Gaming and hospitality organizations must tightly control employee access to sensitive systems across multiple properties. Regulators often review these processes to ensure that permissions are granted appropriately and consistently. Manual workflows based on spreadsheets and email approvals are not only error-prone but also create compliance risks and delays in onboarding. This company required an automated solution to ensure efficiency, accuracy, and regulatory compliance while providing clear oversight of employee permissions.
Challenge
Before adopting Decisions, the company managed access through a patchwork of manual processes:
- Application Access Matrix (AAM) maintained in Excel, converted to PDF, and routed for signatures manually.
- Position Descriptions (PDs) stored in Word documents with redline updates and manual approval processes.
- Application Access Forms built in Adobe, requiring email-based routing for signatures before reaching IT.
- IT technicians frequently encountered incomplete or incorrect data, causing delays and rework.
- Managers and auditors lacked a consolidated, real-time view of permissions across seven properties.
These fragmented workflows slowed down onboarding, complicated reassignment processes, and created significant compliance risks during gaming commission audits.
Solution
The company implemented Decisions to centralize and automate its access management processes.
- Centralized PD Matrix: HR and managers could initiate updates, add/remove applications, and adjust access levels using structured forms with validation.