Process of the Month – Joiners, Movers and Leavers Process

Best practice

Process of the Month – Joiners, Movers and Leavers Process

26 March 2014

6 minute read

CMDB is a golden source

(On 6 June 2025, this article was reviewed for accuracy and updating.)

Sometimes, within Software Asset Management, we become so focused on producing an audit and reconciliation report that we miss the bigger picture in taking state data and converting it into a tangible business decision. One such area often overlooked is that of IT asset status and ownership. This Joiners, Movers, and Leavers Process demonstrates control of IT assets. It also aids with information security, and financial due-diligence.

Something unique to this process is that it could (in theory) take years to complete – whereas most processes demonstrate effectiveness of operation by the speed with which they work – but this is no fault of the process (or the draftee!). If your staff are happy, and happy with the equipment provided, they could occupy positions for years at a time.

There’s an argument for storing this information in a CMDB, and it could be a valid alternative if HR has access to it. In the example below, a CMDB is not in place. HR must therefore store this information. You may wish to modify this template so that the CMDB does store state employment data and have that data replicated to a HR database.

Joiners, Movers and Leavers Process

Primary Objective

To update ownership status of IT assets at the key points of a staff member’s employee lifecycle

Secondary Objectives

To interface with a Loss/Theft Process for IT assets
To make staff members accountable for IT assets issued to them
To recover IT assets at the end of an employee’s time at a company

Assumptions

The HR system is capable of storing basic IT asset information
The HR system is preferred to be used over a CMDB for this particular activity
Line Managers take responsibility for updating the HR database of the required

: Screenshot A

: Screenshot B

: Screenshot C

Function Step Overview

1.10	When new employee joins a company, the line manager will assess their IT asset requirements. The line manager will update the employee’s HR record to show they have received the new equipment. Any new equipment required can be referred to the “Hardware Procurement Process” at this point.
1.20	The period of time between 1.10 and 1.20 could be years; equally, prior to this, an IT asset could have been lost or stolen or ceased to work. A break-out is offered above the 1.20 function step to accommodate either eventuality. At 1.20 an employee is either changing jobs or cost center or department. So, there is a requirement to validate the IT equipment recorded against their name. If/when that employee leaves, this will be the state data a Line Manager will fall back on when it comes to retrieving IT equipment. A physical check of such IT assets may reveal that an IT asset is actually lost. It could also be that your business does not operate via cost center or departmental boundaries when it comes to managing IT; however, such a periodic check might be factored in to a Line Manager’s diary to annually review issued assets from a security point of view.
1.30	At 1.30 the new Line Manager will authenticate the information gleaned from function step 1.20 and update the HR system accordingly. Equally, if new equipment is purchased for the employee, this too can act as an instigator to update their HR record.
1.40	At 1.40, we see an employee is leaving the company, and so, has to return the equipment originally issued to them. The line manager will consult with the HR system to compare what should be returned versus what the employee brings back. Any discrepancies can be reported to HR via the Lost/Theft of Equipment Process. Recovery or write off action should be governed by the company policy pertaining to Loss/Theft of Equipment but should always be treated on a case by case basis.
1.50	Once the equipment is returned to the Line Manager, it may be advantageous for the Line Manager to retain that IT equipment for an impending new joiner. The Line Manager will need to relay this fact to HR at 1.70
1.60	A more likely scenario is that the equipment will be returned to IT for data recovery/reimaging in time for the next user to draw down the equipment.
1.70	At 1.70, the HR department is required to update the departing employees HR record to annotate equipment no longer held by them. As mentioned, if any equipment is reported as lost/stolen, HR has a decision to make – deductions from a final salary, or to write off the cost of lost equipment. Criminal proceedings might also be considered.

Increasingly, technology has a role to play in managing IT assets. For example, auto-wiping devices can make them unusable. Knowing where IT assets are is undoubtedly valuable information. Knowing who is accountable for them (in an ever-increasing mobile world) is just as important.

Upcoming Process of the Month Articles:

Scope Verification Process
Named User Verification Process
Platform Identity Process
Software Request Process
Software Removal Process
Process Review Process

Image Credit

The process kit by Rory Canavan is available from SAMcharter.com

Process of the Month – Joiners, Movers and Leavers Process