FlexiPurchase Quarterly User Audit

When an employee leaves the job, we receive an email from P&C with a link to their information. We do not remove their access from FlexiPurchase immediately. Instead, we conduct a quarterly audit to identify users who have left the job but still hold licenses. This process ensures that such users are deactivated permanently.

A recurring ticket is created in Fresh Service for each quarter. An email notification is sent on the due date of the quarter to Aakash Dhungana (the assigned agent) as a reminder.

Navigate to Administration Overview:
- Select Administration > Overview > Administration Overview.

Search for the Employee:
- On the Administration Overview screen, click the Employees box.
- In the Employee Search window, click Search to display a list of all employees.
- Note: The Employee Search pop-up screen returns the top 20 results by default. Change this to All to view more profiles, or select another option from the Return Results dropdown.

Export Employee Details using the HR Interface File:
- Download the current HR Interface File from the Employee Administration screen by clicking HR Format in the lower right-hand corner.
- Provide the HR file to P&C via email and request them to review the list of users who left the organization.

Review the List and Remove Access:

After receiving the reviewed list from P&C, identify users who need to be removed.
Click Employee details for the user to be removed.

Click Edit.

Insert the Date Departure and click Save.

Complete the Audit:
- Once the audit is done, email the audit results with an attachment to the Finance Manager and cc the Business Technology Manager - Corporate.

Notes:

Ensure all steps are followed meticulously to maintain security and compliance.
The quarterly audit is crucial for identifying and deactivating users who have left the organization but still hold a FlexiPurchase license.