Close Collaboration Between HR and IT Lays The Foundation for HusCompagniet’s Future
A business in explosive growth requires a user and access management platform to maintain business efficiency, ensure compliance, and keep employees happy. HusCompagniet’s IT and HR Departments tackled that task in close collaboration – with the help of 2ndC Compliance Suite.
Traditionally, as a discipline, user and access management have always been part of the IT Department’s responsibilities; a key tool for managing affiliated IT users and their activities across the IT environment, and a tool that also has a crucial safety and compliance function.
“A solution for user and access management is essential to easily manage employees and their access to the organization’s resources and data securely, and it must meet the applicable compliance requirements,” said Nicholas Hansen, Head of Group IT at HusCompagniet.
“It’s hugely important to us, as we store valuable and sensitive customer data that we need to protect against unauthorized access,” he says.
It was also one of the decisive reasons why HusCompagniet chose to implement 2ndC Compliance Suite. However, for HusCompagniet, Compliance Suite is more than just an IT solution.
“It’s easy to assume that the use of IT systems is always the job of the employees in the IT Department, which is not necessarily the right way to do it. If a new system can’t be used to boost the business – and in many cases to be used by the business – then it has no value,” says Nicholas Hansen.
“Our use of Compliance Suite has been a success – precisely because the implementation has been run in close collaboration between HR and IT,” he adds.
Explosive Business Growth
HusCompagniet is the largest house-building firm in the Nordic countries, with divisions throughout Denmark. HR Manager Anna Schøning has had a long career in the firm, but a few years ago, she was at the forefront of building HusCompagniet’s HR Department from scratch. It was necessary, and it has paid off.
In recent years, HusCompagniet has grown explosively. Just a few years ago, the firm had 200 employees; today, they have 380 on the payroll, with new ones continually being added. Between 5 and 15 new hires are onboarded every month across the firm’s sites.
HusCompagniet has also launched a B2B venture, one of many initiatives that mean that HusCompagniet will soon have 1,000 employees.
This explosive growth requires the right systems to support the expansion of the business, which is why Compliance Suite has been integrated into the HR Department’s work.
Digital Onboarding Is in HR’s Hands
HR became directly involved in the early start-up phase, when HusCompagniet began implementing Compliance Suite, which was done on HR’s and Anna Schøning’s own initiative.
“My main task when I started the HR Department was to systematize and streamline the onboarding processes. As the rumor of Compliance Suite spread internally within the organization, I could really see the trick with it,” says Anna Schøning.
Before Compliance Suite became part of HR’s work processes, the creation and administration of employee records took place in an Excel sheet. HusCompagniet’s external partner handled the practical creation and allocation of access to systems and applications. Many challenges and problems arose because employee creation and access management were not fully automated.
“We easily fell into the trap of asking for new employees to be created with a copy of their colleagues’ access, without thinking about how many different and unnecessary accesses might have been compiled over the years. Moreover, there was just a huge amount of manual workflow that lowered efficiency, both here in HR and in the rest of the organization. Compliance Suite automated the workflows, and it has really boosted efficiency,” says Anna Schøning.
With Compliance Suite, HR has creation of employees and access allocation in its own hands. Digital onboarding in HR is coordinated with other onboarding processes.
“Now, at last, we don’t have to wait for up to five days for a creation to be made. This means that we can get on with our other onboarding tasks right away and, not least, that we can ensure that employees have access to the systems from their first working day. It guarantees the entire firm’s productivity and results in satisfied employees,” says Anna Schøning.
A Successful Relationship Between HR and IT
The process of implementing Compliance Suite is an example of a successful and rewarding joint effort between the HR and IT Departments, two departments that otherwise represent two vastly different perspectives in most organizations; one department focusing on human resources, and the other focusing on operations and system resources.
The perspectives met in Compliance Suite, and the two departments could work together to establish proper processes to benefit the entire firm.
“I think that Compliance Suite has been a success here with us, because HR got involved so early and because IT and HR really complemented each other in the process,” says Anna Schøning.
“IT could certainly handle all the technical aspects, but the practical processes in connection with on- and offboarding would not have been commercially viable without the expert knowledge of the organization that we have in HR. Here we contributed with, among other things, in-depth knowledge of the organizational chart, job titles and roles, which is the core of Compliance Suite,” she says.
It Makes Sense to Place User Management in HR
Compliance Suite has helped to streamline internal processes and saved HusCompagniet crucial resources that were wasted in too many manual workflows. Giving HR co-responsibility for Compliance Suite has also greatly benefited the IT Department.
“In general, it’s incredibly expensive to have IT staff sit down and create new employees and give them access to systems, data and internal resources. Compliance Suite is easy to use, which means that the tasks can also be carried out by a student worker in HR. It optimizes our resource consumption, but also makes tremendous sense, because user and access management are already so closely linked to onboarding new employees and HR’s core tasks,” says Nicholas Hansen.
HusCompagniet is the largest house-building firm in Denmark and the Nordic countries. On September 1, 2010, the two major tract housing firms, Interbyg and FM-Søgjær, were merged under HusCompagniet. The firm has built more than 17,000 houses and has divisions across Denmark, as well as in Sweden and Germany.