Issues Before Implementation
- Complex Management with Excel: Managing employees, devices, and SaaS applications using separate Excel sheets proved cumbersome. Updating multiple management ledgers whenever an employee joined or left the company led to inefficiencies and increased administrative workload.
- Increased Security Risks: Unmanaged IDs and outdated records heightened security risks. Without a centralized system to track the status of accounts and devices, the company struggled to ensure that accounts were properly deactivated and devices were returned.
- Lack of System Integration: The absence of an integrated system meant that SaaS applications and devices were managed independently, leading to gaps in security and administrative oversight.
Effects After Implementation
- Integrated Management: The introduction of Josys streamlined the management of devices, employees, and accounts into a single platform. This integration significantly reduced administrative tasks and the complexity of managing multiple ledgers.
- Enhanced Security: By implementing Josys, the company established a security system that complies with ISMS (Information Security Management System) standards. The system now detects missing IDs and provides shadow IT detection, thereby reducing security risks.
- Reduced Workload: The automation of account creation, suspension, and deletion processes, along with device lifecycle management, drastically cut down on the workload. The IT team now spends only one hour per week on checks, compared to the significant time previously required to manage these tasks manually.
- Improved Oversight and Efficiency: Josys’s intuitive and user-friendly interface facilitated easier management of IT assets and SaaS applications. The filter function and detailed reports provided better visibility into asset usage and employee status.
Implementation Insights
- Selection Process: The decision to adopt Josys was influenced by its superior user interface and ease of use compared to other tools. The system’s ability to integrate people and device management into a single platform was a key factor in its selection.
- Adoption Challenges: Initial resistance due to cost and existing management practices was overcome by demonstrating the tool’s benefits and ensuring continuous communication with stakeholders. Persistence in promoting the use of Josys within the company was crucial for successful adoption.
- Operational Adjustments: The team was careful to transition fully from Excel-based management to Josys, ensuring that old systems were phased out and that the new tool was fully utilized. Future improvements are anticipated, particularly in expanding the range of manageable SaaS applications and further enhancing functionality.
Results
- Quantitative: The ability to quickly locate and manage IT assets and employee accounts has improved operational efficiency. Previously labor-intensive tasks are now handled in a fraction of the time, allowing the IT team to focus on more strategic initiatives.
- Qualitative: The security and accuracy of asset management have greatly improved, reducing the psychological burden on the IT team and enhancing overall company security. The system’s ease of use and effective management of outsourcing and temporary staffing data have been particularly well-received.
Conclusion
The implementation of Josys has provided Tsunagu Group Holdings with a robust solution for managing its diverse IT and staffing needs. By centralizing management functions and enhancing security protocols, Josys has not only streamlined administrative processes but also significantly improved the company’s ability to manage its assets and ensure compliance with security standards.
