action<\/strong> from access management.&nbsp;<\/p>\n <\/div>\n <div class=\"text-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> User - Name <\/label> <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n <\/div>\n <div class=\"email-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> User - Email address <\/label> <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n <\/div>\n <div class=\"text-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> User - Job title <\/label> <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n <\/div>\n<\/section>\n<section id=\"enter-access-manager-details\">\n <h2>Enter access manager details<\/h2>\n <div class=\"text-content\">\n  <p>Enter the details of the<strong> access manager (process owner)<\/strong> in the form fields below.&nbsp;<\/p>\n <\/div>\n <div class=\"text-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Access manager - Name <\/label> <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n <\/div>\n <div class=\"email-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Access manager - Email address <\/label> <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n <\/div>\n<\/section>\n<section id=\"select-type-of-request\">\n <h2>Select type of request<\/h2>\n <div class=\"text-content\">\n  <p>Select the<strong> type of request<\/strong> that was received.&nbsp;<\/p>\n  <p class=\"style-danger\">If you select <strong>\"Other\"<\/strong> as the other options do not reflect the type of request, be sure to elaborate in the text field below for clarification.&nbsp;<\/p>\n <\/div>\n <div class=\"select-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Type of request <\/label> <select disabled class=\"form-control\"> <option value=\"An option will be selected here\">An option will be selected here<\/option> <\/select>\n  <\/div>\n  <ul class=\"items\">\n   <li class=\"item\">\n    <div class=\"step-number-container\">\n     <div class=\"step-number\">\n      1\n     <\/div>\n    <\/div>\n    <div class=\"step-checkbox-container\">\n     <div class=\"step-checkbox\"><\/div>\n    <\/div>\n    <div class=\"item-name-static\">\n     Standard request (sent directly from HR)\n    <\/div><\/li>\n   <li class=\"item\">\n    <div class=\"step-number-container\">\n     <div class=\"step-number\">\n      2\n     <\/div>\n    <\/div>\n    <div class=\"step-checkbox-container\">\n     <div class=\"step-checkbox\"><\/div>\n    <\/div>\n    <div class=\"item-name-static\">\n     Request for Change (RFC) sent from the change management process\n    <\/div><\/li>\n   <li class=\"item\">\n    <div class=\"step-number-container\">\n     <div class=\"step-number\">\n      3\n     <\/div>\n    <\/div>\n    <div class=\"step-checkbox-container\">\n     <div class=\"step-checkbox\"><\/div>\n    <\/div>\n    <div class=\"item-name-static\">\n     Service request (sent from the service desk)\n    <\/div><\/li>\n   <li class=\"item\">\n    <div class=\"step-number-container\">\n     <div class=\"step-number\">\n      4\n     <\/div>\n    <\/div>\n    <div class=\"step-checkbox-container\">\n     <div class=\"step-checkbox\"><\/div>\n    <\/div>\n    <div class=\"item-name-static\">\n     Auto-provisioning request\n    <\/div><\/li>\n   <li class=\"item\">\n    <div class=\"step-number-container\">\n     <div class=\"step-number\">\n      5\n     <\/div>\n    <\/div>\n    <div class=\"step-checkbox-container\">\n     <div class=\"step-checkbox\"><\/div>\n    <\/div>\n    <div class=\"item-name-static\">\n     Other\n    <\/div><\/li>\n  <\/ul>\n <\/div>\n <div class=\"text-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Description of \"Other\" type of request <\/label> <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n <\/div>\n<\/section>\n<section id=\"verification\">\n <h2>Verification:<\/h2>\n<\/section>\n<section id=\"verify-identity-of-the-user\">\n <h2>Verify identity of the user<\/h2>\n <div class=\"image-content\">\n  <figure>\n   <a href=\"https:\/\/ps-attachments.s3.amazonaws.com\/5f822bd4-3271-4fb7-98fb-3cbee2aa54e4\/qaS_tIjhgvz0r_6qvo5Kag.jpg\" alt=\"Verify identity of the user\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/ps-attachments.s3.amazonaws.com\/5f822bd4-3271-4fb7-98fb-3cbee2aa54e4\/qaS_tIjhgvz0r_6qvo5Kag.jpg\"> <\/a><!-- No caption -->\n  <\/figure>\n <\/div>\n <div class=\"text-content\">\n  <p>Before even considering whether or not the user should be granted the access they are requesting, it's <strong>essential to verify their identity.&nbsp;<\/strong><\/p>\n  <p>This is the <strong>duty of the access manager<\/strong> and <strong>must not be overlooked<\/strong>. It goes without saying that <strong>if an error is made<\/strong> at this point in the process, it <strong>could lead to devastating consequences<\/strong> for the company.&nbsp;<\/p>\n  <p class=\"style-info\">Depending on the organization's security policies, the use of the <strong>username and password are usually accepted as proof that the person is a legitimate user.<\/strong> However, for more sensitive services, further identification may be required (biometric, use of an electronic access key or encryption device, etc.).<\/p>\n <\/div>\n<\/section>\n<section id=\"verify-legitimacy-of-the-request\">\n <h2>Verify legitimacy of the request<\/h2>\n <div class=\"image-content\">\n  <figure>\n   <a href=\"https:\/\/ps-attachments.s3.amazonaws.com\/a574ef18-e6c7-400a-bfaf-5de915d397ba\/q2d9L6t-7U3tXk1YX_JFvw.jpg\" alt=\"Verify legitimacy of the request\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/ps-attachments.s3.amazonaws.com\/a574ef18-e6c7-400a-bfaf-5de915d397ba\/q2d9L6t-7U3tXk1YX_JFvw.jpg\"> <\/a><!-- No caption -->\n  <\/figure>\n <\/div>\n <div class=\"text-content\">\n  <p>The second and final step in the verification process is to<strong> legitimize the request.<\/strong><\/p>\n  <p>This will <strong>require some independent verification<\/strong> other than the user's request.<strong> For example:<\/strong><\/p>\n  <ul>\n   <li>Notification from HR that the person is a new employee and requires both a username and access to a standard set of services.<\/li>\n   <li>Notification from HR that the user has been promoted and requires access to additional resources.<\/li>\n   <li>Authorization from an appropriate (defined in the process) manager.<\/li>\n   <li>Submission of a Service Request (with supporting evidence) through the Service Desk.<\/li>\n   <li>Submission of an RFC (with supporting evidence) through Change Management, or execution of a pre-defined standard change.<\/li>\n   <li>A policy stating that the user may have access to an optional service if they need it.<\/li>\n  <\/ul>\n  <p class=\"style-info\">For<strong> new services<\/strong>, the Change Record should specify which users or groups of users will have access to the service. Access management should then check to see that all the users are still valid and automatically provide access as specified in the Request for Change (RFC).<\/p>\n <\/div>\n<\/section>\n<section id=\"providing-rights\">\n <h2>Providing rights:<\/h2>\n<\/section>\n<section id=\"determine-if-access-will-be-authorized\">\n <h2>Determine if access will be authorized<\/h2>\n <div class=\"text-content\">\n  <p>After verifying the user and the legitimacy of their request, it's<strong> time to determine if they will be granted access.&nbsp;<\/strong><\/p>\n <\/div>\n <div class=\"select-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Will the requester be granted access? <\/label> <select disabled class=\"form-control\"> <option value=\"An option will be selected here\">An option will be selected here<\/option> <\/select>\n  <\/div>\n  <ul class=\"items\">\n   <li class=\"item\">\n    <div class=\"step-number-container\">\n     <div class=\"step-number\">\n      1\n     <\/div>\n    <\/div>\n    <div class=\"step-checkbox-container\">\n     <div class=\"step-checkbox\"><\/div>\n    <\/div>\n    <div class=\"item-name-static\">\n     Yes\n    <\/div><\/li>\n   <li class=\"item\">\n    <div class=\"step-number-container\">\n     <div class=\"step-number\">\n      2\n     <\/div>\n    <\/div>\n    <div class=\"step-checkbox-container\">\n     <div class=\"step-checkbox\"><\/div>\n    <\/div>\n    <div class=\"item-name-static\">\n     No\n    <\/div><\/li>\n  <\/ul>\n <\/div>\n<\/section>\n<section id=\"approval-decision-to-grantdeny-access\">\n <h2>Approval: Decision to grant\/deny access<\/h2>\n <div class=\"approval-content\">\n  <div class=\"header\">\n   <div class=\"list-title\">\n    Will be submitted for approval:\n   <\/div>\n  <\/div>\n  <div class=\"approval-rule-subject-tasks-list\">\n   <ul class=\"list\">\n    <li>\n     <div class=\"approval-rule-subject-tasks-list-item\">\n      <div class=\"item\">\n       <div class=\"container\">\n        <span class=\"title\">Determine if access will be authorized<\/span>\n        <div class=\"body\">\n         Will be submitted\n        <\/div>\n       <\/div>\n      <\/div>\n     <\/div><\/li>\n   <\/ul>\n  <\/div>\n <\/div>\n<\/section>\n<section id=\"record-the-decision-in-your-system\">\n <h2>Record the decision in your system<\/h2>\n <div class=\"text-content\">\n  <p>It is <strong>essential that you update your system of record throughout the process<\/strong>. Of course, the decision to authorize or reject access <strong>must be recorded as soon as possible<\/strong> to <strong>maintain data integrity and avoid confusion.&nbsp;<\/strong><\/p>\n <\/div>\n <div class=\"url-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Link to the record <\/label> <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n <\/div>\n<\/section>\n<section id=\"notify-the-requester-of-the-decision\">\n <h2>Notify the requester of the decision<\/h2>\n <div class=\"text-content\">\n  <p>The decision has been made that the user in question will<strong> not<\/strong> be granted access.<\/p>\n  <p>The requester <strong>must be notified of this decision immediately<\/strong>, which you can do by <strong>sending the email template below.<\/strong><\/p>\n  <p class=\"style-info\"><strong>Before sending, however, <\/strong>provide a<strong> brief explanation as to why their request was denied<\/strong> so this can be<strong> automatically populated<\/strong> in the email.&nbsp;<\/p>\n <\/div>\n <div class=\"textarea-field-content form-field-content\">\n  <div class=\"form-group\">\n   <label> Explanation of why the request was denied <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n <\/div>\n<\/section>\n<section id=\"notify-the-requester-that-access-has-been-granted\">\n <h2>Notify the requester that access has been granted<\/h2>\n <div class=\"text-content\">\n  <p>The decision has been made that the user in question <strong>will be<\/strong> granted access.<\/p>\n  <p>The requester <strong>must be notified of this decision immediately<\/strong>, which you can do by <strong>sending the email template below.<\/strong><\/p>\n <\/div>\n<\/section>\n<section id=\"final-step\">\n <h2>Final step:<\/h2>\n<\/section>\n<section id=\"update-your-system-of-record\">\n <h2>Update your system of record<\/h2>\n <div class=\"text-content\">\n  <p>The final step in this process is to <strong>update your system of record<\/strong>, making sure that all information is up-to-date. The <strong>link to the record is provided below.<\/strong><\/p>\n  <p><strong>Link to record:<\/strong> {{form.Link_to_the_record}}<\/p>\n  <p class=\"style-warning\">This is <strong>essential for periodic reviews<\/strong> of users' access rights and general <strong>data integrity.<\/strong>&nbsp;<\/p>\n <\/div>\n<\/section>\n<section id=\"sources\">\n <h2>Sources:<\/h2>\n <div class=\"text-content\">\n  <ul>\n   <li><a href=\"https:\/\/www.invensislearning.com\/resources\/itil\/what-is-itil-access-management\" rel=\"nofollow noopener\" target=\"_blank\">Invensis Learning - <em>What is ITIL Access Management<\/em><\/a><\/li>\n   <li><a href=\"https:\/\/www.greycampus.com\/opencampus\/itil-foundation\/access-management\" rel=\"nofollow noopener\" target=\"_blank\">GreyCampus - <em>Access Management<\/em><\/a><\/li>\n   <li><a href=\"https:\/\/www.certguidance.com\/access-management-itil-itsm\/\" rel=\"nofollow noopener\" target=\"_blank\">CertGuidance -<em> ITIL Access Management<\/em><\/a><\/li>\n   <li><a href=\"https:\/\/wiki.en.it-processmaps.com\/index.php\/Access_Management\" rel=\"nofollow noopener\" target=\"_blank\">Wiki Process Maps - <em>Access Management<\/em><\/a><\/li>\n   <li><a href=\"https:\/\/teekaleone.wordpress.com\/2013\/12\/10\/itil-access-management-process-doc-what-is-it-and-what-should-it-contain\/\" rel=\"nofollow noopener\" target=\"_blank\">Teekaleone - <em>ITIL Access Management Process Doc: What Is It and What Should it Contain?<\/em><\/a><\/li>\n  <\/ul>\n <\/div>\n<\/section>\n<section id=\"related-checklists\">\n <h2>Related checklists:<\/h2>\n <div class=\"text-content\">\n  <ul>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/itil-problem-management-process-template\/\" rel=\"nofollow noopener\" target=\"_blank\">ITIL Problem Management Process Template<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/itil-incident-management-process-template\/\" rel=\"nofollow noopener\" target=\"_blank\">ITIL Incident Management Process Template<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/itil-change-management-process-template\/\" rel=\"nofollow noopener\" target=\"_blank\">ITIL Change Management Process Template<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/itil-request-for-change-template\/\" rel=\"nofollow noopener\" target=\"_blank\">ITIL Request for Change (RFC) Template<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/itil-release-planning-template\/\" rel=\"nofollow noopener\" target=\"_blank\">ITIL Release Planning Template<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/itil-post-implementation-review-template\/\" rel=\"nofollow noopener\" target=\"_blank\">ITIL Post Implementation Review Template<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/itil-continual-service-improvement-template\/\" rel=\"nofollow noopener\" target=\"_blank\">ITIL Continual Service Improvement Template<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/it-service-sla-management\/\" rel=\"nofollow noopener\" target=\"_blank\">IT Service SLA Management Checklist Template<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/cloud-service-sla-management\/\" rel=\"nofollow noopener\" target=\"_blank\">Cloud Service SLA Management Checklist Template<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/it-service-sla-metrics-tracking\/\" rel=\"nofollow noopener\" target=\"_self\">IT Service SLA Metrics Tracking Process Template<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/cloud-service-sla-metrics-tracking\/\" rel=\"nofollow noopener\" target=\"_self\">Cloud Service SLA Metrics Tracking Process Template<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/inventory-management\/\" rel=\"nofollow noopener\" target=\"_blank\">Inventory Management Process<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/network-security-management\/\" rel=\"nofollow noopener\" target=\"_blank\">Network Security Management<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/client-data-backup-best-practices\/\" rel=\"nofollow noopener\" target=\"_blank\">Client Data Backup Best Practices<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/computer-maintenance-guide\/\" rel=\"nofollow noopener\" target=\"_blank\">Computer Maintenance Guide<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/ubuntu-server-setup-process\/\" rel=\"nofollow noopener\" target=\"_blank\">Ubuntu Server Setup Process<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/virtual-private-server-setup\/\" rel=\"nofollow noopener\" target=\"_blank\">Virtual Private Server Setup<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/it-support-process\/\" rel=\"nofollow noopener\" target=\"_blank\">IT Support Process<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/helpdesk-management\/\" rel=\"nofollow noopener\" target=\"_blank\">Helpdesk Management<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/server-maintenance\/\" rel=\"nofollow noopener\" target=\"_blank\">Server Maintenance<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/server-security\/\" rel=\"nofollow noopener\" target=\"_blank\">Server Security<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/information-security-incident-response\/\" rel=\"nofollow noopener\" target=\"_blank\">Information Security Incident Response<\/a><\/li>\n   <li><a href=\"https:\/\/www.process.st\/checklist\/sql-server-audit-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">SQL Server Audit Checklist<\/a><\/li>\n  <\/ul>\n <\/div>\n<\/section>\n","protected":false},"excerpt":{"rendered":"<p>Introduction: Access management, along with incident, problem, and change management, is one of the core components of ITIL processes that need to be well executed in order to maintain high productivity and keep sensitive data protected within the walls of the organization. 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