Current Workflow

Each quarter, Data Stewards are required to review user access to file shares containing sensitive data they own or manage. The access list is compiled into a single Excel file and passed to another team for further processing.

The list is then split into individual files per Data Steward, attached to system tickets, and sent out for review and acknowledgment. Follow-ups and reminders are handled manually if reviews are not completed on time.

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What We Automated

• Centralized quarterly user access data in a SharePoint Online repository
• Automatically grouped and assigned access records by Data Steward
• Replaced system tickets with a guided review process
• Enabled automated reminders for incomplete reviews based on a defined cadence
• Added real-time visibility into review status during the review period </aside>

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Key Features

• Centralized repository for quarterly access reviews
• Automated review assignment by Data Steward
• User-friendly review interface for access approval or denial
• Automated reminder logic for overdue reviews
• Status reporting to track review completion </aside>

Before → After Workflow

Before:

❌ Excel-based access lists

❌ Manual ticket creation and distribution

❌ Manual reminder follow-ups

❌ Limited visibility into review progress

After:

✅ Centralized SharePoint-based access repository

✅ Automated assignment and review flow

✅ Scheduled reminders for incomplete reviews

✅ Clear visibility into review status

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Key Outcomes

• Eliminated system ticket creation, saving up to $12,500 annually
• Removed manual follow-ups through automated reminder scheduling
• Simplified the review experience by replacing spreadsheets with an intuitive interface </aside>